Microsoft Excel is a spreadsheet program that can be used for a variety of tasks. The primary benefit to using Excel to generate an invoice is that Excel's built-in functions can be set up to act as an automatic calculator so that your expenses will automatically be tallied. You can customize your Excel invoice with your preferred fonts and layout, but the basic components and formulas will remain the same for any invoice.
- Skill level:
- Moderately Easy
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Open a blank Excel Workbook, and type your name into cell A1. Use cells A2 through 10 to add all other contact information such as your company name, address, phone number, website address and email.
Click in cell C1 and type "Invoice Date" and the date you are creating the invoice.
Click in cell C2 and type "Payment Due" and the due date for the payment.
Type the word "Invoice" into cell B11 and press "Enter."
Click in cell A14 and type a category for the items you are invoicing such as "Services Rendered," "Item number" or other relevant category. Press "Enter."
Click in cell A15 and enter the name of the first item you are billing. Press the "Tab" key, which will take you to cell B15. Enter the dollar amount you are billing as a number, without the dollar sign (e.g., 12.50). Don't worry about the text in A15 getting cut off; this will be fixed later.
Continue adding invoice items and amounts in the cells below A15 and B15. When you have added all of these items, click in the cell below your last item in column A and type "Subtotal."
Press "Tab" to go to the column B cell adjoining the subtotal and type "=SUM" (without the quotation marks); then, click and hold your mouse button on cell B15, and drag your mouse down to the last number above your "Sum" line. Release the mouse button and press "Enter." Your subtotal will appear in the appropriate cell.
Click into the cell below where you typed "Subtotal" and type "Discounts" or "Deposit," if you are reducing the total cost for any reason, such as a prepaid deposit or a reduced cost. Press "Tab," and then enter any discount or deposit amount inside parentheses, such as "(150)"; Excel reads numbers in parentheses as negative numbers.
Type "Total" into column A in the row below your discounts. Press "Tab," then type "=SUM" into the adjacent column B cell and highlight your subtotal and discount amounts with your mouse. Release the mouse button and press "Enter."
Type any payment instructions into column A, such as "Make checks payable to company X" or "PayPal full amount to firstname.lastname@example.org." Include any other necessary information here as well, such as late fees.
Click on the bar between columns A and B and drag it to the right to adjust the width of column A to show all necessary information. Use the same method to adjust any other rows and columns to your liking.
Click on column B to highlight the entire column. In the top menu, click "Format," then "Cells," then select the "Number" tab. Choose "Currency" and select the currency style you prefer. This will add the dollar sign to all numbers in column B. Adjust any font sizes and styles to your liking to complete your invoice.
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