Google Sheets Invoice Template: Build One With Formulas (2026)
Build a free Google Sheets invoice template with working formulas for line totals, tax, due dates and balance due, plus tips for reuse, logging and PDF export.
Quick answer: A Google Sheets invoice template is a reusable spreadsheet with your business details, a line-item table and formulas that calculate each line, the subtotal, tax and total due. Build one with =B12*C12 for line amounts, =SUM(D12:D21) for the subtotal and a rounded tax formula, then duplicate the tab for each new invoice and download it as a PDF to send.
This guide shows you how to build a Google Sheets invoice template from a blank sheet, gives every formula with cell references, adds an invoice log for tracking payments and finishes with a worked example. If you'd rather not maintain a spreadsheet, our free invoice generator calculates the same totals and produces a designed PDF without any formulas.
Why use a Google Sheets invoice template?
Google Sheets combines the automatic maths of a spreadsheet with cloud saving and sharing. Your template is available on any device, your invoice history lives in one file, and you can add a tracking tab that shows who has paid. It's a good fit for freelancers and small businesses who are comfortable with formulas and want something free and flexible.
| Feature | Google Sheets template | Excel template | Invoice generator |
|---|---|---|---|
| Price | Free | Included with Office | Free |
| Automatic totals | Yes | Yes | Yes |
| Cloud saving | Built in | Depends on setup | Draft saved in your browser |
| Whole-column formulas | ARRAYFORMULA | Dynamic arrays / fill down | Not needed |
| Design options | Basic formatting | Basic formatting | Professional templates |
Prefer Microsoft Office? The same layout works in Excel; see how to make an invoice in Excel.
Template layout and cell map
The formulas below assume this layout. If you change it, adjust the references.
- A1: INVOICE heading; A2:A5: your business details
- B4: invoice sequence number; B5: formatted invoice number
- B6: issue date; B7: terms in days; B8: due date
- A9:A10: Bill to block
- A11:D11: headers: Description, Qty, Rate, Amount
- A12:D21: ten line-item rows
- D23: subtotal; C24/D24: tax rate and tax; D25: shipping; D26: total; D27: amount paid; D28: balance due
How to build a Google Sheets invoice template in 9 steps
Step 1: Create the spreadsheet
Open Google Sheets and start a blank spreadsheet, or check the template gallery for an invoice design. Rename the file Invoices 2026 and the first tab Template.
Step 2: Add the header and client block
Type INVOICE in A1 and format it large and bold. Enter your business name, address, email and tax ID in A2:A5. Add labels and empty cells for invoice number, dates and terms, and a Bill to area for the client's legal name and address. Insert your logo image over the cells in the top-right corner.
Step 3: Format the invoice number
Enter the sequence number in B4 and this formula in B5:
="INV-"&TEXT(B6,"yyyy")&"-"&TEXT(B4,"0000")
With 7 in B4 and a 2026 issue date, it shows INV-2026-0007. Our invoice number generator offers other formats, and the invoice numbering system guide explains how to avoid gaps and duplicates.
Step 4: Calculate the due date
Enter the issue date in B6 and the number of days in B7 (for example 14), then in B8:
=B6+B7
Format B8 as a date. Avoid leaving =TODAY() in the issue date of a sent invoice: it changes every day you open the file.
Step 5: Add the line-item formula
You can put =IF(B12="","",B12*C12) in D12 and fill it down to D21. Or, in Google Sheets, use one formula in D12 that fills the whole column:
=ARRAYFORMULA(IF(B12:B21="","",B12:B21*C12:C21))
Leave D13:D21 empty when you use the ARRAYFORMULA version, otherwise it can't expand and shows an error.
Step 6: Add subtotal, tax, shipping and total
- Subtotal in D23:
=SUM(D12:D21) - Tax rate in C24 (for example 7.25%) and tax in D24:
=ROUND(D23*C24,2) - Shipping in D25: typed amount, or 0
- Total in D26:
=D23+D24+D25 - Amount paid in D27, balance due in D28:
=D26-D27
Whether shipping or certain items are taxable depends on where you and your customer are. Our guide to sales tax on invoices in the US covers the basics, and the sales tax calculator helps you check figures. Confirm the rules with your tax authority or accountant.
Step 7: Protect the formula cells
Use the protected ranges feature to lock D12:D28 and B5 and B8 so they can't be overwritten. Leave descriptions, quantities, rates, dates and the tax rate editable.
Step 8: Set up the print layout
Before downloading, select the invoice range and set the export options to print the selection, fit to width, portrait orientation and no gridlines. Save these settings mentally: you'll use them every time.
Step 9: Create each new invoice
Duplicate the Template tab and rename the copy with the invoice number. Increase B4 by one, enter the issue date, client and line items, then download the tab as a PDF. Keep the original Template tab untouched.
Worked example: product invoice with sales tax and shipping
| Row | Description | Qty | Rate (USD) | Amount (USD) |
|---|---|---|---|---|
| 12 | Hand-poured soy candles, 8 oz | 10 | 18.00 | 180.00 |
| 13 | Gift boxes, set of three candles | 4 | 32.00 | 128.00 |
| 23 | Subtotal =SUM(D12:D21) | 308.00 | ||
| 24 | Sales tax 7.25% =ROUND(D23*C24,2) | 22.33 | ||
| 25 | Shipping | 12.00 | ||
| 26 | Total =D23+D24+D25 | 342.33 | ||
7.25% of 308.00 is 22.33 after rounding, so the total is 308.00 + 22.33 + 12.00 = 342.33. The rate and the decision not to tax shipping are illustrative only. Listing each product on its own line, as here, makes this an itemized invoice that buyers can check quickly.
