🧾 Free Invoice Template for Small Business

Below is the full structure of a professional invoice — every field, every section. Copy it into a spreadsheet or word processor and fill in your details. Or skip the manual work and let Nika generate and send invoices automatically.

This template covers what most small businesses need on a sales invoice: a clear header, seller and buyer details, itemised line items, VAT breakdown, and payment terms. It works for service businesses, freelancers, trades, and retail. Every field is labelled so you know exactly what goes where.

Invoice Header

Fields	Description
Invoice Number*	Unique, sequential — e.g. INV-2026-001.
Invoice Date*	The date the invoice is issued.
Due Date*	When payment is expected (e.g. 14 or 30 days from issue).

From (Your Business)

Fields	Description
Business Name*	Your registered legal name.
Address*	Registered business address.
VAT / Tax ID	Your VAT registration number, if registered.
Contact	Email and phone for queries.

Bill To (Client)

Fields	Description
Client Name*	The customer or company being billed.
Client Address	Billing address.
Client VAT / Tax ID	Required for B2B invoices in many jurisdictions.

Line Items

Fields	Description
Description*	What was sold — product or service name.
Quantity*	Number of units or hours.
Unit Price*	Price per unit (excluding VAT).
Amount*	Quantity × Unit Price (auto-calculated).

Totals & VAT

Fields	Description
Subtotal*	Sum of all line item amounts (net).
VAT Rate	The applicable rate, e.g. 19%, 20%, 24%.
VAT Amount	Subtotal × VAT rate.
Total Due*	Subtotal + VAT amount. The final amount payable.

Payment Details

Fields	Description
Bank Name*	Your bank’s name.
IBAN / Account Number*	Where the client should send payment.
SWIFT / BIC	For international transfers.
Payment Terms*	e.g. “Payment due within 14 days of invoice date.”

How to use

1Copy the sections above into a spreadsheet (Google Sheets, Excel) or a word processor.
2Replace the placeholder fields with your business and client details.
3Duplicate the Line Items row for each product or service you are billing.
4Calculate the Subtotal, VAT Amount, and Total Due — most spreadsheets do this with a SUM formula.
5Save as PDF before sending — a PDF looks professional and cannot be accidentally edited.
6Use a sequential invoice number for every new invoice so your records stay organised.

Or automate this

Typing each invoice by hand takes 5–10 minutes and errors are easy to make. Nika can generate invoices from your sales data, email them to clients, and track which ones are paid — from {price} per invoice. You write the sale once; she handles the rest.

Questions

Do I need to charge VAT on every invoice?

Only if your business is VAT-registered and the sale is subject to VAT. If you are below the registration threshold in your country, you can omit the VAT fields. Always check your local threshold rules.

Can I use this template for international clients?

Yes. For cross-border B2B sales within the EU, include both VAT numbers and apply the reverse-charge mechanism. For clients outside the EU, VAT treatment depends on the type of service or goods — confirm with your accountant.

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