Invoice template for Excel — totals and VAT by formula

Type a quantity and a unit price; the sheet fills in the line amount, subtotal, 20% VAT and total due. Free .xlsx, no sign-up, opens in Excel and Google Sheets.

Download the Excel template (.xlsx)

What the formulas do

CellFormulaMeaning
Amount (each line)=Qty × Unit priceBlank until you enter a quantity
Subtotal=SUM(line amounts)All eight item rows, empty rows count as zero
VAT=Subtotal × 0.2Set to 0 or delete the row if you're not VAT-registered
Total due=Subtotal + VATFormatted as £, shown bold

How to use it

  1. Replace the [square-bracket placeholders] with your business, client and bank details.
  2. Enter description, quantity and unit price per row — amounts and totals update themselves.
  3. Not VAT-registered? Change the VAT cell to 0. Don't charge VAT you can't charge.
  4. Export to PDF before sending so the client can't edit the figures; keep the .xlsx as your record.

When Excel is the right format

Excel earns its keep when invoices have several line items or you want a running file per client. For a one-line invoice the Word template is quicker to edit, and the free online generator needs no software at all — fill it in, print or save as PDF.

Self-employed / sole trader version → · PDF template →