Google Docs invoice template
To use a Google Docs invoice template, open it, choose File then Make a copy to save it to your Drive, edit your details and line items, then choose File, Download, PDF Document and send that PDF.
How do I make a copy of the Google Docs template?
Open the template link while signed in to your Google account. Template links are view-only, so choose File, then Make a copy. Name it something like 'Invoice template, master,' pick a folder in your Drive and click Make a copy.
Keep that master copy clean. For each new invoice, make another copy of the master and rename it with the invoice number and client, such as 'Invoice 1043, Harper Bakery.' Your Drive folder becomes a simple invoice archive.
How do I edit the invoice and download it as a PDF?
Replace the placeholder text with your business details, add your logo with Insert, Image, then fill in the client's details, a unique invoice number, the date and the due date. Type each line item with its quantity, rate and amount. Google Docs tables don't calculate, so check the subtotal, tax and total yourself, or do the math in Google Sheets.
When it's ready, choose File, Download, PDF Document (.pdf), and attach that PDF to an email or text. You can share the Doc itself instead, but set access to Viewer so the client can't edit it. A PDF looks the same on every device and can't change after you send it.
Is Google Docs better than an online invoice generator?
Google Docs is free, works on any computer and saves to the cloud, which makes it a step up from a desktop file. The tradeoffs are manual math and no record of who has paid. The free generator calculates the totals for you and creates the PDF.
If you want invoices tracked until they are paid, with automatic email reminders, a free Invoicefy account does that, and the iPhone app lets you text the client link from your phone in one tap.
| Google Docs template | Online generator | |
|---|---|---|
| Cost | Free with a Google account | Free in the browser |
| Math | Check totals yourself | Line totals, tax and total calculated |
| Saved copies | Stored in your Drive | Keep the PDFs you download |
| Layout control | Edit fonts, colors and layout freely | Clean standard layout |
| Getting a PDF | File, Download, PDF Document | Download a PDF |
Questions people ask
Shared templates are view-only so everyone starts from a clean copy. Choose File, Make a copy, and edit the copy saved in your own Drive.
Yes. The Google Docs app can make a copy and edit text, though tables are harder to work with on a small screen. To get a PDF in the app, open the menu, choose Share and export, then Save as and pick PDF.
Click where the logo should go, choose Insert, Image and upload your file. Drag a corner to resize it, and set the image to In line so it stays in place when you edit text.
Send a PDF as the official copy. A shared Doc can change after you send it, and some clients' accounting tools only accept PDFs. If you do share the Doc, set access to Viewer.
Skip the template next time.
Save your clients and items in a free Invoicefy account, send a link by email or text, and let reminders follow up.
