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Free invoice and billing templates

Ten billing and shipping documents you can copy or download as Excel workbooks, from the first quote through the invoice, credit note, and export paperwork. And when the same document goes to every customer, generate it as one personalized batch.

Invoice

A five-line invoice that calculates VAT, subtotal, and the total due automatically as you fill in each row.

Copy, download, or bulk-generate

Receipt

Confirms an amount received against an invoice, with the payment method and date.

Copy, download, or bulk-generate

Quotation

A priced offer with a validity date and lead time, clearly marked as not a tax invoice.

Copy, download, or bulk-generate

Purchase order

Confirms what you are buying, from whom, and where it should be delivered, with the total calculated for you.

Copy, download, or bulk-generate

Proforma invoice

An estimated total and delivery terms a buyer can use for a deposit, an import, or a letter of credit, marked as not a VAT invoice.

Copy, download, or bulk-generate

Statement of account

An opening balance plus five transactions with the running balance calculated for you, ending in a closing balance to check against your records.

Copy, download, or bulk-generate

Credit note

Reduces a specific invoice by a stated amount and reason, calculated with the same VAT and total formula as the invoice it corrects.

Copy, download, or bulk-generate

Commercial invoice

The customs declaration fields an export shipment needs (HS code, incoterms, country of origin, weight), with the declared value calculated for you.

Copy, download, or bulk-generate

Packing list

What is inside a shipment and how it was packed, carrier and tracking included, with no prices or amounts.

Copy, download, or bulk-generate

Delivery note

What was delivered and a signature confirming it arrived in good condition, with no prices or amounts.

Copy, download, or bulk-generate

Facts and country tables last reviewed August 2026. Spotted something that changed? Tell us at support@mailmergic.com.

Generate one document for every customer at once

Invoices, statements, and packing lists rarely go to just one customer. MailMergic turns one workbook and one spreadsheet into a personalized, correctly totaled document for each row.

Upload the workbook template

Use the Excel download from any template page as-is, or edit it first. The @token merge fields and formulas are already in place.

Upload your billing spreadsheet

One row per document: buyer, line items, dates, whatever it needs. Excel, CSV, and Google Sheets all work.

Generate and deliver

One personalized, correctly totaled document per row. Download them all as PDFs, or email each customer directly with delivery and open tracking.

Start a bulk mail merge

Why billing teams use MailMergic

Correctly totaled at any volume

Whether it is 5 invoices or 500, every document calculates its own VAT, subtotal, and total straight from your spreadsheet, with no manual addition.

Consistent, correctly numbered documents

Every invoice, credit note, and statement comes from the same reviewed workbook instead of a patchwork of one-off spreadsheets.

Reuse it for the next billing run

Your templates stay in your account. The next invoicing cycle or export shipment is the same three clicks with a new spreadsheet.

Invoice templates FAQ

Are these invoice templates really free?
Yes. Copy the field reference or download the Excel workbooks with no signup. MailMergic makes money when businesses with many customers use the bulk mail merge, which has a free plan too.
Is the country requirements table legal or tax advice?
No. It summarizes national VAT statutes as of the review date shown on each page and is general information; confirm your buyer's country's current rules, or consult a tax advisor, before relying on it.
Do the Excel downloads work with MailMergic?
Yes, that is the point. Each download contains real @token merge fields and the same VAT, subtotal, and total formulas shown on the page, so you can upload it to MailMergic unchanged, connect your billing spreadsheet, and generate one document per row immediately.
Can I send the documents by email?
Yes. MailMergic can email each generated document to its customer with a personalized subject and body, and tracks delivery, opens, and bounces per recipient. You can also download PDFs and file or print them.
Does any of this count as a structured e-invoice?
A spreadsheet or PDF invoice generated here is not a structured e-invoice. Germany, Italy, Poland, France, and Spain each require, or are actively phasing in, a specific electronic format (like XRechnung, FatturaPA, KSeF, Factur-X, or Verifactu) delivered through a government platform or accredited network, not an emailed spreadsheet or PDF. Check whether your country's mandate already applies to your business before relying on this template for a sale that has to be reported that way.
What about a document you do not have yet?
The document set grows over time. If you need a specific billing or shipping document next, tell us at support@mailmergic.com and it moves up the list.

These templates and country tables are general information, not legal advice, and not tax advice. VAT and invoicing rules vary by country and change often, and several of the countries in the table are actively phasing in new e-invoicing mandates. Confirm the current requirements for your jurisdiction, or consult a tax advisor or accountant, before relying on them for a real invoice.

Generate every invoice in minutes, not afternoons

MailMergic turns your billing spreadsheet into personalized, correctly totaled documents. Free plan, no credit card.
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