Invoice template for Excel and Google Sheets

If you're a freelancer or run a small business, you've probably searched for exactly this: an invoice template that works, that's free, and that's legally compliant. Something to fill in, calculate the VAT, and generate a document you can send.

Here are two. A full template and a simplified version for amounts under €400. Both comply with Spanish invoicing regulations (RD 1619/2012), include every required field, and work in both Excel and Google Sheets.

70 % of Spanish freelancers still invoice manually — using Excel, Word or paper. If you're here looking for a template, you're in the majority.

The templates

Full invoice. Issuer and recipient details with tax ID, line items with quantity and unit price, automatic calculation of taxable base + VAT + income tax withholding + total. Invoice series and sequential numbering. Print-ready or exportable to PDF. If you prefer working in the cloud, upload it to Google Sheets (File → Import).

Download full template (.xlsx)

Simplified invoice. For transactions under €400, per article 7 of RD 1619/2012. Reduced fields: no recipient tax ID or full details required. Useful for retail and consumer sales. Also compatible with Google Sheets.

Download simplified template (.xlsx)

Both include a reminder of the legally required fields: number and series, issue date, issuer name and tax ID, description of the transaction, taxable base, VAT rate and amount, and total. If you're invoicing another business, the recipient's tax ID is also required.

Any invoice you create with these templates can be imported directly into Naia. If you already have your way of invoicing, you don't need to change it — Naia knows how to read it.

What happens after you fill it in

The template solves "how to create an invoice." It doesn't solve "what happens to it afterwards."

Because after filling it in, you still need to export it to PDF, send it to the client, remember that you sent it, check whether payment arrived, match it against your bank account, keep the original for your accountant, and maintain an up-to-date list of issued invoices. The template is the first step. The other six are the ones that never get done.

Creating an invoice takes 10 minutes. Managing that invoice until it gets paid takes weeks.

One step beyond the template

Any invoice you create with these templates — or with any other — can be imported directly into Naia. Forward the Excel or PDF via WhatsApp, and Naia records it, generates a branded PDF, and can send it to your client for you. If the client pays, Naia matches the payment to the invoice. If they don't, she alerts you. Your accountant gets access to everything without having to ask.

You don't need to abandon your template. You need what happens after filling it in to stop depending on you.

The best invoice template isn't the one with the best design. It's the one that doesn't force you to do anything else after filling it in.

A note on Verifactu

Excel templates with tax formulas — automatic VAT calculation, sequential numbering — are classified as "computerized invoicing systems" under Spain's Verifactu regulation. When it takes effect — January 2027 for companies, July 2027 for freelancers — these systems will need to meet certification requirements. Pure manual templates without formulas remain legal — but they have their own limitations.

In the meantime, download whichever one you need. And if you want the invoice to not end up forgotten in a folder, try Naia.