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Excel-based Consulting Invoice Template

- Document for Excel Invoice Manager

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This version of the document, "Excel-based Consulting Invoice Template", was written for Excel Invoice Manager, which was now renamed to Uniform Invoice Software. For the latest version of this document, please download Uniform Invoice Software.

Consulting business requires different invoice form layout and fields for their invoice template than what offered by the default invoice template shipped with Excel Invoice Manager installer program. This invoice template is designed specially for consultants, and offered in two formats - a version as a free invoice template that is suitable for freelance or home-based consulting business, and a version that works with Excel Invoice Manager. This template is now added to at Consulting Invoicing Form, as well as our company site Uniform Software Ltd at Consulting Invoice Template, where you can download it for free without a member account.

Here is the screen short of the free invoice template.

consulting invoice template
Consulting Invoice Template (Click to enlarge)

A sample of printed invoice is below.

consulting invoice template - print version
Consulting Invoice Template (Printed version) (Click to enlarge)

Comparatively, here is the sample that works with Excel Invoice Manager. It will produce the same printed invoice as shown above.

consulting invoice template - EIM version
Consulting Invoice Template (EIM version) (Click to enlarge)

The layout and fields

Similar to a general sales invoice template, the invoice form for consulting services details your company information on the top of the template, including company name, address, phone/fax/email, web site, and US federal tax payer ID (business number in Canada, or your Australian business number or Australian company number in Australian). A LOGO image is located on the top-left corner of the invoice form, which you can replace with your own image, or delete it completely.

Two essential fields that could be found on nearly all types of invoice forms are invoice number and invoice date. The invoice number field allows you to enter a serial number with or without prefix string. It must be unique - i.e., must be different from invoice to invoice.

If you have Excel Invoice Manager installed, you can left the field blank and click the "Save To DB" button to have the program generate a unique serial number for you automatically based on the rules you set on the Settings window.

Following the above is the "Bill To" section, where you can fill in your customer information, including customer#, name, address, city, state and zip, country, phone. If you use the free invoice template, all these fields must be entered manually even if the client is a return customer. With Excel Invoice Manager installed, you can click the icon button to choose an existing customer without typing the same information again.

To the right of the "Bill To" section is the section designed specially for consulting service. The fields in this section include "Requisition #", "Machine #", "Work Order #", "P.O. #", "(Payment) Terms". You might think you don't need some of them - it is easy to move or delete the redundant fields by using Excel.

The invoice body section should provide description of goods or services delivered/performed. With this implementation, there are 4 columns - description, quantity, unit price, line total. The quantity and unit price are the columns for calculating line total, you can replace the labels to anything that are more specific to your business, such as hours and hourly rate, or days and daily rate.

The bottom section following the body section summarizes the total amount payable/paid, as well as taxes. There is also empty/unused space under the invoice body, where you can provide additional information for you customer, for example explanation of your payment terms, including to whom you want the check made out, invoice due date, and any penalties for unpaid invoices.

Customizing the consulting invoice template

Since every business is different, you might want to further customize the consulting invoice template for your special needs. This isn't so hard, because you already have all the handy tools provided by Excel. Using the consulting invoice form here as a starting point, you can easily create your own professional looking invoice template.

By default, the invoice worksheet is protected to prevent modifications to the design, layout and formulas of the form. Before you can customize the invoice form, such as entering your own company information or replacing the default LOGO image, it is necessary to unprotect it. To unprotect a worksheet in Excel 2000 ~ 2003, choose Tools from the menu, and then choose Protection / Unprotect Sheet. Note it is recommended that you protect the Invoice worksheet after your customizations, by clicking Excel menu Tools / Protection / Protect Sheet. In Excel 2007 ~ 2010, the same command can be found in the Changes group of the Review ribbon tab.

Replacing the default LOGO image requires you to switch to design mode. In Excel 2007 ~ 2010, you can click the Design Mode button in the Controls group of the Developer tab; in Excel 2000 ~ 2003, click the Design Mode button on the Control Toolbox toolbar. Detailed instructions can be found here. You can also refer to LOGO image and company information for a detailed tutorial.


Click one of the following links to download the consulting invoice template in the format you like.