The quickest free invoice templates are Microsoft's Excel templates, the Google Docs and Sheets template gallery, and Canva's invoice designs. If you send invoices every month, a free invoicing app such as Zoho Invoice, Square Invoices or Wave is the better choice, because it numbers invoices for you and lets clients pay online.
Whichever you pick, the template is the easy part. What gets invoices queried, paid late or rejected by an accounts department is missing information, so I've included the UK government's checklist further down.
Seven places to get a free invoice template
- Microsoft Excel templates: Microsoft's free business invoice templates for Excel calculate totals automatically with built-in formulas.
- Google Docs and Sheets template gallery: open Docs or Sheets, click Template Gallery at the top right and pick an invoice. A copy opens in your Drive.
- Canva: good-looking invoice designs you can edit with a free account. Best if branding matters more than calculations.
- Zoho Invoice: Zoho calls it a forever-free invoicing solution for small businesses, with invoices you can email or save as a PDF.
- Square Invoices: on Square Free there's no monthly subscription; you pay processing fees only when you take a payment.
- Wave: professional invoice templates where you add your logo and brand colours, plus a free app for iOS and Android.
- PayPal invoicing: create, send and track invoices from desktop or mobile, built for freelancers and service businesses billing clients directly.
Free invoice templates compared
| Source | Format | Does the maths | Online payment | Best for |
|---|---|---|---|---|
| Microsoft Excel templates | Excel | Yes, built-in formulas | No | Occasional invoices, offline |
| Google Docs and Sheets gallery | Docs or Sheets | Sheets yes, Docs no | No | Working from any device |
| Canva | Design template | No | No | Branded, creative businesses |
| Zoho Invoice | App | Yes | Yes, several options | Regular invoicing, free |
| Square Invoices | App | Yes | Yes, fees per payment | Card and instalment payments |
| Wave | App | Yes | Yes, fees per payment | Freelancers who want branding |
| PayPal invoicing | App | Yes | Yes, fees per payment | Clients who already use PayPal |
What a UK invoice must include
A pretty template doesn't make an invoice valid. GOV.UK says your invoice must include:
- a unique identification number
- your company name, address and contact information
- the company name and address of the customer you're invoicing
- a clear description of what you're charging for
- the date the goods or service were provided (the supply date)
- the date of the invoice
- the amount being charged, any VAT, and the total amount owed
Sole traders must also include their own name and any business name they use. Limited companies must show the full company name exactly as it appears on the certificate of incorporation, and if you list your directors, you have to list all of them. GOV.UK also warns you not to include personal or financial information such as your National Insurance number or card details.
The catch: VAT invoices have their own rules
If you and your customer are both VAT registered, a basic template isn't enough. GOV.UK says you must use VAT invoices, which include more information. HMRC's VAT Notice 700 adds a detail that catches people out: you can only issue a simplified VAT invoice when the supply is £250 or less and your customer agrees (as of October 2026). Over £250, or if the customer asks for one, you must issue a full VAT invoice. HMRC also says you'd normally issue a VAT invoice within 30 days of the tax point.
The second catch is with free apps. Zoho's own help says that if you're inactive for over 180 days, your data will be deleted in the following 20 days. If you only invoice now and then, export your invoices as PDFs and keep your own copies.
How to set up an invoice template in ten minutes
- Pick your format: Excel or Sheets if you want totals worked out, an app if you invoice monthly.
- Add your business name, address and contact details once, so they're saved for every invoice.
- Set up an invoice numbering system and never reuse a number. Apps do this for you.
- Add your payment terms and how to pay. If you take PayPal, here's how to invoice someone through PayPal.
- Check the GOV.UK list above against your template before you send the first one.
- Save every invoice as a PDF in one folder for your records.
If late payment is the real problem, the template matters less than the wording and the follow-up. I've written about the invoice template details that get you paid faster, and there's a comparison of free invoicing software if you're ready to move off templates.
Template or app: which suits you
A template is a document you fill in and send yourself. It costs nothing, works offline and gives you total control over the layout, but you have to number each invoice, total it, chase it and file it. An app does those jobs for you. Zoho Invoice, for example, lets you email invoices or save them as PDFs and offer several payment options to customers, and Wave and PayPal add a way for clients to pay straight from the invoice.
The trade-off is fees. Square says that with Square Free there are no monthly subscription costs and you only pay processing fees when you take a payment, and Wave and PayPal also charge per payment when a client pays online. If most of your clients pay by bank transfer, a template plus your bank details may be all you need.
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My advice
If you send fewer than a handful of invoices a year, a Microsoft or Google template is all you need. Once you're invoicing every month, switch to a free app: automatic numbering, reminders and a pay button do more for your cash flow than any design. And whatever you use, run it against the GOV.UK checklist once, because a missing supply date or invoice number is the easiest excuse an accounts team has to pay you late.
Frequently asked questions
Where can I get a free invoice template?
Microsoft offers free Excel invoice templates, Google Docs and Sheets have invoices in the Template Gallery, and Canva has editable invoice designs. Free apps such as Zoho Invoice, Square Invoices and Wave include templates too.
What must be on an invoice in the UK?
GOV.UK says an invoice must include a unique number, your business details, the customer's name and address, a description, the supply date, the invoice date, the amount charged, any VAT and the total owed.
Can I use a free template for a VAT invoice?
Only if it has the extra VAT details. If you and your customer are VAT registered, you must use a VAT invoice, and HMRC only allows a simplified VAT invoice for supplies of £250 or less when the customer agrees.
Is Zoho Invoice free?
Zoho describes Zoho Invoice as free for small businesses, freelancers and entrepreneurs. Its help says data is deleted if you're inactive for over 180 days, so keep your own copies.
Should I use an invoice template or invoicing software?
A template is fine for occasional invoices. If you invoice regularly, free software numbers invoices automatically, sends reminders and lets clients pay online.
