Excel Service Invoice Template with Deposit Deduction

How to use this spreadsheet?

Customizing template to your business needs.

Update all necessary fields with your company information.

1. Change all values in the square brackets [...] - values applicable to your company need to be replaced with your company information.

2. Company Name - Change it to the name of your company, this will automatically change "Make all cheques payable to [Your Company Name]" field below.

3. Salesperson - Change it to the name of the person responsible (Eg. Sales Manager), this will also change the name of the contact person.

4. Company Logo - insert your company logo by going to your menu Insert > Picture > From File... (only available in unlocked version).

5. Tax Rate - Change the tax rate to the required current rate.

6. Bank Account - Change your company business account number to the account that you want to receive your electronic payments.

7. Cheque Payments - this field is automated and will therefore change automatically once you change the name of the company at the top of the invoice. If the cheque needs to be payable to any other than your company name, you can manually override the formula in this field, but only in unlocked version.

8. Contact Information - Change your contact information (eg. Phone, Fax, e-mail, postal address).

9. Saving Template - Save the updated document as .xlt file in preferred folder on your computer (Eg. My Documents > Invoices).

Preparing the Invoice for your customers.

Update all necessary fields with your customer information.

Date - the date will change to today's date automatically each time you open your document, but you can manually override the formula in this field to show the date of issue.

Invoice Number - assign the number to your invoice that must be unique for each new invoice, you can start by using 00001 for the first customer. You must save the invoice with the same name as the invoice number (eg. if invoice # is 00001 than the saved file name must be 00001.xls), this will help you to keep track of your invoices

Deposit Received - field is to record the amount received from the customer as a deposit (advance) payment for ordered service.

Customer ID - you can use it for frequent customers or the customers that have a company account with you for easy identification.

Payment Terms and Due Date - here you should explain to your customer the terms of the payment (eg. immediate payment or within 30 days of issue) and the date when the payment is due.

Description, Quantity and Unit Price - Provide a short description of the service (Eg. Window Cleaning), assign unit price (per one unit) and quantity accordingly (eg. 3 for three cleaned windows).

Quantity - number of chargeable hours or service units (Eg. 20 lessons or 3 Widows).

Unit Price - this can be the same as Hourly Rate or your Service Unit price.

Printing and sending your Invoice.

You can simply print your invoice on your standard printer on A4 size paper and send it by standard post service, but the much quicker way is to convert it to a PDF and e-mail it to your customers.