It is a very used tool. by people registered as Self-Employed and by Small Businesses, in the preparation of invoices. In this way, you can meet the requirements of the Treasury and deliver the documentation to clients.
There are different ways to invoice. One is to choose a layout preset by Excel and the other is to do it manually, for which you will need some secrets.
Because of this, we will present you in the following paragraphs, all the concepts that must be included at least one invoice and the steps you will take to create a manual template.
What are all the elements that an invoice must contain in Microsoft Excel?
The invoices are a declarative instrument that is generated in a private sphere and has a public impact, which represent the sale of goods or the provision of services to a third party that may be a natural or legal person. Therefore, these legal instruments must contain requirements established by the Law.
They are:
- incorporate the name last Name either social denomination of the issuer of the invoice.
- Tax identification number granted by the Spanish Tax Administration of the issuer.
- Home of the invoice holder.
- They must be enumerated with a correlative order starting from number 1, being able to separate them by series.
- They must contain a space to insert the billing date or expedition.
- You must include the recipient of the service or buyer of the goods. Therefore, it should be incorporated name and surname and company name in case of being a legal person.
- NIF number and address of the recipient of the invoice.
- Description of the services provided or of the transfer operationsby way of sale, of the goods.
- net amount of the service made or tax base.
- Modality of tax registration of the receiver of the invoice before the Spanish Tax Administration.
- Incorporate text that refers to legal provisions of Directive 2006/112/EC.
Steps to create a personalized invoice for your business customers in Excel
For create a personalized invoice for clients of your companyYou will have two options to choose from.
Which we will show you below:
with a template
Excel has different template templates which you can use as invoice.
The steps you will have to do are the following:
- Open an Excel spreadsheet and go to the tab “File, Archive”.
- Click the option “New”.
- Write the word in the search bar “invoice”.
- After a few seconds it will appear a list with different models of templates that you can choose
- choose the one you like most.
- will open a new document with downloaded template. You will have to modify the data to adapt it to your needs.
- When you have finished you must click on “Save as” so you can use it at another time.
manually
To create your own invoice manually follow this guide:
- open a document new from MS Excel.
- The first thing you should do is establish the upper part, for this you will have to select 4 columns. Then you will have to write in the first the name of your company, the address and all the other information of your address.
- In the third cellyou will have to write the word Invoice and the number and date.
- Next, you will have to combine the cell A1 with A2 and A3 with A4. To do this you must right click, after you have selected them and choose Cell format. Go to the tab “Alignment” and click on “Adjust text” and then click on the box “Merge cells”.
- You will see that the text was wrapped with a left orientation. Below these 2 cells you will have to select the four columns and combine them to indicate your number of NIF and any other tax information.
- At this point, you’ll need to apply a bottom border to the cell that you made in the previous step. To perform this task, you will have to go to the tab “Start” and, in the group “Font”to choose “Bottom edge”.
- It is the turn to incorporate the customer data. For this, you will have to combine the 4 columns again and write the name, the address, the postal code and the Tax Identification Number. One under the other.
- The same thing you did with the separation of your data, now you must create another line choosing the function “Bottom edge” to separate the invoice.
At this time you will have to create a table to establish the concepts and amounts of each one.
To do this, you will have to follow this guide:
- Without separating from the four columns you have, select the first three and combine them. Then write the word Concept.
- In the column that remained empty, write the term Amount.
- Leave a prudential space so that you can go incorporating different goods or services that you sell.
- the whole column of Amount, select it and right click. then choose “Format cell…” and then click on the tab “Number”.
- Choose the option “Currency”. set to “decimal places” the number 2 and in “Symbol”, the euro. This will mean that every time you put a number in this column it will appear as the amount written in the currency of our country.
- When you have finished, you will have to select the title of Concept and of Amount to the place you have left so that you can write all the goods. Choose “Thick Outer Rim” to delimit the area that will be used for this purpose.
- Then click on the option “Draw Borders” and pass the mouse over each corresponding place to separate these 2 large columns.
- Next, you must insert into this box that you made in the previous step, the references to all the legal regulations of our country.
- under the column Amount apply the formula “ADDITION” and drag it around the sector destined to the numerical values that you have established in the sale. This will give you the total taxable income.
- You must combine column 2 and 3 and write the different concepts. which will be: Tax base, VAT and any other element in which you are reached by the Tax Administration.
- In the Amount column you will have to put the formula of each concept. For example, in the VAT you will have to use the function “PRODUCT” and multiply 0.21 by the total you obtained from the tax base.
- For finalize and write the total of the saleyou will have to add these two amounts.
- If you prefer, you can recombine all four columns and add information about the payment method.
List of the best templates to make personalized invoices that you can download for Excel
If you want to download a template for free and quickly to make personalized invoices, you can choose from the following list:
simple lines
This bill of sale features a simple design in which you can adapt it to meet your needs. Its monochrome colors provide a formal style in which you can easily include your company’s name and logo.
billing statement
It is ideal when you want to send a detail of all invoices that you have issued to a client. In this way you can have control and compare with the accounting of the person to whom you sold and then reach an agreement and make the payment of the documents without any problem.
Invoice Tracking
In case you need to have control over the issued invoices so that the payment dates do not expire, you can use this template. This will help you quickly and easily detect the customer, the amount (whether it is pending or has already been paid) and any other important information.
Commercial invoice
Its modern design will allow you to give your customers an invoice that is very different from the common ones, since its horizontal orientation allows to include the concepts in a clearer way and nice to everyone. You will be able to incorporate the name of your company and other billing information that will help you stand out from the competition.
Proof of Service Bill
Their predominant blue design It will allow you to have an elegant bill with soft tones. You will be able to include a logo of your company and the name as well as all the legal concepts established by the Treasury.
Account statement
It is ideal to send to the client a summary with all the receipts issued, some of which will be canceled and others not. In this way you can see the amounts and billing date, among other data.
Professional Invoice
This template with white, black, red and gray colors They will allow you to have a record of all sales that you do to different clients. It is ideal when you have a company with modern styles, but at the same time formal.
simple design
with this template You can automatically calculate all the sales you make. You will only need to load the price and write the description of the products or services delivered. Its design is simple, so it will help you enter all your own data and that of third parties quickly and without complications.
total bill
It is ideal to deliver to the client physically or virtually, since it calculates the total tax base in a simple way. Therefore, thanks to its design and the functions it provides this template makes it a practical tool for your business.
Services with tax calculation
His name says it all. This template is necessary when you sell products or provide services and you need to include the prices so that it can later calculate the tax base and from that amount the VAT and all other taxes.
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