Invoice and billing document template
Invoice template
A professional invoice with an automatic VAT, subtotal, and total calculation built into five line-item rows. Copy the field reference, download the Excel workbook, or generate a personalized invoice for every customer on your list at once.
Country requirements are in the table below.
E-invoicing notice
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.
An invoice is the formal bill a business sends after delivering goods or services: what was provided, the amount owed, and by when. It lists each line item with quantity and unit price, calculates VAT and the total due automatically, and gives the buyer the invoice number and payment terms they need to pay correctly.
Businesses that invoice more than one customer rarely write each one by hand. Upload this workbook as an Excel template to MailMergic, upload a spreadsheet with one row per invoice, and generate one personalized, correctly totaled invoice per row, ready to download as a PDF or send by email.
What is inside the Excel download
More than a plain spreadsheet an AI chat can improvise: a complete, formula-driven workbook built for billing and shipping teams who use it for real.
- A formatted invoice with your business details filled in once at the top, not repeated on every generated copy.
- Five line-item rows that calculate net, VAT, and gross automatically as you enter quantity and unit price, the same formula layer behind every priced document in this family.
- Subtotal, VAT, and total due rows that sum the five line items without any manual addition.
- Native @token merge fields already wired for bulk invoicing across a whole batch of customers.
- A due date and payment terms field kept separate from the tax point date, so late-payment tracking and VAT timing do not get tangled.
Field reference
Copy the plain field list below, or download the formatted Excel workbook with the formulas and layout built in.
INVOICE - FIELD REFERENCE Spreadsheet columns, not letter prose: every @token below is bound to a cell in the workbook, listed in the order it reads down the page. Your own business details (name, address, VAT ID, bank details) are typed directly into the template and are not @tokens, so they are not listed here. DOCUMENT DETAILS @invoice_number INV-2026-0184 @document_date August 12, 2026 @tax_point_date August 12, 2026 @due_date September 11, 2026 @po_reference PO-4471 @currency EUR BILL TO @buyer_name Norwood Design Studio @buyer_address 14 Ashfield Lane, Bristol BS1 4TR, United Kingdom @buyer_vat_id GB741852963 LINE ITEMS (Description / Qty / Unit price; VAT, Net, and Gross calculate automatically) @item1_desc Brand identity workshop @item1_qty 2 @item1_price 850.00 @item2_desc Design system documentation @item2_qty 1 @item2_price 1200.00 @item3_desc Icon set license @item3_qty 1 @item3_price 350.00 @item4_desc Style guide printing (20 copies) @item4_qty 20 @item4_price 6.50 @item5_desc Kickoff workshop travel expenses @item5_qty 1 @item5_price 145.00 PAYMENT @payment_terms 30 days net @notes Thank you for your business.
Merge fields: one spreadsheet column each
Filled per document row in a bulk run, straight from your billing spreadsheet.
@invoice_numberINV-2026-0184@document_dateAugust 12, 2026@tax_point_dateAugust 12, 2026@due_dateSeptember 11, 2026@po_referencePO-4471@currencyEUR@buyer_nameNorwood Design Studio@buyer_address14 Ashfield Lane, Bristol BS1 4TR, United Kingdom@buyer_vat_idGB741852963@item1_descBrand identity workshop@item1_qty2@item1_price850.00@item2_descDesign system documentation@item2_qty1@item2_price1200.00@item3_descIcon set license@item3_qty1@item3_price350.00@item4_descStyle guide printing (20 copies)@item4_qty20@item4_price6.50@item5_descKickoff workshop travel expenses@item5_qty1@item5_price145.00@payment_terms30 days net@notesThank you for your business.Invoice content requirements by country
What a valid invoice must show, country by country: the mandatory fields, the primary statute, and whether a structured e-invoice is mandatory yet. Coverage spans the EU's major economies plus the UK, Switzerland, and the US. Confirm the current rules for your buyer's country before relying on the table.
