Service Invoice Template
An elegant invoice template for businesses; with a lot of lines, ideal for many jobs, products, services. Edit and download the Excel file.
Preview
An elegant invoice template for jobs with a lot of lines; Some work does not fit on a narrow invoice. A fit-out, a refurbishment, an install with materials and labour and a dozen sub-items. If you need columns for quantity, item number, description, a note, unit price, a discount and a line total, and fifteen rows to put them in, this template is for you.
It prints landscape, so all seven columns get room to breathe rather than being squeezed into portrait width, and the fifteen-row table gives you enough space.
The look is deep green and sand: a masthead band, a party block, and a green footer that names who cheques should be made out to. You can edit the downloaded excel sheet and change colours as you want.
Get a working Excel file
Answer the questions and download a real .xlsx with the formulas intact. You can change a quantity or a discount and the line total, the total discount, the subtotal, the tax and the grand total all move together.
Bill To and Ship To, side by side
The two blocks sit next to each other at the top, and that is the feature that distinguishes this template from the others. Work is very often ordered by one party, delivered to another, and paid for by a third. A hotel refit is billed to a head office and delivered to a site office. A supply-and-fit job is billed to a landlord and delivered to a tenant.
Having both on the face of the invoice stops the two most common failures: goods sent to an accounts department, and an invoice sent to a building site. If they are the same, repeat the details rather than leaving one side blank, because a blank Ship To reads as an oversight.
Discount is an amount, not a percentage
The discount column takes an amount off that line, not a percentage. A line reading 12 units at 200.00 with a discount of 120.00 comes to 2,280.00.
The terms strip
Above the items table there is a row for salesperson, job, shipping method, shipping terms, delivery date, payment terms and due date. On a job invoice these are helpful to show: who agreed the work, which job it belongs to, when it was delivered, and when payment was expected.
If a field does not apply, put a short "N/A" rather than leaving it empty. A blank field looks like something you forgot; an N/A looks like a decision.
The tax rate is a plain number
Enter 5 for five percent, not 0.05. The cell shows 5.00% and the total adds the tax to the subtotal behind the scenes. Leave it at zero for an exempt or zero rated supply.
How to create your invoice
Open the template and click Generate.
Enter the invoice number, date and customer ID.
Add your company details, including a tagline if you use one.
Fill in Bill To and Ship To. Repeat them if they are the same.
Complete the terms strip.
Add one row per line, with quantity, unit price and any discount as an amount.
Set your sales tax rate, name the payee, then generate and download.
One limit worth knowing
The items table holds fifteen rows. The totals sit directly beneath it, so a sixteenth line would land on top of them. For a job bigger than that, send a schedule of works carrying the full detail and invoice against it in stages or download and edit the excel sheet.
Who is this for
Contractors, fit-out firms, joiners, installers and trades who supply materials and labour together. Service businesses whose invoices routinely run to ten lines or more. Anyone billing a job where the person paying and the place the work happened are not the same.
Note: This template is provided for convenience and general information only and is not legal, tax or accounting advice. What an invoice must show, which tax you must charge and how long you must keep records depend on where you and your customer are based. Check your local rules or ask your accountant. An invoice must reflect goods or services genuinely supplied.
- Professional formatting and layout
- Easy customization with guided questions
- Multiple export formats: pdf, xlsx
- Legally reviewed and compliant
- Instant download after generation
Why is this one landscape?
Because it has seven columns in the items table plus a Bill To and Ship To pair, and squeezing all of that into portrait width means either tiny type or descriptions that wrap onto three lines. Printed landscape, every column has room and a fifteen-line job still fits on one page. The file is set to print landscape by default, so you do not need to change anything before printing.
Is the discount column a percentage or an amount?
An amount, taken off that line. Twelve units at 200.00 with a discount of 120.00 comes to 2,280.00. This is a deliberate change from the workbook this template was converted from, which formatted the column as a percentage while subtracting the value as a currency amount, so a '12%' discount quietly took off twelve cents. Working in amounts means the column says exactly what was subtracted.
What is the difference between Bill To and Ship To?
Bill To is who pays. Ship To is where the goods or the work went. They are frequently different: a hotel refit is billed to a head office and delivered to a site office, a supply-and-fit job is billed to a landlord and delivered to a tenant. Having both on the invoice stops goods arriving at an accounts department and invoices arriving at a building site. If they are the same, repeat the details rather than leaving one side blank.
What file do I get, and can I edit it afterwards?
You get an Excel file (.xlsx), plus a .csv if you want the raw figures. The Excel file is fully editable. Change a quantity or a discount and the line total, total discount, subtotal, tax and grand total all recalculate, because they are real formulas rather than numbers baked in at generation time. On a long invoice that matters: you can answer a query by editing one cell instead of rebuilding the document.
How many lines can I add?
Fifteen, which is more than any other invoice template here. The totals sit directly beneath the items table, so a sixteenth line would overwrite them. The limit is a property of the layout rather than an arbitrary cap. For a job bigger than fifteen lines, send a schedule of works carrying the full detail and invoice against it in stages.
How do I enter the sales tax rate?
As a plain number. Type 5 for five percent, not 0.05. The cell displays it as 5.00% and the total adds the tax onto the subtotal behind the scenes. Leave it at zero for an exempt or zero rated supply. Tax is worked out after discounts, which is the usual treatment, but check how your own rules handle it.
What should I put in the terms strip if a field does not apply?
A short 'N/A' rather than nothing. On a job invoice these fields are what stop arguments later, so a reader notices when one is empty, and a blank field looks like something you forgot rather than something you decided. If you never ship anything, N/A in both shipping fields reads perfectly naturally.
What should go in the Notes column?
The specification detail that would otherwise bloat the description: a finish, a grade, a coat count, a material. 'Floor sanding and sealing, per sq metre' in the description with 'Three coats' in the notes reads better than cramming both into one cell, and it keeps the description column scannable when the invoice runs long.
How do I show my currency?
Enter it as a symbol and it is applied to the number format of every money cell, so figures display as $4,850.00 without you typing the symbol into each one. That also keeps them as numbers rather than text, which is what lets the sums work. For customers abroad, use the symbol they will recognise and consider naming the currency next to the payee in the footer.
Can I add my logo?
Not on this one. It is a spreadsheet template and the generator fills cell values rather than placing images, so your company name and tagline are set in the sand block as text. The large INVOICE wordmark in the masthead is doing the work a logo usually would. If a logo matters to you, download and edit the excel sheet, use one of the HTML invoice templates, which place your logo from your company profile and produce a PDF.
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