Free printable invoice and estimate template

How to use these layouts

Both layouts are plain on purpose. Copy the lines into a word processor or spreadsheet, replace the examples with your own details, and print or export to PDF. Use the same order every time, so customers know where to look for the total.

To make the invoice online instead, open the free invoice generator. Add your lines, see the total as you type and use Download PDF. Nothing you type is stored. The generator makes invoices; for an estimate, use the layout below.

Estimate layout

An estimate is sent before the work and asks the customer to say yes. Keep the scope and the expiry date clear.

Invoice layout

An invoice is sent after the work and asks for payment. It needs its own number and a due date.

What to check before you send

• Names and addresses are right, and the job address is shown if it differs from the billing address.
• Every line has a short description a customer would understand, with quantity and price.
• The total adds up, and any tax is on its own line if it applies to your work. Tax rules differ by place, so check with your tax office or accountant.
• The estimate has an expiry date and the invoice has a due date, written out, not just “Net 14”.
• Estimates and invoices have separate numbers, such as E-210 and 1042, so they never get mixed up.

Writing the scope so it holds up

Most disputes come from a vague scope. Say what is included and what is not, such as “Replace the faucet and two shut-off valves; wall repair not included”. If the price depends on what you find, say it is an estimate and explain what could change it. If it is a fixed price, say that instead.

Keep a short note of any change the customer asks for along the way, with the extra cost, and put it on the invoice as its own line. Trades like contractors and mobile mechanics rely on this for bigger jobs.

Printing versus sending online

A printed page works when you hand it over at the door. For anything else, a PDF by email or a link is quicker, and you keep a copy. Whichever you use, keep every estimate and invoice you send. Rules on how long to keep records differ by place, so ask an accountant.

If you would rather not retype these each time, see pricing or start free to try Paylark. The customer approves an estimate on their phone and it becomes an invoice with the same terms. They pay from a link by card, Apple Pay or bank transfer. For more on the difference between the two, read invoice vs estimate.