Digitising invoices saves costs for SMEs and freelancers. It also facilitates collaboration between administration departments - read on to learn how to create invoices with Excel!
An invoice is a commercial document reflecting a purchase/sale of a good or service. In addition to being mandatory for all companies, invoicing is important for keeping track of accounts receivable and payable.
In order to simplify this business process, there are various tools that help you manage your invoices. Here are the advantages of creating invoices in Microsoft Excel and how to do it.
Advantages of invoicing with Microsoft Excel
One of the most common ways of creating invoices is with Microsoft Excel. Among its benefits are the following:
- Facilidad de cálculo: gracias a las fórmulas, podrás evitar errores de cálculo y consecuentemente, ahorrar tiempo.
- Gather all the invoices in the same book: this way, you can group your clients' invoices in the same place, avoiding data loss.
- It has sheet and cell protection: it allows you to block a sheet or certain cells from being modified. This feature is very useful if your SME has several people in charge of invoicing.
- Easily converts files into PDF: like most documents, PDF is the recommended format for sending invoices by e-mail. To do this, you need to check "Save as" and select the "PDF" tab.
- Easy calculation: thanks to the formulas, you can avoid calculation errors and therefore save time.
Step by step to create an invoice with Microsoft Excel
If you want to create an invoice with Excel, you will need to follow the steps below:
- Open and configure the sheet for printing: first, open a new Excel document. Then click on the "Page layout" tab and in the "Size" section select "A4".
- Add the invoice date and invoice number: the invoice date corresponds to the day on which the invoice is issued. On the other hand, the invoice number must be sequential, i.e. all invoices must be numbered one after the other.
- Insert the issuer's details: in this section you will have to enter your details.
- If you are self-employed, you must enter your personal details (name and surname), VAT number and tax address.
- If you are an SME, you must enter the CIF instead of the NIF.
In addition, you can also include some contact details, such as your company telephone number or e-mail address.
- Continue with the recipient's details: in this section, you will have to include the name of the company, the tax address, as well as the NIF or CIF.
- Add the description of the products sold and/or services provided: they must be broken down with their gross price and the applicable VAT percentage.
- Calculate the total amount: for the self-employed, the most common taxes are VAT and personal income tax withholding. In this case, you must add the VAT and subtract the personal income tax withholding.
- Save it: save your invoice and export it as a PDF so that you can send it by e-mail.
To give you an idea, your bill would look something like this:
Source: own elaboration
In terms of style, it is important that the invoices have your corporate identity (brand image, colours, fonts, etc.). In this way, your suppliers and customers will recognise your SME easily.
In short, digitising your invoices with Excel will help you centralise your accounting data and simplify your business processes. If you are interested in finding out more tips and useful tools for your SME, subscribe to our newsletter.