Whether you freelance full-time or part-time, getting paid is usually the most important part of your work, or at least one that you want to ensure happens on a regular basis.
In order to get paid, you have to fill in a blank invoice template in Microsoft Word and send it to your clients upon completion of the task or project.
Handling administrative tasks such as invoicing can take away valuable time from your workday, so getting as much work done in advance is a valuable way to save some of that time. Having a blank invoice template Word document makes invoicing easy.
Once it’s done, you simply open it, input information into the blank invoice template Word document, save a version of it with a new name, and email that version to the client.
Having a blank invoice template Word document will speed up your invoicing process, meaning the customer gets your invoices on time, shortly after the work is completed, and you’ll be more likely to get paid on time.
So let’s look at 8 key components of creating a blank invoice template Word document.
There’s a variety of document formats from which you can choose to build your blank invoice template. One of the most common is Microsoft Word, for a variety of reasons.
First, it’s easy to use for almost anyone, even if you’re not computer savvy. You don’t need to understand spreadsheets or formulas, and you don’t need to purchase any extra software to create a basic blank invoice template in Microsoft Word.
It’s easy to save in Word format, and then open the template, add information, and re-save with a new name. You can even save it as a Portable Document Format, or PDF, which makes it even easier to email, and easy for the customer to print. In fact, that step is recommended so the invoice can’t be altered after you send it.
In Microsoft Word, you have some options for building an easy blank invoice template. The best way to do this is by creating tables. In a table, you can have sections for your business information, the customer information, invoice information, and of course the work done and amount owing.
Tables can be modified to include a variety of cells, from a few to many, and of different sizes. Or, you can use several tables to build a blank invoice template Word document. You can “hide” the boxes or leave the cells with the outline showing. You can even add colored fill to the boxes, such as a yellow highlight where the total owing is shown.
Include a section for invoice number, which you will update with each invoice you create. This helps you track the invoices, when they get paid, and helps the customer identify the invoice if there are any questions. And, add a section where you will input a payment due date.
Every invoice you send will include the same basic information, such as your business information. So, create a section and input your business name, address, email address, website if appropriate, telephone number, and logo. Include a Tax Information Number if that’s applicable.
Make sure the information is what’s relevant to your clients. If you have an email address and/or phone number that’s dedicated to customer service, for instance, that’s what should go on the blank invoice template Word document.
One cell or section of the table should be for customer information. You can have generic terms in there, such as “Customer name,” “Customer address,” etc, which you will update for each invoice. If your clients are typically large organizations, include a line at the beginning “To the attention of:”, where you will add the name of the person who should receive the invoice.
Each time you create an invoice, you’ll open the blank invoice template Word document and update this section.
The next key part of the blank invoice template is the section where you will describe the work and the amount owed for each section of work or part of a project.
Typically, a table will have a row for each piece of work. Across the row will be a cell for the work description, a cell for quantity, if that’s applicable to your freelance business, and a cell for the cost of that piece of work. Examples for the quantity include number of graphic designs for instance, number of words in a blog article, or number of billable hours.
At the bottom of this table, on the right hand side below all the listed costs, will be a cell for the total amount of work completed. Below that could be taxes, if applicable, a cell for overdue fees, and a grand total owing.
In this section, add the relevant terms and conditions that will be part of every invoice you send. This is where you would state any overdue fees, which could be a percentage of the total amount after a certain number of days overdue.
If you’d like, include a cell at the bottom that can serve as a message box. In this, you can include a personal note with each invoice, thanking the client for the work, notifying them of the next deadline or milestone, or wishing them happy holidays or other such personal greeting.
Once you have your blank invoice template Word document completed, you’ll be able to put in place an easy and efficient invoicing system.
Each time you complete a portion of work or a project, open your blank invoice template. Input the relevant information for that client and that work. Update the invoice number and the payment due date. Double-check the invoice to ensure there are no errors.
Then save it with a new name, for instance, with the client name, or using the invoice number as a name. Convert it to PDF and send it to the client.
It’s best to do this as soon as the work is completed, and then set yourself a reminder to follow up if the client hasn’t paid by the due date.
If you’re finding one part of your invoice isn’t effective, make adjustments for future work. With your template, invoicing becomes a snap.