How to Create an Invoice — 4 Easy Ways

If you’re a small business owner, you need to know how to create an invoice. The good news is that it’s pretty easy, especially if you use the right tools to streamline the process.

When it comes to how to write an invoice, you have options. If you’re new to invoicing, plenty of services provide basic invoice templates. For those looking to upgrade, modern invoicing software services like Square Invoices serve as the ultimate invoice-to-go solution, making it simple and painless to send professional invoices and other professional documents to customers anytime, anywhere.

Here are four of the most popular ways to create an invoice.

1. How to create an invoice in Google Docs

Google Docs provides an easy-to-share option for creating an invoice document. With easily downloadable templates, you can quickly draw up an invoice or start from scratch and create your own. To use a Google Docs invoice template:

1. Log in to your Google account and go to your Google Drive.
2. Click the “+ New” button and scroll to Google Docs in the drop-down menu. Click the arrow next to it and select “From a template.” This brings you to the templates page.
3. Type “invoice” in the search bar on the templates page. A selection of invoice templates should appear in the results. Review the choices and select the best invoice template for your business.
4. Fill out the new page with the template you selected. This includes custom entry fields such as company name, address, phone number, email, logo, payment terms, and official payee name for receiving payments.

2. How to create an invoice in Microsoft Word

There are a variety of easy, professional-looking templates in Word. Creating invoices this way can work well, especially if this is the software you are most familiar with. However, it can also be cumbersome. This is especially true when it comes to getting paid. Printing and sending paper invoices via post can have a long turnaround time.

And even if you’re sending a Word file via email, you must find the best method for customers to pay you. Usually, this involves using a third-party system (such as an online payment app) or having them send a physical cheque. But if you’d still prefer to create invoices in Word, here’s how to do it:

1. Choose from Word’s invoice template under “New” in the “File” menu.
2. Look for the Invoice icon in the dialogue box (usually on the left-hand side), and select the invoice type that best fits your needs.
3. Set a professional header containing your business’s contact information: company name, mailing address, phone number, email, and business logo.
4. Input the client’s information (usually underneath and on the opposite side from your company’s contact info). Include the business’s name, mailing address, phone number, and email.
5. Include the unique invoice number, the date the invoice was prepared, and a payment due date.
6. Indicate the payment method to set clear expectations.
7. Break down products or services into item descriptions and charges associated with each. Calculate the total, including applicable sales tax, delivery fees, etc. It’s helpful to put the total in bold font so it stands out. Then, download your invoice.

3. How to create an invoice in Microsoft Excel

Excel offers a variety of clean, easy-to-use invoice templates, depending on your needs. However, sending invoices via Word may encounter the same logistical challenges.

1. Open a new workbook from the “File” menu and look for the Invoice icon in the dialogue box (usually on the left side).
2. Choose the invoice type that best fits your needs — from a basic product invoice to invoices for specific types of services.
3. Fill out the custom entry fields with information such as company name, address, phone number, email, logo, customer ID (if applicable), payment terms, and official payee name for receiving payments.
4. Be sure to include a unique invoice number, a description of products or services, and the client’s information.

4. How to create an invoice online with Square Invoices

Square Invoices offers professional, ready-to-use templates that help you stay organised and save time. With all invoices stored in one place on your Square Dashboard, tracking payments and outstanding balances is effortless. The templates are fully customisable, allowing you to apply discounts automatically and include a custom tip field for added flexibility. You can also save time and automate repetitive tasks by enabling invoice scheduling or recurring payments.

Square Invoices also simplifies charging for goods, billing item sales, and enabling remote payments. Customers can pay electronically and securely without visiting your POS or sharing payment details over the phone. Manage invoices from anywhere and let customers complete contactless payments directly from their phones or desktops.

With clear pricing at just 2.5% + VAT per paid invoice, Square Invoices makes sending and receiving payments easy—whether from your mobile device or Square Dashboard.

Creating a Square invoice on desktop

1. Sign up for your free account here.
2. Go to Invoices in your online Square Dashboard.
3. Click Create Invoice.
4. Select a customer from your Customer Directory, or enter a new name and email address. You can enter up to nine recipients.
5. Add the invoice details and any applicable discounts.
6. Click Send.
7. When your clients receive the invoice in their email, they can pay you securely online. The money is usually transferred to your bank account in one or two business days.

Creating a Square invoice on the invoicing app

1. Download the Square Invoices app on your iOS or Android device.
2. Create your free Square account or sign in with your existing Square account.
3. Click the “+” sign on the navigation bar and select “Invoice”.
4. Click “Add Customer” to select an existing customer from your Directory or tap “Create Customer” to enter your customer’s name and email address.
5. Click “Add Item” to add an item from your Item Library or add a custom amount.
6. Add a custom message, set automatic reminders, or request a deposit if needed.
7. Click send.
8. When your clients receive the invoice in their email, they can pay you securely online. The money is usually transferred to your bank account in one or two business days.

Square Invoices makes it simple to write an invoice quickly, with payments deposited directly into your account within one to two business days. It’s the ultimate invoice-to-go solution for busy entrepreneurs needing efficiency and reliability.

Whether you lean toward traditional tools like Word and Excel or modern platforms like Square Invoices, mastering how to create an invoice is essential for small business success. Ready to simplify your invoicing process? Try Square Invoices for free today and experience how effortless it can be to write an invoice that gets you paid faster.