Add an invoice log tab
A second tab called Log turns your Google Sheets invoice template into a light tracking system. Use these columns:
| A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|
| Invoice no. | Client | Issue date | Due date | Amount | Paid date | Status |
In G2, use =IF(F2<>"","Paid",IF(TODAY()>D2,"Overdue","Unpaid")) and fill down. To see what you're owed, total the unpaid amounts with =SUMIF(G2:G200,"<>Paid",E2:E200). If you bill the same clients monthly, our recurring invoices guide explains how to keep a regular schedule.
More useful formulas for your invoice log
Once the log tab is filling up, a few extra formulas turn it into a small accounts receivable report:
- Days overdue (in H2, filled down):
=IF(F2<>"",0,MAX(0,TODAY()-D2))returns 0 for paid or not-yet-due invoices and the number of days late otherwise. - Total billed to one client:
=SUMIF(B2:B200,"Acme Ltd",E2:E200) - Number of unpaid invoices:
=COUNTIF(G2:G200,"Unpaid")+COUNTIF(G2:G200,"Overdue") - Total invoiced this year:
=SUMIFS(E2:E200,C2:C200,">="&DATE(2026,1,1),C2:C200,"<="&DATE(2026,12,31)) - Next sequence number: if you store the plain sequence number (7, 8, 9...) in a hidden column I,
=MAX(I2:I200)+1tells you what to type in B4 on the next invoice.
Add conditional formatting to the Status column (for example a red fill when it reads Overdue) and you have a quick visual of who to chase this week.
Common Google Sheets invoice mistakes
- Editing the template instead of a copy. You overwrite last month's figures and lose the record.
- Typing into ARRAYFORMULA cells. One value in D13 breaks the whole column with an error.
- Exporting the whole workbook. Without print settings, the PDF can include your log tab and other invoices.
- Sharing the sheet with clients. A share link exposes every invoice in the file. Send the PDF only.
- Unrounded tax. Use
ROUNDso the figures shown match the figures summed.
Google Sheets vs Google Docs for invoices
Docs is easier to format but can't calculate; Sheets calculates but is fiddlier to make look polished. If your invoices are mostly a single fee, making an invoice in Google Docs is fine. For multiple lines, tax and payment tracking, Sheets wins. When you're ready to send, our guide on how to send an invoice covers email wording and file naming.
Create a designed invoice without formulas
A Google Sheets invoice template is a solid free option, but it still needs maintenance. For a ready-made layout with automatic subtotal, tax, shipping and amount paid, open the free invoice generator, try the fresh Emerald invoice template, or browse all invoice templates.
Frequently asked questions
Does Google Sheets have a free invoice template?
The Google Sheets template gallery has typically included at least one invoice template, and you can always build your own in a blank spreadsheet. Whichever you use, check the formulas before relying on the totals.
What is the formula for an invoice total in Google Sheets?
Use =B12*C12 for each line amount, =SUM(D12:D21) for the subtotal, a separate cell for tax such as =ROUND(D23*C24,2), and add them for the total, for example =D23+D24+D25 when shipping is in D25.
How do I turn a Google Sheet into a PDF invoice?
Use the download option and choose PDF, then adjust the print settings so only the invoice range or tab is exported, scaled to fit the page width. Open the PDF to check it before you send it.
How do I make a new invoice from my Google Sheets template?
Duplicate the template tab or make a copy of the whole file, rename it with the new invoice number, increase the invoice number, update the dates and clear the old line items.
Can Google Sheets track which invoices are paid?
Yes. Add a log tab listing each invoice number, client, issue date, due date, amount and paid date. A simple formula such as =IF(F2="","Unpaid","Paid") shows the status at a glance.
How do I add a dropdown of products with automatic prices in Google Sheets?
Create a Products tab with item names in column A and prices in column B. Use data validation on A12:A21 to show a dropdown from that list, then put a lookup in the rate column, for example =IFERROR(VLOOKUP(A12,Products!A:B,2,FALSE),""). Choosing an item fills in its price, which saves typing and avoids rate mistakes.
Can Google Sheets convert currencies on my invoice?
Yes. The GOOGLEFINANCE function can fetch an exchange rate, for example =GOOGLEFINANCE("CURRENCY:USDEUR"). Google notes that its data may be delayed and is not for trading purposes, so treat it as a guide. Once an invoice is issued, paste the rate in as a fixed value so the total doesn't change every time the file recalculates.
How do I back out tax from a tax-inclusive price in Google Sheets?
If your prices already include tax, divide by one plus the rate to find the net amount. With the gross total in D23 and the rate in C24, use =ROUND(D23/(1+C24),2) for the net figure and =D23 minus that net figure for the tax. Show net, tax and gross separately, as many VAT and GST rules expect.
Can I open my Google Sheets invoice template in Excel?
Yes. Download the file in Microsoft Excel (.xlsx) format and most formulas, such as SUM, ROUND, IF and TEXT, carry across. Google-specific functions like ARRAYFORMULA and GOOGLEFINANCE may not convert cleanly, so replace them with ordinary fill-down formulas and fixed values, then test the totals with a sample invoice before you rely on the Excel copy.
Who should I share my Google Sheets invoice file with?
Only people who need it, such as your bookkeeper or accountant, added by email with the lowest access level that works for them. Avoid link sharing set to anyone with the link, because the file usually holds every invoice and client you have. Use protected ranges for formulas, and send clients the PDF of their own invoice only.
Invoice Creator Editorial Team
Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.
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