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How to use Excel for invoices

Use Excel with invoice templates

The simplest solution for use Excel for invoices is to rely on ready-to-use models. In fact, the famous software for creating and editing spreadsheets, also available in an online version, allows you to use standard templates available for free in its catalog and to download others from the official Office website.

To view the invoice templates available in Excel, start the software and, on its main screen, type "Invoice" in Campo di Ricerca present at the top left (on macOS it is at the top right). Then scroll through the list of available templates and identify the one you are interested in (Profit and loss statement, Commercial invoice, Invoice in Euro, Blank invoice, Simple invoice, Invoice with financial charges, Sales invoice register etc.), then double click on the template of your interest to start editing it with your data.



If the templates available within Excel have not completely met your needs and you would like to download others, linked to the official Office website, click on the item Invoices and, in the new open page, locate the templates for Excel. Once you have chosen the one you are interested in, click on its preview image to access the description card, then press the button Download to start downloading the model to your computer or click on the option Edit in browser to open the template with Excel Online.

If you have chosen to download the model to your computer, the file will be started automatically with Excel (but not added to the list of models) and you can immediately start entering your invoice data and make any changes you prefer. Once the work is finished, click on the item Fillet present in the top menu and select the item Save with name to save the Excel file or select the option Print to print a paper copy of the invoice or export it to your computer in PDF format.



Also, if you want to add the downloaded template to the Excel template list, if you use a PC Windows, click on the items Fillet e Save with name, select the option Shop by Department and, in the newly opened window, select the item Excel template via the drop-down menu next to the option Save eat. Then enter the name in the field File name, pigia sul pulsating Save And that's it.

I invented a Mac, click on the items Fillet e Save as template, make sure the folder is selected models next to the item located in and enter a name to be assigned to the model (I suggest you also enter the word Invoice so that it appears in the list of invoice models) and presses the button Save.

Finally, you need to know that the Office site isn't the only source for finding and downloading templates for Excel. In fact, writing on Google "Excel invoice templates"You can find many others, with the ability to refine your search and find the model that best suits your needs (for example by writing"invoice templates with Excel financial charges").

Create an invoice with Excel

If the ready-to-use templates aren't to your liking, you need to know that you can create an invoice with Excel starting from scratch. This is a solution to consider if you have minimal skills in using the basic functions of the program.


To make an invoice with Excel, start the software and, in its main screen, double-click on the item Blank workbook to open a new empty project. Now, if the invoice is intended for printing, it is essential to set the margins so that the invoice fits all into the sheet at the time of printing. Then select the option Layout on the pagina present in the top menu, click on the item Edges e scegli una delle opzioni available Normal, wide e Close to set the margins you prefer. Alternatively, select the item Custom margins to set the margins to your liking.


Automatically, dashed lines will appear on the Excel sheet delimiting the area to be used for your invoice. In addition, you can also set the page orientation by clicking on the item Orientation (always available in the section Layout on the pagina) and selecting Vertical o Horizontal depending on how you want to set up your invoice.

Now, click on the entry Home and start creating the invoice structure using the function Bordi (l'icona del dashed square) that allows you to draw tables and boxes, also setting the style and color of the lines. You need to know that there is no precise pattern to follow and each invoice can be customized as you see fit. However, I recommend that you create a box at the top to insert the logo and information of your business, the references to the invoice number and the date it was issued and the data of the customer to whom the document is intended (perhaps in a box located at the top right).


In addition to the hand-built boxes as I indicated earlier, you must know that you can create real tables made up of organized data that can be sorted, arranged and manipulated according to very specific rules. To do this, select the cells in which to build the table, click on the item Inserisci in the top menu and select the option Table, dopodiché pigia sul pulsnte OK and proceed with the customization of the table. To learn more, you can read my guide on how to make a table in Excel.

Now, all you have to do is customize the invoice by entering your data and preparing the calculations automatically. For example, if your invoice shows unit costs for products sold, you can create a cell called Total in which, automatically, the total amount of the invoice appears. To do this, just use the function = SUM ([number of cells]) where instead of [number of cells] you must enter the coordinates of the cells containing the values ​​to be added.


In addition to reading my guide on how to use Excel, to create your invoice in the best way you can consult my guides on how to sum in Excel, how to subtract with Excel, how to multiply in Excel, how to raise to power in Excel, how to do the average in Excel, how to calculate the percentage in Excel and how to subtract the percentage in Excel.

Once the creation of your invoice is complete, all you have to do is save it, print it or export it to PDF. Then select the item Fillet present in the top menu and select the option Save with name to save the Excel file to your computer or option Print to print a paper copy of the invoice or export it to PDF.

Use Excel for invoices on smartphones and tablets

If you are wondering if it is possible use Excel for invoices on smartphones and tablets, the answer is yes. In fact, the famous program from Microsoft is also available in the form of an application for Android, iOS and Windows 10 Mobile devices and is free for all devices with dimensions equal to or less than 10.1 ″ (otherwise it requires the subscription of a subscription to the Office service 365, starting from 7 euros / month).

After downloading the application from the store of your device, start it, select the item Account in the menu below and presses the button Log in to enter your Microsoft account login credentials and access invoices you previously filed online.

If, on the other hand, you want to create a new invoice, tap on the item New present at the bottom and presses on the option Blank workbook to create an invoice from scratch. Then tap on the icon of pencil present at the top to insert text in a cell, while pressing the icon of three dots you can access all the other functions, like adding borders, aligning text, managing fill colors and much more.

Alternatively, you can create an invoice in Excel using a ready-to-use template, customizing it to your needs. Then select the item New present at the bottom and scroll the screen of the available templates until you find one dedicated to invoices, then double-click on its preview image to open it and start the editing work using the tools present in the menu below or in the menu above.

Once you have completed editing your invoice, tap on the sheet at the top left and select one of the available items according to your needs: Save a copy to save the invoice; Send a copy to send the invoice by email or using a supported app (WhatsApp, Telegram Here you are Export to save the invoice in PDF or ODS format. In the latter case, you may find my guide on how to open ODS files useful.

How to use Excel for invoices

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