Free invoice template 2026: which one to choose and how to use it

A free invoice template is a ready-to-use template, in Excel, Word, or PDF format, that allows you to create a compliant invoice in minutes, without a subscription. However, choosing the right one is crucial: a poorly designed template may omit essential information and risk rejection. This guide compares the different formats and explains how to adapt them to your business to ensure compliance in 2026.

Why use an invoice template

Starting with an invoice template rather than a blank page saves time and reduces the risk of forgetting something. A good template already includes the expected structure: header, contact details, line item table, total amount.

What a compliant invoice template should contain

A template, even a free one, must allow for the inclusion of all the mandatory information on an invoice The file must include: party identity, invoice number, date, description, price, VAT, and payment terms. A poorly designed file requires these fields to be added manually each time it is used.

These details are required by Article 242 nonies A of the French General Tax Code. Forgetting one exposes you to a fine of €15 per missing detail, capped at one-quarter of the invoice amount (Article 1737 of the French General Tax Code): hence the advantage of using a pre-filled template.

Blank template or pre-filled template

A blank form is suitable for a small, newly established business. A pre-filled receipt, with your company information already in place, saves even more time from the second invoice onwards.

How to choose and use your invoice template

It depends mainly on your habits and the volume of invoices to be processed.

Excel, Word, or PDF template: which one to choose?

An Excel spreadsheet allows you to automatically calculate the total and VAT using formulas. A Word file is easier to format for customization. The PDF format is mainly used for the final delivery, once the invoice is completed, as it cannot be modified by the client.

How to customize a template

Add your logo, a color that matches your brand image, and your legal information at the bottom of the page. A well-customized document strengthens customer trust without complicating its use.

Invoice template for self-employed individuals (statement "VAT not applicable, article 293 B of the French General Tax Code")

An invoice for self-employed individuals follows the same rules as a standard invoice, with the statement "VAT not applicable, article 293 B of the French General Tax Code" if you are exempt from VAT. Using a format specifically designed for this status avoids having to add this statement by hand to each invoice.

Examples of invoices depending on your situation

The right document template depends on your business and status. Here are the most common scenarios for choosing the right Excel or Word invoice template.

Example of an invoice for a self-employed individual

A standard invoice template for self-employed individuals remains simple: name, registration number, business description, cost, and the statement "VAT not applicable" if you are exempt. This type of invoice example is also suitable for a newly established service business.

Example of an invoice with VAT

A sample invoice with VAT details each applicable rate, the amount excluding tax, the VAT portion, and the total. Starting with a pre-structured template for this type of invoice avoids calculation errors.

Example of a deposit invoice and a business invoice

A sample down payment invoice shows the total amount already paid and the remaining balance. For more complex business invoices, with multiple services for the same item, use an Excel spreadsheet with several columns for details.

Example of an online invoice

An example of a line item invoice, generated by online retail invoicing software, automatically conforms to the expected PDF format for sending. This is often the starting point for exploring our invoice templates before selecting a final solution.

Download, fill in and save your template

Once the right model has been found, several practical steps remain to be known in order to use it properly on a daily basis.

How to download and fill out a template

To download this document, first select the format that meets your needs (Excel for calculations, Word for formatting). Then, fill out your invoice directly by indicating the customer's name, description, price, and payment terms before saving the file.

Print, send and save

Once completed, you can print your invoice for mailing or export it as a PDF to send to your clients by email. Remember to keep each invoice in a dedicated folder for easy tracking of your payments.

Cancel or modify an invoice

It is not possible to cancel an invoice that has already been issued; a credit note must be created. To modify an invoice before sending it, simply open the file and adjust the relevant entry, ensuring that the total amount remains correct.

When to switch to online invoicing software

An Excel spreadsheet meets the needs of a small business. As soon as the volume of invoices increases, or several people need access, invoicing software becomes more practical for your tracking and organizational needs.

Invoice, quote and electronic billing

A business document isn't limited to the invoice: the quote precedes the agreement. Centralizing quotes, invoices, and credit notes in a single solution eliminates the need to juggle multiple separate files.

Finally, in France, commercial transactions between professionals require that unit prices be clearly indicated, regardless of the format chosen. This obligation remains valid even for small businesses or service activities carried out on a sole proprietorship.

Invoice template with Djaboo

Djaboo replaces the static model with a dynamic one: your company information and legal notices are already in place for each new invoice.

Before/after with Djaboo

before: You download an Excel spreadsheet, add your logo once, then copy the customer information to each new invoice. Next, with Djaboo: The document always remains up to date, the customer selects themselves from a list, and the total including VAT is calculated automatically.

How does it work in practice?

You customize your template only once (logo, color, legal information), and then each new invoice automatically uses this template. See also our guide on how to create an invoice step by step.

Reinsurance

Your data and invoices remain accessible at all times, without risk of loss. The support team can help you adapt the tool to your industry.

Djaboo compared to an Excel or Word template

Description, unit prices and presentation

Each line item on your invoice must contain a clear description, a precise unit price, and a quantity. Specifying these elements from the outset avoids any further exchanges with the client to clarify the order details.

Where to find the correct Word or Excel format

Several official websites and publishers offer ready-to-use Word formats. The most important thing is to verify that the downloaded file complies with the required legal requirements, regardless of where you obtained it.

One last practical point: always keep a copy of your reference document before adapting it for a specific client, so that you can start from scratch for the next service without rebuilding everything.

Word, Excel, PDF or software: which medium to choose?

What a compliant model must contain in 2026

A template is only valid if it complies with regulations. According to the Directorate General for EnterprisesEach missing mandatory information is punishable by a fine of €15.

• Full identity of the seller and the customer (name, address, SIRET number).

• Unique number and date of issue of the document.

• Precise description of each product or service, with quantity and unit price.

• Amount excluding VAT, VAT rate and amount, total including VAT, or mention of exemption where applicable.

• Due date, late payment penalty rate and fixed recovery fee of €40, as stipulated in theArticle L441-10 of the Commercial Code.

A massive need among new freelancers

According to Optigest+ (2026)758,600 micro-enterprises were created in 2025, a record: that many professionals issuing their first invoices, often using a free template found online. The official website Service-Public.fr reminds us of the rules to be followed regardless of the medium chosen.

Anticipating electronic invoicing

The reform of the electronic invoicing will gradually impose structured formats between professionals: a Word or Excel file will no longer suffice for these exchanges. Choosing a compatible tool now avoids having to redo this work in a few months. The public portal France Num, dedicated to the digital transformation of very small and small businesses, also supports this transition with dedicated guides and assistance.

Frequently Asked Questions about the invoice template

How can I find a sample invoice that is suitable for my business? Look for an invoice template already designed for your case: self-employed, service provider, or product seller, depending on your situation.

Can an invoice be cancelled after it has been sent? An invoice that has been sent cannot be cancelled: a credit note must be issued to correct it.

Where can I download a free invoice template? Many websites offer free invoice templates in Excel or Word format; check that they include all the required information before using them.

What format should be used for an invoice template? Excel for automatic calculation, Word for layout, PDF for final delivery to the client.

Does an Excel invoice template automatically calculate VAT? Yes, if the formulas are correctly configured; otherwise, check each amount manually before sending.

How to adapt an invoice template for a self-employed individual? Add the statement "VAT not applicable, article 293 B of the CGI" if you are exempt from VAT.

Do we need a tool rather than just a file? A simple support is sufficient for a small volume; a tool becomes useful as soon as the number of customers increases.