Simple Sales Invoice Template (Excel)
A sales invoice for orders that ship. It contains item numbers, per line discounts, shipping terms and delivery dates, with every total live in the Excel file.
Preview
A sales invoice template for orders that get picked, packed and shipped. This template carries a teal masthead, a cream body, and a seven column table that holds quantity, item number, description, notes, unit price, discount and line total.
Get a working Excel file
Answer the questions and download a real .xlsx with live formulas, or a .pdf. When you change a quantity or a discount and the line total, the total discount, the subtotal, the tax and the grand total all move together.
What is on the invoice
A teal masthead with your company name and tagline
A bill-to block on the left, with the date, invoice number and customer ID on the right
A shipping address, separate from the billing details, and your own contact line
A terms strip: salesperson, job, shipping method, shipping terms, delivery date, payment terms and due date
A seven column items table with room for twelve rows
A totals block: total discount, subtotal, sales tax rate, tax amount and total
A thank you band across the foot
How to create your Sales Invoice
1. Open the template and click Generate.
2. Enter your company name and tagline for the masthead.
3. Add the customer's details, the invoice number and their customer ID.
4. Add the shipping address and your own contact line.
5. Fill in the terms strip: how it ships, when it arrives, when payment is due.
6. Add one row per product, with quantity, unit price and any discount as an amount.
7. Set your sales tax rate, then generate and download.
One limit worth knowing
The items table holds twelve rows. The totals sit below it, so a thirteenth line would land on top of them. For a bigger order, you can download the excel file and edit as you want.
Who is this sales invoice template for?
Wholesalers, distributors, makers and small manufacturers. Anyone selling physical products totrade customers who need item numbers to reconcile against. Anyone whose invoice has to say where the goods went as well as what they cost.
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, and selling across a border adds rules of its own. Check your local rules or ask your accountant. An invoice must reflect goods genuinely supplied.
- Professional formatting and layout
- Easy customization with guided questions
- Multiple export formats: pdf, xlsx
- Legally reviewed and compliant
- Instant download after generation
Is the discount column a percentage or an amount?
An amount. A line of 30 units at 8.50 with a discount of 40.00 comes to 215.00. Working in amounts means what you see in the column is exactly what was subtracted, and the total discount line adds the column up.
What file do I get, and can I edit it afterwards?
You get an Excel file (.xlsx), or .pdf. 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. Print it to PDF when you are ready to send it.
How do I enter the sales tax rate?
As a plain number. Type 4 for four percent, not 0.04. The cell displays it as 4.00% and the tax amount line divides by a hundred behind the scenes. Leave it at zero for a zero rated or exempt sale.
How many lines can I add?
Twelve. The totals sit below the items table, so a thirteenth line would overwrite them. The limit is a property of the layout rather than an arbitrary cap. For a bigger order, download the excel file and adjust as you need.
Why are the billing address and shipping address separate?
Because they usually are. Goods go to a warehouse, a site or a store, while the invoice goes to a head office or an accounts department. Filling in both is what stops a delivery arriving at an accounts payable office and an invoice arriving at a loading bay. If they are the same, repeat the address rather than leaving one blank.
Will item numbers with leading zeros survive?
Yes. An item number like 0425 stays as text and keeps its zero, because the generator only converts a value to a number when it is unambiguously one and treats leading-zero forms as identifiers. This matters more than it sounds: a stock code that loses its zeros will not match anything in your customer's system.
What should go in the Notes column?
The variation that would otherwise bloat the description: shade, size, finish, case quantity, or a note that an item is a substitute for what was ordered. Keeping it in its own column means the description column stays scannable, which is what makes a long order readable. Leave it blank where there is nothing to add.
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 ₦1275.50 without you typing the symbol into each one. That also keeps them as numbers rather than text, which is what lets the sums work. If you sell across a border, use the symbol your customer will recognise and consider naming the currency in the payment instruction as well.
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 masthead as text. If a logo matters to you, use one of the HTML invoice templates, which place your logo from your company profile and produce a PDF.
Can I use this as a packing list or delivery note as well?
Not as it stands, and it is usually better not to. A packing list should not show prices, because the person receiving the goods rarely needs to see what was paid and often should not. Generate the invoice for the accounts department and send a separate delivery note with the goods. The item numbers and quantities are what tie the two together.
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