How to Make an Invoice in Google Sheets (Free Layout)

By Cedar & Ledger

You can make a clean, professional invoice in Google Sheets in about 20 minutes, save it as a reusable template and send it as a PDF. Here's the layout, the formulas for line totals and tax, and a simple tracker so you know who has paid.

Example names and amounts are made up. This is general information, not tax or legal advice; check what your area requires on an invoice.

What every invoice needs

• Your business name and contact email (a business email, not personal)
• The client's name and billing contact
• A unique invoice number (e.g. 2026-014)
• Invoice date and due date (or terms like Net 15)
• Line items: description, quantity or hours, rate, line total
• Subtotal, tax (if you charge it), discounts and total due
• How to pay (the methods you accept) and any late-fee terms you've agreed to

Step 1: Lay out the top

Open a new sheet (sheets.new) and name the tab Invoice.

=F3+15 sets the due date 15 days after the invoice date automatically (format F4 as a date).

Step 2: Line items with formulas

Row 11 headers: Description (A) · Qty/Hours (C) · Rate (D) · Amount (E). Merge A:B for the description if you want more room.

To keep empty rows blank, use =IF(C12="","",C12*D12) and fill it down through row 20.

Step 3: Totals

(Here the subtotal is in E22, the rate in E23, tax in E24 and discount in E25; adjust if your rows differ.) Format money cells as Currency.

Step 4: Payment notes

Below the totals add: "Payment due by [due date]. Accepted: [your methods]. Thank you!" Keep payment details only to methods you actually use, and never put full bank numbers in a shared template.

Step 5: Save it as a template and send as PDF

• Reuse: File > Make a copy for each new invoice, named like 2026-014 Pine Cafe. Update the number, date and items.
• PDF: File > Download > PDF. Set "Fit to width", turn off gridlines, then email it.
• Numbering: never reuse a number; keep them in order (see how to number invoices).

Step 6: Track who has paid

On a second tab, Tracker, one row per invoice:

Status formula (G2, fill down): =IF(F2<>"","Paid",IF(TODAY()>D2,"Overdue","Open")) Add conditional formatting (green Paid, red Overdue) and =SUMIF(G:G,"Open",E:E) for money still owed. Late one? See how to follow up on a late invoice.

Skip the setup

Our Freelancer Invoice + Client Tracker ($9) is ready to use: a printable invoice plus a client and payment tracker where due dates, paid or overdue status and totals per client update on their own. Works in Google Sheets and Excel.

Made with AI assistance and reviewed before release.

Related template: Freelancer Invoice + Client Tracker. Also see: Small Business Bookkeeping Spreadsheet · Side Hustle Income & Expense Tracker

See all Cedar & Ledger templates

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