How to Create Professional Looking Invoices in Microsoft Word

How to Create Professional Looking Invoices in Microsoft Word

 

When you send an invoice to a client, you want it to look professional and appealing. In this article, I’ll teach you how to create professional looking invoices in Microsoft Word in 8 easy steps.

How to Create Professional Looking Invoices in Microsoft Word

Microsoft Word offers over 60 Free Invoice Templates. To choose a ready-made invoice template from Word:

  1. Open Microsoft Word
  2. Click on “File” and select “New From Template”
  3. From the sidebar on the left of the popup window, click on “ONLINE TEMPLATES” to expand the list of Online Templates offered by Word
  4. Click on “Invoices” from that list
  5. Choose your preferred design from the templates displayed

 

Create Professional Looking Invoices in Microsoft Word from scratch

  1.  Open a new blank document
  2. Add your company logo
    • Click “Insert”, hover over “Photo”, and select “Picture from File”
    • Resize your logo and position it as desired
  3. Add your company’s name and address
    • Click “Insert” and select “Text Box”
    • Click and drag  on the document to create your text box of the desired size
    • Type in your company name, address, phone number, fax number, email, and web address (optional)
  4. Insert a text box with the Invoice number and Payment Due Date
    • Click “Insert” and select “Text Box”
    • Click and drag to place the text box on the document
    • Type in the Invoice Number and Payment Due Date
  5. Input the name and address of the client you are invoicing
    • Click “Insert” and select “Text Box”
    • Click and drag  on the document to create your text box of the desired size
    • Type in the client’s name, address, phone number, fax number, and email address
  6. Insert a table
    • Click “Insert” and select “Table”
    • This will activate the “Tables Tab” above the document
    • Click on the icon of the table on the left hand side that says “New” underneath it
    • Select the size of the table to be six columns and at least seven rows (add more rows to list more than one item)
    • Type the following headings into the first row: Item, Description, Quantity, Unit Price, Subtotal, and Tax
    • List your item(s)
    • For the last four rows, list Subtotal, Total, Amount Paid, and Remaining Balance
    • You may wish to make the Remaining Balance or Balance Due field bold or another color
  7. Insert a text box with a friendly reminder to pay the balance owed by the due date
    • Click “Insert” and select “Text Box”
    • Draw the text box of the desired size and placement
    • Type in a friendly reminder to pay, such as, “Thank you for your business! Please complete the payment by the payment due date.”
  8. Add a touch of color to your invoice
    • Click “Insert” and select “Shape”
    • Choose a square from the Media popup window
    • Click and drag to draw a rectangle at the bottom of your invoice
    • Click on “Format” and select “Shape”
    • From the window that pops up, you can adjust the color, shadow, glow, and bevel of the rectangle
  9. That’s it, in 8 easy steps, you can create a professional looking invoice with Microsoft Word!

 

How to Save your Professional Looking Invoices in Microsoft Word as a PDF

Now that you’ve created your invoice, it’s best to save it as a PDF file to send to your client. Why is it better to send as a PDF? PDF documents can be opened easily by anyone and can even be viewed in your browser. In addition, a PDF document is secure and prevents the client from altering the invoice.

  1. Click “File” and select “Save As”
  2. From the “Format” drop down menu, choose “PDF”
  3. Click “Save”
  4. It’s that easy! Now you can email the client your professional looking invoice created with Microsoft Word.

 

 

Create Professional Looking Invoices in PayPanther

Not a fan of Microsoft Word? Do you want an even simpler method of creating invoices?

  1. PayPanther automatically converts your invoice to PDF format
  2. Print or email the invoice directly from the PayPanther app
  3. Send automatic payment reminders
  4. Get paid online via PayPal or credit card
  5. There is an automatic pay button on the invoice AND in the email
  6. Track your profit and see how many invoices were paid or unpaid

Now that you’ve learned how to create professional looking invoices in Microsoft Word, learn more about PayPanther’s invoicing features here.

 

 

 

3 replies
  1. tosha
    tosha says:

    this article has been so helpful to me because i couldn’t afford to hire someone to put together an invoice design for me so now that i know how to do it in word, i feel less embarrassed about issuing an invoice to a client.

  2. Reggie
    Reggie says:

    Hi! just wanted to say thank you so much, you’re article helped me out alot, i’ve always had issues with trying to produce professional looking invoices and finally i know how!

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