How to make an invoice template Google Docs

Your business is unique and everything about it should reflect that-including your invoices.

Google Docs provides a suite of invoice templates, which you can download free of charge and customise to your heart's content.

But what better way to capture the uniqueness of your brand and ensure your invoices are legally compliant than to build an invoice template from scratch?

In this article, we explain why invoice templates are good for your business and provide a step-by-step guide on how you can make your own invoice template in Google Docs.

Why is it important to create an invoice template for your business?

With free invoice templates readily available, creating an invoice template from scratch may seem counterintuitive.

But here are three reasons why it's a good idea:

1. Invoice templates save time

As a small business owner, one of the biggest benefits of using an invoice template is that it saves one of your most precious commodities-time.

Once you've created and saved your template, you won't have to reinvent the wheel the next time you invoice a client.

You can simply open your template, fill in the client's details, save it with an appropriate name and send it directly to them in a matter of minutes.

2. Invoice templates safeguard legal compliance

Invoices must comply with HMRC regulations.

For example, if your business is VAT-registered, HMRC requires your invoices to contain a unique identification number to distinguish it from other invoices.

They should also state your business name, address, and contact information-and that of the seller-along with your VAT registration number.

When you build a HMRC-compliant template, you're ensuring that every invoice you despatch to your clients meets the minimum legal requirements.

3. Invoice templates legitimise your business

First impressions count, especially in business.

Let's imagine you're a freelance graphic designer just starting out on the local scene.

Using a template to design a branded invoice with your design studio's logo, contact information, and a comprehensive breakdown of your services will go some way towards legitimising your business in the eyes of your newfound clients.

It presents your business professionally and, ultimately, instils confidence in your clientele.

How to create an invoice template in Google Docs

Now you're sold on the benefits of invoice templates for your business, follow these 6 steps to build your first invoice template in Google Docs.

1. Sign in to your Gmail account

It's free to access Google Docs.

Just log in to your Google (Gmail) account using your email address and password.

If you don't have a Gmail account, you can sign up for one quickly and easily here.

2. Set up your invoice template

First, click on Blank document in the top left-hand corner (under Start a new document).

Then, click on Untitled document and rename the document something like "[insert name of your business] invoice template."

Now it's time to set up your page. Go to File (in the menu bar), select Page setup and set the Paper size.

For invoices, A4 (8.27″ x 11.69″) is the standard paper size used by UK businesses, but you can use whatever size best suits your business-provided it's large enough to capture all the essential information required by law.

3. Include your business information

With your page set up done, you can now add your business information. (This is static information, which won't change from one invoice to the next.)

If you have a business logo, start by adding it at the top.

Click Insert (in the menu bar), select Image and select where your logo is located. For example, you may have it stored on your computer, Google Drive, Photos, or elsewhere.

Your logo will be uploaded and inserted into the template, below which you can add your business information including:

• business name

• address

• phone number

• email address

• website information (if any).

Fortunately, Google Docs has a handy auto-save feature, which removes the need for you to manually save your template.

4. Include your client information

Unlike your business information, client information is dynamic in that it may change from invoice to invoice.

Add fields with placeholder values to accommodate your client's information including:

• client's name

• address

• phone number

• email address

• invoice date

• invoice number

These will change with every invoice, so make sure you save your template with the placeholder values rather than existing client information to avoid accidentally sending invoices that are populated with client data.

5. Build your invoice table

Click Insert (in the menu bar), select Table and select the number of columns you need to fit the following information:

• Description: description of your product or service

• Quantity: number of your products or service hours

• Unit price: price per product or per hour/day/week of service

• Total: total cost for each product or service.

Feel free to add rows to fit your usual number of products or services.

Below the invoice table, add rows for:

• Subtotal

• VAT (if you will go over the exception threshold in a year. The standard rate is calculated at 20%)

• Total (including any added VAT).

The penultimate step is to list the payment methods your business accepts, such as credit and debit cards, bank transfers, PayPal, and so on.

Finally, it's important to specify your payment terms, such as "payment due within 30 days from the date of this invoice."

Everyone likes being appreciated and your clients are no exception.

With that said, it's a nice touch to close your invoice with an expression of gratitude, such as "Thank you for your business."

6. Copy your invoice template

Your invoice template is all set and ready for future use.

Whenever you want to re-use it, make a copy of the template by clicking on File and selecting Make a copy. (Ensure that you do this each time, so you don't overwrite the template.)

Once you've made a new copy of the invoice template, edit all the necessary fields so the invoice reflects the current client's information and rename it accordingly.

You're now free to send your invoice to your client via Google Docs (click on File, select Share, select Share with others, then insert your client's email address).

Alternatively, you can download your invoice to Google Drive and send it by email (or print it out and send it by snail mail).

In this case, click File, select Download and PDF Document (.pdf), which is typically the preferred format because it prevents anyone from editing your invoice.

Final thoughts

When there's an ample supply of free invoice templates available for small businesses, building an invoice template from scratch may seem like a backwards step.

But a little extra effort creating your own invoice template from the ground up can reap large dividends in terms of enhancing professionalism, improving alignment with your business branding and ensuring compliance with legal requirements.

Ultimately, making an invoice template in Google Docs will undoubtedly help to bring in the pounds from your clients, but it won't cost your business a penny.

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