| Country | What the invoice must show |
|---|---|
| Germany (DE) | Supplier and recipient full name and address; supplier tax number or VAT ID; issue date; a unique sequential invoice number; quantity and type of goods or scope of the service; date of supply (or of advance payment); net amount broken down by tax rate plus any agreed discount; the applicable VAT rate and tax amount, or the exemption relied on |
| Austria (AT) | Supplier and recipient name and address; quantity and description of goods or type and scope of the service; date of delivery or the period covered; net remuneration and applicable tax rate, or the exemption relied on; tax amount; issue date; sequential invoice number; supplier VAT ID; recipient VAT ID too once the invoice exceeds EUR 10,000 |
| Switzerland (CH) | Only required on request. Must identify supplier, recipient and service type, and as a rule show: supplier name and place plus a note that it is VAT registered with its registration number; recipient name and place; date or period of supply if different from the invoice date; nature and scope of the service; the consideration; and the applicable tax rate and tax amount. No sequential numbering requirement |
| United Kingdom (UK) | A unique sequential number; the tax point (time of supply); date of issue; supplier name, address and VAT registration number; customer name and address; a description of the goods or services with, per line, the quantity, VAT rate and amount payable excluding VAT; unit price; any cash discount rate; total payable excluding VAT; and total VAT chargeable in sterling |
| Ireland (IE) | Date of issue; a unique sequential invoice number; supplier full name, address and VAT number; customer full name and address, plus VAT number for reverse charge or intra-Community supplies; quantity and nature of goods or extent of services; date of supply; VAT-exclusive unit price; discounts; taxable amount broken down by VAT rate; the rate or rates applied; total VAT payable |
| France (FR) | Full name, address and SIREN of both parties; seller VAT number, and buyer VAT number for reverse charge or intra-EU supplies; invoice date; a unique sequential number; delivery address if different; per line the quantity, description, unit price and VAT rate; date of supply if different from the invoice date; discounts; total VAT broken down by rate; exemption references; self-billing and special-regime notations |
| Italy (IT) | Issue date; a sequential number; supplier name, address and VAT number; buyer name, address and tax ID; nature, quality and quantity of the goods or services; date of delivery or performance if different from the invoice date; the consideration and taxable base; VAT rate, amount and taxable base; vehicle data for intra-EU new means of transport; a self-billing notation where the customer issues the invoice |
| Spain (ES) | Sequential number and series; issue date; full name and NIF of both issuer and recipient; complete addresses; description of the goods or services; unit price and discounts; applicable VAT rate or rates; VAT amount stated separately; date of the operation if different from the issue date; exemption reference; special-regime notations |
| Netherlands (NL) | Issuance date; a sequential invoice number; VAT ID of the supplier and, where relevant, the customer; full name and address of both parties; quantity and description of the goods or services; date of supply if different from the invoice date; taxable amount per VAT rate; the applicable VAT rate or rates; VAT amount payable; notations for reverse charge, exemptions and margin schemes |
| Belgium (BE) | Date and sequential number; supplier and customer name, address and VAT number; date of the chargeable event or of payment; description and quantity of the goods or services; taxable amount and unit price excluding VAT; applicable VAT rate or rates and total VAT amount; either an exemption reference or a reverse-charge or self-billing notation; special-regime notations |
| Poland (PL) | Issue date; sequential number; supplier and buyer names and addresses; supplier and buyer NIP; date of supply if different from the issue date; description and quantity; net unit price; discounts; net value per rate; applicable VAT rate; VAT amount; gross total |
| Sweden (SE) | Issue date; sequential invoice number; seller VAT number, and buyer VAT number for reverse charge; full seller and buyer name and address; quantity and description of the goods or services; delivery date; taxable amount per rate with unit price and discounts; applicable VAT rate; VAT amount payable; conditional notations for self-billing, reverse charge, margin schemes and new means of transport |
| Denmark (DK) | Issue date; sequential number; seller CVR or SE number; seller and buyer name and address; quantity and type of goods or scope of the service; delivery date if different from the invoice date; taxable amount; unit price excluding VAT; discounts; applicable VAT rate; VAT amount stated separately |
| United States (US) | No VAT and no federal statute governs invoice content. Federal recordkeeping rules (26 U.S.C. 6001) require retaining adequate records to substantiate income and deductions but say nothing about invoice format. What a valid invoice must show is instead set by each state sales tax regime where one exists, plus ordinary commercial practice |
Last reviewed August 2026. Spotted a change for one of these countries? Tell us at support@mailmergic.com.
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.
Before you send this invoice
- 1.Confirm the invoice number continues your existing sequence without a gap; most tax authorities expect invoice numbers to be sequential.
- 2.Check the buyer's VAT ID before applying a reverse charge or zero rate to a cross-border sale.
- 3.Set the tax point date correctly if it differs from the document date; several countries key VAT reporting off it, not the invoice date.
- 4.Confirm the VAT rate used in the formula matches the goods, service, and country involved; the built-in formula assumes one flat rate.
- 5.Check whether the buyer's country requires a structured e-invoice instead of this format, not just a PDF or spreadsheet.
- 6.Keep a copy of every generated invoice; do not overwrite or delete one once it has been sent.
When to use this template
Recurring client billing
Generate a fresh, correctly numbered invoice for every client at the end of each billing cycle from one spreadsheet.
High-volume invoicing
Bill dozens or hundreds of customers in one run instead of copying the same workbook by hand for each one.
Multi-country sales
Keep one invoice format while checking the country requirements table below for what each buyer's jurisdiction expects.
Generate it for your whole list at once
One document, one spreadsheet, one personalized, correctly totaled copy per row. That is what MailMergic is for.
Upload the workbook template
Use the Excel download 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 with delivery and open tracking.
Invoice FAQ
What must an invoice legally include?
What is the difference between the document date and the tax point date?
Does this invoice count as an e-invoice?
Can I generate invoices for a whole batch of customers at once?
Other invoice and billing templates
Receipt
Confirms an amount received against an invoice, with the payment method and date.
Quotation
A priced offer with a validity date and lead time, clearly marked as not a tax invoice.
Purchase order
Confirms what you are buying, from whom, and where it should be delivered, with the total calculated for you.
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.
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.
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.
Commercial invoice
The customs declaration fields an export shipment needs (HS code, incoterms, country of origin, weight), with the declared value calculated for you.
Packing list
What is inside a shipment and how it was packed, carrier and tracking included, with no prices or amounts.
Delivery note
What was delivered and a signature confirming it arrived in good condition, with no prices or amounts.
All invoice and billing templates
Browse the full set of free invoice and billing templates.
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.