Spreadsheets · Windows 10 and 11
Make an invoice
Start from the Invoice template in Octoolo Spreadsheets: your details at the top, the client below, a line per item. The amounts, subtotal, tax and total fill themselves in, and the invoice saves as an Excel file or prints to PDF.
How to make an invoice
- 1
Start from the template
Open Spreadsheets and, under Start something new, choose Invoice.
- 2
Fill in the top
Replace Your Company, the address and the email with yours, set the invoice number, and type the client's name and address under Bill to.
- 3
List the work
Type a description, a quantity and a unit price on each line. Each line's amount, the subtotal, the tax and the total update as you type.
- 4
Fix the date
Click the date, which shows today, and type the invoice date, such as 8 Oct 2026, or press Ctrl ; to put in today's date as a fixed value. The due date follows 30 days later.
- 5
Save and send
Press Save to keep the .xlsx, then Save as PDF… and choose where the PDF you send goes.
What is in the template
| Part | What it does |
|---|---|
| INVOICE, Invoice no., Date, Due | The heading. The number starts at 0001 and is kept as text, so its zeros stay; the date shows today until you type one; Due is the date plus 30 days. |
| Your Company, Bill to | Your details and the client's, ready to overwrite |
| Description, Quantity, Unit price, Amount | Four item lines, two filled in as examples; Amount is quantity times unit price |
| Subtotal, Tax rate, Tax, Total | The sum of the amounts, 20% tax on it, and the total with tax |
| The last line | “Thank you for your business. Payment within 30 days.”, which you can change |
Amounts use a plain number format with two decimals. Select them and pick Currency ($), Currency (€), Currency (£) or Currency (₺) from the number format menu to show a symbol.
Make the date stay put
The invoice date starts as the formula =TODAY(). That is handy while you fill it in, but a spreadsheet works out TODAY() again every time the file opens. Open your .xlsx next month and the date, and the due date with it, will have moved.
So before you send or file an invoice, type the date over the formula as a plain date, like 8 Oct 2026 or 2026-10-08, or select the cell and press Ctrl ; for today's date as a value. The due date, which is the date plus 30 days, then stays fixed as well. A PDF made from the sheet keeps whatever date it showed when you made it, but the .xlsx you keep as your record is what changes.
Payment terms other than 30 days? Click the due date and change +30 in its formula to +14 or +60, or type a fixed date.
Tax, more lines and other changes
- Tax rate. Click the 20% and type yours, such as 8% or 0%. For a rate with decimals, like 8.25%, press More decimals so it shows in full; the tax is worked out on the exact rate either way.
- More than four items. Click the last item line and choose Insert a row above from Rows and columns. Rows inserted inside the item list are counted in the subtotal; copy the Amount formula into each new line with the fill handle.
- Discounts or shipping. Add them as item lines, with a negative price for a discount.
- Your logo. Spreadsheets does not hold pictures, so the invoice is text only. If you need a logo, add it to the PDF afterward with the PDF Editor's Picture tool.
Every change recalculates at once, so the total is always the sum you are about to send.
Saving it as a PDF
Save as PDF… (Ctrl P) lays the sheet out as a page and writes the PDF itself; a Save dialog asks where it goes. The sheet's name is printed as a small heading above the invoice, so rename the tab, to “Invoice 0042” for instance, by double-clicking it.
Keep the .xlsx as your record, and start the next invoice from it with Save as Excel workbook… under a new name: change the number, the client, the lines and the date. Need to sign or stamp the PDF? Open it in the PDF Editor to sign it, or stamp it PAID once the money is in.
Open the PDF once before you send it. If the last column is cut off, narrow a wide column in the sheet and save the PDF again.
Octoolo or an online tool?
| Detail | Octoolo | A typical online tool |
|---|---|---|
| Your files | Stay on your computer | Usually uploaded to the site's server |
| Without internet | Works | Does not work |
| File size | No limit | Often capped on free use |
| Watermarks and ads | None | Common on free plans |
| Cost | $4.99 a month, all 17 apps | Free with limits, or a plan per site |
Questions, answered
Is the invoice template an Excel file?
Yes. It saves as a standard .xlsx with its formulas, so it opens in Excel and other spreadsheet apps too.
Why did the date on my invoice change?
The template's date is =TODAY(), which updates whenever the file opens. Type the date as a plain value before you send or file the invoice.
Can I change the 20% tax rate?
Yes. Click it and type your rate; the tax and the total update at once.
Can I add my logo?
Not in Spreadsheets, which does not hold pictures. Print the invoice to PDF and add the logo there with the PDF Editor.
Can it number my invoices automatically?
No. Type the next number yourself; it is kept as text, so 0042 keeps its zeros.
Can I make the invoice in another currency?
Yes. Select the amount cells and pick a currency format: dollars, euros, pounds or Turkish lira. For any other currency, write its code beside the total.
Invoice generator, and 16 more apps.
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