What this template does

This is a Google Sheets invoice template you can copy to your Drive and start using immediately. It has two tabs: Tab 1: Invoice is the actual invoice layout. Client name, your business info, line items with descriptions and amounts, subtotal, tax, and total. It's formatted to print or export as a clean PDF. Tab 2: Invoice Log tracks every invoice you've sent. Invoice number, client, amount, date sent, due date, status, and payment date. This is where the automation lives. Most free invoice templates online give you a static document. You fill it in, export it, start over next time. This one is different because the log tab turns it into a system: you can see what's outstanding, what's overdue, and what's been paid, all in one place.

How to get it

The template is available as a Google Sheet. Click the link below, then click "Make a copy" to add it to your Drive. You don't need to sign up for anything. [Template link will go here when the product is live]

How to use it

Creating an invoice

Open the Invoice tab. Fill in:

  • Your business name and contact info (top left)
  • Client name and contact info (top right)
  • Invoice number (auto-increments if you use the log tab)
  • Date and due date
  • Line items: description, quantity, unit price
  • Tax rate (if applicable)

The subtotal, tax amount, and total calculate automatically.

Exporting as PDF

Go to File, then Download, then PDF document. Adjust the margins and page size in the print settings dialog. For a cleaner export, hide the gridlines: go to View and uncheck "Gridlines" before exporting. For a more automated approach to PDF generation, see our guide on auto-generating PDFs from Google Sheets. That tutorial shows how to generate and email PDFs from row data with one click.

Tracking invoices

Switch to the Invoice Log tab. Every time you create an invoice, add a row:

  • Invoice number
  • Client name
  • Amount
  • Date sent
  • Due date
  • Status (use the dropdown: Draft, Sent, Paid, Overdue)

The log automatically calculates total invoiced, total paid, total outstanding, and flags overdue invoices.

Adding reminders

The log tab works on its own as a manual tracker. But if you want automatic email reminders when invoices are approaching their due date, you can add a script. This is covered in full detail in our automatic invoice tracker guide. The short version: a script runs daily, checks which invoices are "Sent" with a due date in the next 3 days, and emails a friendly reminder to the client.

Adding PDF generation

Instead of manually exporting each invoice as a PDF, you can use Apps Script to generate a PDF automatically from each row in the log. This uses a Google Doc template with placeholder tags that get replaced with your invoice data. See the full tutorial on generating PDFs from Google Sheets for the complete setup.

Customizing the template

Change the layout. The invoice tab is just formatted cells. Move things around, add your logo (Insert, Image, Image in cell), change fonts and colors. Add columns to the log. If you need to track payment method, project name, or purchase order numbers, add columns to the log tab. The dashboard formulas at the top reference the Status column, so they'll keep working as long as you don't move column G. Change the tax rate. The tax calculation references a single cell. Update that cell to change the rate globally. If you don't charge tax, set it to 0 or delete the tax row. Change the currency. Format the amount cells with your local currency symbol. Go to Format, Number, Custom currency.

Why this works better than most invoice templates

Most Google Sheets invoice templates are just a single formatted tab. You fill it in, export it, then change the numbers for the next client. There's no history, no tracking, no way to see what's outstanding. This template has the log tab, which means you always know how many invoices are out there, how much is outstanding, and which ones are overdue. And because it's a Google Sheet (not a PDF or a Doc), you can layer in automation later without switching tools.