By the LessAccounting team
Download a free three-page PDF pack with a service invoice, an hourly invoice and a product invoice. Choose US Letter or A4, print the page you need, and fill in your business details, customer details, work or items supplied, payment terms and amounts. These are blank printable templates for completing by hand. They do not calculate totals, collect payments or automatically update your books.
Download your printable invoice templates
Choose the paper size your printer uses. Both packs contain the same three layouts, with one template per page.
| Template | Page in the pack | Use it for | Line-item fields |
|---|---|---|---|
| Service invoice | 1 | A service call, a completed task or an agreed package of work | Service description, quantity, rate and amount |
| Hourly invoice | 2 | Work billed by time | Work description or service date, hours, hourly rate and amount |
| Product invoice | 3 | Physical items supplied to a customer | Item description, quantity, unit price and amount |
Each layout also includes an invoice number, invoice date, due date, currency, optional job reference, payment instructions, adjustments and balance due. Add any extra information your business, customer or jurisdiction requires.
How to print and complete an invoice
1. Choose a layout and print one page
Open the PDF and select the page you want in your print dialog. For example, print page 2 for an hourly invoice. Choose the matching paper size and check the preview before printing. If your printer clips an edge, use its fit-to-page setting. The download is a printable PDF, rather than an editable Word file or an automatic spreadsheet.
2. Identify your business and customer
Enter the business issuing the invoice and the customer responsible for payment. Include the address and contact details needed to identify both parties. If a customer uses purchase orders or a specific billing contact, add that reference before sending the invoice to them.
Use an invoice number you can find again in your records. A consistent numbering system helps you distinguish a new bill from a reminder or a corrected copy. Avoid creating a second invoice number merely because you are resending the same request for payment.
3. Describe what you supplied
Write a description the customer can recognize. “Three hours of maintenance on November 5” is more useful than “services.” Include an agreed job reference or service date where it helps connect the invoice to the work.
For hourly work, enter the hours and agreed hourly rate. For products, enter the quantity and unit price. For a flat-fee service, you can use a quantity of one and the agreed service price. Keep separately agreed extra work visible rather than hiding it in an unexplained total.
4. Check the amounts and payment terms
Calculate each line amount, add the subtotal and account for any agreed adjustments. Complete the tax fields only as applicable to your business and transaction. These general templates do not determine whether tax applies or which rate to use.
Deduct amounts already paid when calculating the balance due. Enter the currency, the due date and clear payment instructions. Use terms agreed with the customer; downloading a template does not create a new agreement about fees, deadlines or late charges.
5. Give the customer a copy and retain your record
Keep a legible copy of the invoice and note when you delivered it. When a payment arrives, record the amount, date and invoice it relates to. A printed invoice is a request for payment; it does not, by itself, demonstrate that the customer has paid.
For US business records, the IRS identifies invoices as supporting documents used alongside other records to support entries in the books. Its recordkeeping overview explains the role of business records and links to guidance on retention.
Invoice completion checklist
Before handing over or sending an invoice, check:
- The business and customer names are correct.
- The invoice number identifies this bill consistently.
- The invoice date and payment due date are present.
- Descriptions match the work or products the customer agreed to buy.
- Quantities, hours, rates and line amounts agree.
- The currency is clear.
- Tax and any adjustments have been reviewed for this transaction.
- Payments already received have been accounted for.
- The balance due matches your calculation.
- Payment instructions and the relevant job or purchase-order reference are included.
- You have retained a readable copy.
This is a practical completion checklist, not a claim that one invoice format meets every industry or jurisdiction’s requirements.
A simple calculation example
Illustrative arithmetic only; not a customer case study. Suppose an hourly service invoice contains three hours at $80 per hour and a separate agreed service charge of $45. The line amounts are $240 and $45, for a subtotal of $285. If the customer has already paid $100, the remaining balance is $185 before any applicable tax or other adjustments. Confirm those separately for the actual transaction.
The PDF will not perform this calculation for you. Check the arithmetic before giving it to the customer, especially when a deposit, discount or partial payment changes the amount outstanding.
When a printable invoice is useful
A paper template can be practical for occasional invoices or work completed where you want to give the customer a written bill. Keep a copy and enter the transaction into your bookkeeping records afterward.
As the number of customers, invoices or partial payments grows, consider a system that helps you track outstanding balances and reconcile payments. A template provides the document layout; it does not manage accounts receivable, payment reminders or monthly bookkeeping. If invoices have accumulated without a consistent record, our bookkeeping cleanup checklist can help you identify what needs organizing.
Printable invoice questions
Are these templates free?
Yes. The two PDF packs on this page are free resources. Each contains three blank layouts for printing. They are separate from LessAccounting’s paid bookkeeping services.
Can I type into the PDF or have it calculate totals?
These versions are intended for printing and completing by hand. They do not include interactive form fields or formulas. If you need to create and track invoices digitally, use a suitable invoicing application and check its features before relying on it.
Is an invoice the same as a receipt?
An invoice sets out the goods or services billed and the amount requested. A receipt records a payment received. Keep the invoice and the payment record connected so you can distinguish money billed from money collected.
Can I use the template for any country or industry?
Use it as a general starting point. Check the information and tax treatment required for your location, business and transaction. Some customers or industries require additional fields or their own billing format.
How do I print an invoice for a Shopify order?
For an existing Shopify order, follow the order-specific workflow in our guide to printing a Shopify invoice. That is a different task from completing a blank invoice for work performed outside Shopify.
What should I do if an invoice is overdue?
Check the agreed due date, whether the customer received the invoice, and whether a payment has already arrived or a billing question remains unresolved. Our guide to collecting unpaid invoices provides a starting point for organizing follow-up. A printable template does not guarantee payment.
Need help keeping the records behind your invoices organized?
LessAccounting provides monthly bookkeeping services for small businesses. Explore our bookkeeping services, compare current plans and their scope, or book a call to discuss your records and support needs.