How to Make Invoices in Word

Create a personalized billing invoice using a simple template or start from scratch

This How.com.vn teaches you how to use Microsoft Word to create a billing invoice. An invoice is an itemized list of products sold or services rendered that you can use to bill your clients. The simplest way to get started is to use one of Microsoft's free invoice templates, but you can also create one from a blank document.

Method 1

Method 1 of 2:

Downloading a Free Template

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1
Open Microsoft Word for Windows or macOS. You'll find it in the Start menu under Microsoft Office on a PC, and in the Applications folder on a Mac.
- Use this method to quickly and easily build an invoice from a pre-made template. Templates save you the trouble of having to figure out what to include, but can be customized to fit your needs.
- You can also download free Word templates from the Microsoft Office template site. It's best not to download templates from other websites, as some may contain viruses.
Opening Word should display the "New" screen automatically—this screen says "New" at the top and displays a search bar with the text "Search for online templates" inside.^{[1]XResearch source} If you don't see this search bar, click the File menu at the top-left, then select New to bring it up.
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A list of matching results will appear.
4
Click an invoice to see a preview. A larger version of the invoice will appear, along with a brief description.
- If you decide not to use the template, click the X at the top of the window to return to the list.
- Some nice, simple options are Invoice (Timeless) and the one that's just called Invoice.
It's on the template's preview window. This downloads the template and opens it automatically.
6
Replace the pre-filled information with your own. Each field typically contains some text meant to guide you through filling out the invoice. You can just click the mouse before a bit of information, press ← Backspace or Delete to get rid of what's there, and type your own information.
- In addition to filling out the blanks, you can also add more details to the invoice, such as a logo, extra field, or special lines and colors.
To do so, click the File menu, select Save As, and then save the file to the desired location on your computer. Once you've created the invoice, you can print or email it to your client(s).

Method 2

Method 2 of 2:

Creating an Invoice from Scratch

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1
Open Microsoft Word for Windows or macOS. You'll find it in the Start menu under Microsoft Office on a PC, and in the Applications folder on a Mac.
- Use this method if you want to design an invoice from scratch. This method is best for those who are proficient at using Word features, including creating headers and tables.
- Before creating your own template, check out some online invoice examples before you begin. If your invoice is specific to your business, try searching for your type of business and the words "sample invoice" for specific examples (e.g., sample doctor invoice, freelance writer invoice sample).
If you don't see the "New" screen, click the File menu and select New now.
A heading that includes your business name, contact information, and the word "Invoice" should appear somewhere near the top of the document. You can design and stylize this information any way you wish, but try to keep it simple and consistent with your other business materials.
4
Display the invoice date(s). The issuing and due date (if applicable) should be visible near the top of the document, preferably very close to the word "Invoice."
- To insert today's date quickly, click the INSERT tab at the top of Word, click Date & Time, and then choose a date format. Be sure to remove the check mark from the "Update automatically" box so the date doesn't change every time someone opens the file.^{[2]XResearch source}
5
Number the invoice. Every invoice should contain a unique number (in a sequence) for your records. The sequence can be global (for all clients) or per client. You can add this to the header if you wish, but it can really be placed anywhere.^{[3]XResearch source}
- If each client will have their own invoice numbering sequence, you may want to include the client's name as part of the number (e.g., How.com.vn1, How.com.vn2 if the client is How.com.vn).
6
Add the client's address or contact information. Preface this with the word "To" (or something similar) that makes it obvious who is being charged.
- You may wish to address the invoice directly to a specific person at a company, or to the Accounts Payable department.
7
Create an itemized list of products sold or services rendered. The best way to do this is by creating a table with several rows and named columns. See How to Create a Simple Table in Microsoft Word to get started with tables.
- Create columns for quantity, item/service name or description, unit price/rate, and total price for the quantity purchased. Make sure to label these columns with headers so the client understands the charges.
8
Display the total bill amount. This should appear right below the list of itemized charges, preferably in a bold-faced type so it's easy to see.
- If you're charging sales tax, you should display a subtotal of the itemized charges, with the tax listed beneath it, with the percentage to the left of the tax dollar amount, then the adjusted total below that.
- Double-check your math to make sure it's accurate.
9
Include the terms of payment. You can display the terms of payment either above or below the billing information. Common terms of payment are "Due on receipt," "Due within 14 days," "Due within 30 days," or "Due within 60 days."
- You may also wish to include a memo at the bottom covering methods of payment, general information, or just a thank-you to the client for using your services.
To do so, click the File menu, select Save As, and then save the file to the desired location on your computer. Once you've created the invoice, you can print or email it to your client(s).

Community Q&A

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How do I save an invoice as a document or a PDF instead of a template?
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In Word, there is an option to 'Save As...' which is located in the File menu (or the Office button only in 2007). From there, you can choose to save as a regular document, or as a PDF if using 2007 or later. You can also change the file type while choosing a location to save your invoice.
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Tips

Once you've saved an invoice document, you can use it as a template for creating other invoices by using the "New from existing" option when creating a new invoice. You can also save the document as a .dot or .dotx template for future template use.
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Another way to display the billing and total information is to set it up in a Microsoft Excel workbook and then paste a link to it in your Word invoice. Whenever you update the spreadsheet, right-click the embedded spreadsheet and select "Update Link" to see the modifications.
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