What the formulas do
The XLSX file is a normal Excel workbook with formulas already in place:
- Line amount = quantity × unit price, for each item row.
- Subtotal = the sum of all line amounts.
- Tax = subtotal × the tax rate you enter.
- Total = subtotal + tax.
You only type into the input cells: description, quantity, unit price and the tax rate. Leave the amount, subtotal, tax and total cells alone, so you do not overwrite a formula by accident.
How to fill in the Excel invoice
- Download the XLSX and keep it as your master file.
- Save a copy per invoice with File → Save As, named after the invoice number.
- Enter your details: business name, address, client, invoice number, issue date and due date. To add a logo, use Insert → Pictures and place it at the top.
- Fill in the items. Type numbers without currency signs; the cells are already formatted.
- Enter your tax rate, or 0 if you do not charge tax.
- Check the total, then export the PDF.
Adding rows without breaking the formulas
The safest way to add item lines is to insert them inside the item area, not below it:
- Right-click the row number of a middle item row (not the first or the last) and choose Insert.
- Select the amount cell of the row above, copy it (Ctrl+C / Cmd+C) and paste it into the new row’s amount cell.
- Click the subtotal cell and check that its SUM range now reaches from the first to the last item row.
Because the new row sits between existing rows, Excel stretches the SUM range automatically. Rows added below the last item are not included, which is the most common reason a total looks too low.
Example with tax
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Lawn mowing | 4 | $45.00 | $180.00 |
| Hedge trimming | 2 h | $50.00 | $100.00 |
| Subtotal | $280.00 | ||
| Sales tax 6% | $16.80 | ||
| Total | $296.80 |
Save the invoice as a PDF
In Excel for Windows, use File → Export → Create PDF/XPS, or File → Save As and choose PDF. On a Mac, use File → Save As and choose PDF as the file format. Before exporting, check File → Print preview so the invoice fits on one page; set the print area if needed. Send the PDF, not the XLSX, so the client cannot change the numbers.
Other options
For different tax rates per line, saved clients and automatic numbering, use the online invoice generator. If you prefer a document rather than a spreadsheet, try the Word template or the fillable PDF. Every format is listed in the template library. Not sure which tax lines you need? Read what to include on an invoice.