How to Make an Invoice in Google Docs

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Small business owners need simple and easy-to-use invoicing solutions to send invoices to their customers. They can make an invoice in Google Docs, either by designing from scratch or by downloading fresh templates. The Google Docs invoice facility helps you prepare invoices for your cloud storage, where they can be accessed anytime as an alternative.

How to Prepare an Invoice with Google Docs

To create an invoice in Google Docs that reflects your business’s credibility, leverage the platform’s intuitive features. Start by logging into your Gmail account, followed by finding a suitable invoice template from the template gallery. You can then add the essential business details, save the polished invoice to your drive, and effortlessly share it with clients through a secure and convenient channel.

1. Log In to your Gmail account

The first step to take to start creating invoices is logging in to your Google account or downloading the Google App on your smartphone. You need a Gmail account to make use of the Google Docs tool. If you are new to the system, you have to create a Google account, but if you have a Gmail account,  you can proceed instantly. 
Creating or signing up for a Gmail account is easy; you just need to follow the instructions and make a copy of the free invoice template.

After you have logged in, you will be directed to Google Docs homepage. At the top of the page, you will find a template gallery containing templates for several document types. You can narrow down your search but typing “invoice” in the search bar.

3. Select the preferred template

After browsing through different templates, you will find one that’s good for your business, so click on it to have a full view. Selecting your preferred template means the template has what small business owner needs for proper invoicing.

4. Save the template

When you find the best Google Docs invoice template for your business and have viewed it, you can save it to your drive. Feel free to name it, so you can remember it whenever you’re ready to prepare an online invoice design. To name the document, click on the title box and type the name. Hit enter when you are done naming it. If you have many clients in the same business make sure you name each of them with their business name in one format so you can easily find out the invoice later on to make a copy.

5. Prepare a fresh invoice

When you are ready to start creating invoices using Google Docs without other tools, log in and open the saved invoice template. Click on File to create a new copy. Use a copy of the saved online invoice template when you have to create an invoice, so you don’t save on an existing invoice.

6. Edit the invoice

After you’ve created a new copy of the invoice template, edit all the required fields so the details of the project will reflect. You must always include this information in every invoice you generate:

  • Your Business or brand logo
  • Your business contact details
  • Customer’s contact information, as well as their name
  • The date on which the invoice was created
  • Invoice number
  • A detailed list of all the services you offered the customer with the hours and appropriate hourly rate if applicable
  • The sum of all the listed services tabulated in rows and columns
  • Total fee after adding up all the subtotal
  • The date on which the payment will be due
  • Your payment terms and policies, including all the methods of payment you accept,

7. Select a unique means of identification for your invoices

Each time you create a new invoice, it is required of you to name the invoice with a certain convention appropriately, so you don’t mix them up. In Google Drive, you can create a folder for all the invoices after creating and naming them.

A common way of naming the template invoice is by using the invoice number and date, or the customer’s name. For instance, if you created an invoice in March 2017 with an invoice number of 112, the name of the invoice could be “Invoice112_0317.” You can add the customer’s name at the end to get started.

8. Send the invoice to your customer

After you’ve created the invoice for your customers and you’re satisfied with the layout, you can share it with them using the free Google Docs invoice template. Click the blue button from the invoice template for Google Docs that directs you to share the File, on the upper right-hand side. Type in your client’s email address and complete it with a friendly note, then click send to get paid. Make sure the email address is accurate before you proceed.

You can also download the invoice template for Google in Google Drive from the Google Docs invoice template and send it via email to your clients to get paid. The preferred format, in this case, would be PDF so that no one can edit the free Google Docs invoice template. When you are ready to send the invoice template from Docs, you’ll find a free Google Docs invoice template in the Downloads folder of your PC. After saving it to your drive, where your invoice template for Google Docs is kept, you can now send it to get paid.

To practically see how to create an invoice in Google Docs, give this video a good watch

How do I Create Free Invoices?

To create free invoices there are multiple options available in the market that can help you generate polished and professional-looking invoices without spending a penny. These invoices are more accurate and effective for clients to understand. Let’s explore two main options available:

1. Free invoice templates:

The first and easily available option for creating free invoices is the readily downloadable invoice templates. These are available in different file formats such as Microsoft Word, Microsoft Excel, Google Docs, Google Sheets, and PDF. You can even personalize those invoice templates according to your needs.

2. Invoice Generator: 

The second most preferable option to create unlimited free invoices is the invoice generator tool available online. 

These tools are easily available in the market. All they need is to add business and job-related details, flexibly edit the invoice as required, and preview it once before finally sending it to the client.

Advantages of Creating an Invoice Using Google Docs

  • An invoice created using Google Docs ensures that all crucial information is captured, leaving no room for oversight. This includes business and client details, payment terms, branding elements as well as additional notes or instructions.
  • Creating a new invoice from scratch every time can be time-consuming. Google Docs invoice templates serve as a structured framework, minimizing the time spent on formatting and layout. It streamlines the process, allowing you to generate professional invoices swiftly.
  • For those lacking designing skills, Google Docs offers professionally designed templates that guarantee a polished and aesthetically pleasing invoice. Plus, the clean and organized layout enhances the overall appearance, contributing to a positive impression on clients.
  • Using a template ensures consistency across all your invoices. This uniformity helps in establishing a cohesive brand identity and provides clients with a standardized, easy-to-understand format for their invoices.
  • The cloud-based nature of Google Docs allows access to your working document from any device with an internet connection. 
  • Invoice templates in Google Docs facilitate easy collaboration among team members. Multiple individuals can contribute to or review the invoice in real time, promoting accuracy and reducing the chances of errors.
  • Share your invoice with clients effortlessly through secure links or email attachments. 
  • Google Docs automatically tracks changes and maintains a version history. This feature adds a layer of security, allowing you to revert to previous versions if necessary, and provides a transparent audit trail for your invoicing records.

Create Professional Invoice Online Easily and Keep On Top of Your Finances

InvoiceOwl is a feature-rich invoicing app that helps small businesses, freelancers and contractors to create invoices on-the-go and get paid quicker!

10 Essential Tips to Make an Invoice in Google Docs

There are a few considerations to keep in mind before making an invoice in Google Docs. Here you go: 

1. Ensure a clear header: The header of an invoice template should contain your business name, logo, and contact details for a professional look.

2. Structured sections: Organize sections for client information, invoice details, and itemized services to enhance clarity.

3. Use tables: Maintain a structured format by inserting tables to mention services, quantities, rates, and totals.

4. Include invoice number: Assign a unique invoice number for each document to track and manage your invoicing efficiently.

5. Payment terms: Clearly define payment terms, including due date, accepted payment methods, and any applicable late fees.

6. Consistent branding: Maintain consistent branding by using your company colors and fonts for a cohesive appearance.

7. Check formulas: If including calculations, double-check formulas for accuracy to avoid errors in the final totals.

8. Save as template: Once customized, save your invoice as a template for quick access to a standardized format in the future.

9. Mobile-friendly design: Ensure the template is mobile-friendly for easy access and editing on various devices.

10. Review before sending: Before sending, review the completed template so that the errors (if any) can be easily tracked and rectified ensuring a professional presentation before clients.

Author Bio
Jeel Patel
Jeel Patel

Jeel Patel is the founder of InvoiceOwl, a top-rated estimating and invoicing software that simplifies the invoicing and estimating processes for contractor businesses. Jeel holds a degree in Business Administration and Management from the University of Toronto, which has provided him with a strong foundation in business principles and practices. With understanding of the challenges faced by contractors, he conducted extensive research and developed a tool to streamline the invoicing and estimating processes for contractors. Read More