Free MS Word invoice template

Pay only when you get paid.

Say goodbye to complex invoicing software. Whether you're a freelancer, a small business owner, or just need a straightforward way to bill your clients, invoice templates in Word provide a user-friendly solution that’s both efficient and effective.

Use our Word invoice template to build a professional invoice for your business. You’ll upload your company’s contact information and logo to a Word file, then describe the products or services you provided; choose to bill a flat fee, hourly, or per item. You can give your customers the option to tip and even set up partial payments.

Want to create your own invoice instead? Keep reading and follow our step-by-step guide to create an invoice template quickly and easily in Word.

Downloadable invoice template for Word

Download a sample Word invoice template or create one using our invoice template generator, then customize your template following the instructions below. Note MS Word downloadable invoice template doesn’t include PayPal Invoicing built-in features.

How to customize your Word invoice template?

To personalize your blank Word invoice template, upload your company logo and enter your details. At a minimum, your invoice document should include basic information about your business as well as the details of the service you’re providing to your customer. Once you've finished updating the Word invoice template with your company's information, you can save it as a PDF or migrate it to an Excel file.

What to include in your Word invoice template?

Supplying as much information on your Word invoice template helps avoid any potential delays in getting paid. You also want to be as transparent as possible when sending a bill, making sure to specify not only your rates but also the terms for payments. Make sure to break down the total amount due by stating the subtotal as well as any taxes or fees.

Your business or freelance invoice template should generally include the following:

  • Your contact information: Include your company’s name, phone number, email address, and company website.
  • Your client's information: Make sure to include at least an email address and a phone number. A physical mailing address is a nice to have.
  • Invoice #: There are multiple ways to assign invoice numbers. The simplest is chronological – use the next number in the numerical series. But, that may not be intuitive and can quickly become a mouthful. (You don’t want your customers, or your team, to refer to invoice #492485720934.) You can work around this by breaking your invoice number into multiple parts, like using a unique customer number with a variable project number. So, when Jane Doe (customer number 25) makes another purchase or hires you for another job – the fifth one this year – you could list that as #25-0005.
  • Invoice date: This should be the day you send out the invoice, not the day you created it. Make sure your invoice date, payment terms, and due date line up: if your payment terms are 30 days, then the due date should be exactly 30 days from the day you sent the bill. And, use this date format on your Word template to solve for international differences: Month (spelled out), date, year. (Example: December 28, 2017) Tip: With PayPal Invoicing, we’ll automatically help you calculate the due date. And if you’re sending internationally, we’ll automatically display the invoice date in the proper format for your customer.
  • Service details: Be as clear as possible when describing the product or service you’re providing.
  • Service date: Including a service date is optional, but if you decide to note it, this would be the date you performed the service.
  • Description: Be specific. For example, if you're a dog walker, you may want to say something like “Walked Jack the beagle from 2pm-2:30pm on May 5.” Being clear and descriptive lets your customers know what you're billing them for, and that can save you time in follow-up questions. Using Word for your template allows you to make space for longer descriptions, if necessary.
  • Billing rate: Depending on the service you provide, you may want to bill by hours, quantity, or even a flat rate – look for a tool that gives you the flexibility to bill whichever way your business needs and allows you to include items like sales tax.
  • Notes: Many small businesses that have been in business for a long time rely on client loyalty, and adding personal touches can go a long way. Whether you add a note that says “Thank you for your business” or “Hope to see you again”, including this section on your Word template can help you make a lasting impression.
  • Terms and conditions: Include payment terms in your terms and conditions (or notes) section, and remember to mention your terms for late or early payments. Also, if you’re sending a bill to an international customer or vendor, clarify which currency you’re billing in and add any local or industry-related requirements to your Word document.

Reviewing and sending your Word invoice template

Give your completed template a quick read through before you send it. Keep an eye out for typos and make sure you didn’t miss anything.

  • Preview: Whether you're sending a PDF, Microsoft Word, or Microsoft Excel file, preview the document to see what your customers will receive.
  • Send: Make sure your email has a clear, descriptive, and accurate subject line. If you’re using PayPal Invoicing, you can simply click ‘Send’ to have PayPal send your invoice or you can select “Share link myself” to share the invoice link in your own email, text, or chat message.
  • Get paid: With PayPal Invoicing, your customers will automatically have the option to pay you online using their credit or debit card, PayPal account, or PayPal Credit1.

Get the benefits of online invoicing with PayPal Invoicing

Our invoice template in MS Word is good for PC users who are looking for a professional-looking, downloadable template in Microsoft Word. Easy to build, save, and reuse, this invoice template is a professional way to bill your customers, whether you're a sole proprietor or an LLC.

Note: Some industries may require mentioning specific terms and conditions on your Microsoft Word invoice, so be sure to check the special requirements for your business.

Access more invoicing features for free with PayPal Invoicing. For example, you can:

  • Save invoice templates, items, and contact details for quick entry
  • Send invoices to up to 1,000 customers at once
  • Track status, view history, and send reminders for unpaid invoices
  • Accept partial payments or enable tipping
  • Accept payments from 200+ markets around the globe
  • Send invoices on the go with the PayPal Business app

Start using PayPal Invoicing today by signing up for a PayPal Business account.

How to make an invoice in Word?

Looking to create your own Word invoice template? Follow these steps:

  1. Open Microsoft Word and choose a template: Go to the "File" tab at the top left corner, then click on "New" to explore the available templates. In the search bar, type "invoice" and hit enter. You'll be presented with a variety of professionally designed invoice templates to choose from. Pick one that suits your business style and click on it to open.
  2. Customize the invoice: Once you've selected a template, it's time to make it your own. Fill in your company's name, logo, and contact information in the designated sections. This personalization adds a touch of professionalism and helps establish your brand identity.
  3. Detail the products or services you’re billing for: Create a table or a list to itemize each service along with its corresponding quantity, rate, and total. Be sure to include any applicable taxes, discounts, or additional charges if necessary.
  4. Calculate the total: In the template, there should be a designated section to calculate the total amount owed.
  5. Save and share: Go to the "File" tab and choose the "Save As" option. Select a destination folder and give the invoice an easily identifiable name. Consider saving it as a PDF, too.

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