Lanternhill Studio · Bank CSV Categorizer

How to Make an Invoice in Google Sheets (Step by Step)

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A Google Sheets invoice is a single sheet with your details, the client's details, a table of line items and a few formulas for the subtotal, tax and total. Here is how to build one from a blank spreadsheet, then save it as a PDF to send.

1. Start a blank sheet and set up the page

  1. Go to sheets.new (or Google Sheets → Blank spreadsheet) and name the file, e.g. "Invoice template".
  2. Rename the tab (double-click "Sheet1") to Invoice.
  3. Widen column A for descriptions: right-click the column header → Resize column → about 300 pixels. Leave B–D around 100.

2. Add the header: your details, client details, number and dates

  1. In A1 type INVOICE and make it large and bold (Format → Text → Bold, font size 20).
  2. In A3:A6 type your business name, address and email (what you want clients to see).
  3. In C3 type "Invoice #" and in D3 your number, e.g. INV-0001. Use a new number for every invoice.
  4. In C4 "Invoice date" and in D4 =TODAY() (or type the date; TODAY() changes every day, so replace it with a fixed date before you send).
  5. In C5 "Due date" and in D5:
=D4+30

for Net 30 terms. Format D4:D5 as dates (Format → Number → Date).

  1. In A8 type "Bill to" in bold, and the client's name and address in A9:A11.

3. Build the line-item table

  1. In row 13 type the headers: A13 Description, B13 Quantity, C13 Unit price, D13 Amount. Bold them and add a fill colour.
  2. Reserve rows 14–28 for items. In D14 enter:
=IF(B14="","",B14*C14)

then drag the fill handle down to D28 so each row multiplies quantity by price and stays blank when empty.

  1. Select C14:D28 and choose Format → Number → Currency.

4. Subtotal, tax and total

Below the table, put labels in column C and formulas in column D:

C30  Subtotal     D30  =SUM(D14:D28)
C31  Tax rate     D31  8.25%      (type your rate, or 0%)
C32  Tax          D32  =ROUND(D30*D31,2)
C33  Total due    D33  =D30+D32

Format D31 as a percent (Format → Number → Percent) and D30, D32 and D33 as currency. Make the Total due row bold. The 8.25% is only an example: whether you charge sales tax, and at what rate, depends on what you sell and where, so check your state's rules.

5. Notes and payment terms

In A35 add a "Notes" heading and below it your terms, such as "Payment due within 30 days" and how you accept payment. Select A36:D38 and use Format → Merge cells → Merge all, then Format → Wrapping → Wrap, so long text fits.

6. Download the invoice as a PDF

  1. Select A1:D38.
  2. File → Download → PDF (.pdf).
  3. In the export panel choose Selected cells (in the "Export" dropdown), Portrait, and "Fit to width". Untick "Show gridlines" under Formatting.
  4. Click Export. Send the PDF to your client.

7. Reuse it for the next invoice

=IF(F2<>"","Paid",IF(D2

(assuming D is Due date and F is Date paid). Then Format → Conditional formatting can colour "Overdue" red.


Not tax or legal advice. What an invoice must show can vary by state and country; check the rules that apply to you.


Frequently asked questions
How do I calculate each line on a Google Sheets invoice?
Put =IF(B14="","",B14*C14) in the Amount column and fill it down, so each row multiplies quantity by unit price and stays blank when empty.
How do I save a Google Sheets invoice as a PDF?
Select the invoice range, then File → Download → PDF, choose Selected cells, Portrait and Fit to width, untick gridlines and click Export.
How do I reuse the invoice template?
Duplicate the tab for each new invoice and change the number, dates, client and items, or keep a master copy you never edit directly.
Skip the formulas: the free Invoice Generator makes a PDF invoice in your browser. Nothing is uploaded.
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