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Article -> Article Details

Title Google Sheets Gets The AI Treatment
Category Internet --> Downloads
Meta Keywords Google sheet AI
Owner Anthony Korculanic

How to Create an Invoice Using Google Docs and Google Sheets

If you need to create an invoice, there is an easy and free way to do it, by using Google Docs and Google Sheets.

Google Docs invoice template and Google Sheets spreadsheet included ????.

Why Google Docs and Google Sheets? Why not one or the other?

When you combine both Google Docs with Google Sheets you get the power of a powerful document editor with the automatic and surprisingly smart calculations of a spreadsheet.

This way you do not need to compromise on your layout, design, and data. Google Docs allows you to layout the invoice exactly how you like and Google Sheets provides the data structure and automatic calculations.

Since these products work together, you can easily paste a Gsheet into a Google Doc.

Click Insert > Headers & footers > Header

While adding a logo is not a required step, it does make your invoice stand out and look more professional.

Step 5: Add your company or business information in the right column.

Enter the heading From: and then, on the line below it, enter your business name, address, and phone number.

Step 6: Add your client's information in the left column.

Enter the heading Billed to: and then, on the line below it, enter the client's name, address, and phone number.

Step 7: Add the issued and due dates.

In the middle column, add the issued date. Below it, add the due date.

Step 8: Add an invoice number.

Invoice numbers should be unique and make it easy to refer to the invoice.

Now you have you and your client's contact information, dates, and the invoice number. Your invoice is looking good!

Invoice contact information, dates, and invoice number

Step 9: Add a divider.

Now it is time to add a dividing line to break up the content. This line separates the information you just entered with the line items that we will create next in Google Sheets.

With the cursor underneath your 3x1 table, click Insert > Horizontal line. A horizontal line is created.

Step 10: Open Google Sheets.

In the following steps, we will create the line items using Google Sheets.

Step 11: Create a blank spreadsheet.

Click the + to create a blank spreadsheet.

Step 12: Enter your column headers.

Enter the following column headers in row 1

  • Item name
  • Rate
  • Quantity
  • Line total

Step 13: Create your calculations.

Click the Line total column cell (D2) and enter =, then click cell B2, type *, then click cell C3, and press enter or return. This creates the formula Rate x Quantity. Or B2*C2.

Step 14: Add your line items.

Google Sheets invoice line items

Now that you have your calculations ready it is time to add your line items.

Repeat as needed for multiple items. Make sure to copy the formula from the line total cell down as needed.

Once you have all of your line tems created, it is time to add your subtotal, discount, and taxes.

Step 15: Adding the subtotal

Go back to your Google Sheet

In the cell below your last items rate, in column B, enter the word Subtotal

In the cell to the far right of it, in the Line total column, enter an equals sign =. When you do this Google Sheets is smart enough that it automatically sums the line totals for you. All you have to do next is press Enter or Return to get your Subtotal.

Step 16: Add a discount.

If you need to add a discount, add it below your subtotal.

Enter the word Discount below the Subtotal, in the same B column.

Enter the discount rate or percent in the C column.

Calculate the discount using the following formulas: For discount percent, multiply the subtotal by the discount rate (subtotal * %). For discount rate, subtract the discount amount from the subtotal (Subtotal - $).

Enter the discount amount in the far right column with a negative symbol in front.

Repeat for multiple discounts.

Step 17: Add a tax

Enter the word Tax below the word Discount, in the B column.

Enter the tax rate in the C column.

Enter your calculations: If there is a discount you need to deduct the discount from the subtotal first, then multiply that number by the tax rate. If there is no discount then you can multiple the subtotal by the tax rate.

Add more taxes if needed.

Step 18: Add a total

Add the word Total, below Tax, in Column B.

Calculate your Total by entering the formula =SUM(Subtotal-discount+tax)

Now you have all of your calculations and your Google Sheets line items are ready to be pasted back into your Google Docs invoice template.

Step 19: Paste the updated sheet back into Google Docs.

Select all of the cells in your table.

Select Edit > Copy or Command/Ctrl + C to copy the table.

Go to your Google Doc.

Make sure the cursor is below the horizontal line from Step 8.

Select Edit > Paste or Command/Ctrl + V to paste the table.

Step 20: Add a notes section (optional).

A notes section is good area to thank your customer for their business, add payment information, or anything else.

Select Insert > Table > Choose a 1x2 table which we will use for the notes and terms sections.

Add the word Notes in the first section.

Below it add the notes


Step 21: Add a terms section.

A terms sections is where you put things like payment terms, late payment details, what is included in the invoice and what is not included. Everyone knows those clients who always ask for more once the job has been finalized. The terms section is a great place to describe what extra work costs so there are no surprises.

Add the word Terms in the second section, below the Notes from Step 20.

Add the terms below.

Step 22: Remove the table borders.

To make the Notes and Terms table look better, we are going to remove the borders.

‍Now you are done and can share your invoice with your client. You can share it directly from Google Docs with a private share link, you can download it and email it, or you can print it. The choice is yours.

File downloads

To save you some work we are including both the Google Doc and Google Sheet we created so you can make a copy for yourself.

Download the files below:

Google Docs with Google Sheets Ai invoice template

To make edits to the files you will need to make a copy by going to File > Make a copy.

Google Docs: File > Make a copy

Google Sheets: File > Make a copy

In Conclusion

Creating an invoice using Google Docs and Google Sheets is a superior method to creating an invoice compared to using only Google Docs or using only Google Sheets.

With this method, you get the best of both worlds: a fantastic document editor so you can layout your invoice however you like, and the automatic calculations of a spreadsheet. Truly, a work of wonder.

If you want to step up your invoicing game, save time, track when invoices are opened, get paid faster, and more, check out another work of wonder, Invoicer.ai.