How to Make an Invoice Spreadsheet in Excel
By Erica Sweeney
Using Microsoft Excel to keep track of invoices is a great way to stay organized. You can make spreadsheets in Excel to track invoices you have sent out and when you are paid for them--or, on the other hand, when you receive invoices and pay them. No matter your reasons for needing an invoice spreadsheet, setting one up in Excel is fast and easy. You will simply need to create and format a few columns and enter your data. And of course, don't forget to save the file. The same process can be used to set up an invoice spreadsheet in either Excel 2003 or Excel 2007.
Open Microsoft Excel. A blank spreadsheet will open, and you will notice that predetermined rows and columns are already set up.
Enter a title at the top of the spreadsheet. Start typing your title into cell A1. Having a clear and specific title for the spreadsheet will help you remember what invoices are on a particular spreadsheet. Perhaps you need separate spreadsheets for invoices received and invoices sent out. Bold the title by clicking on the cell and using the bold tool on the top toolbar.
Set up column headings a few lines down from the title. Begin entering column headings in column A. Some helpful column headings include Invoice Date, Invoice Number, Person or Company being invoiced, Invoice Amount, Date Received, Date Paid and others depending on your exact purpose for the invoice spreadsheet.
Bold and center the column headings. Click on the number to the left of the row where the column headings are entered; the entire row will be selected. Use the tools on the top toolbar to bold and center the column headings.
Enter data into the spreadsheet. Be sure to plug everything into the appropriate column. If you are missing a piece of information, simply leave the cell blank.
Format cells that contain numbers so that all of the numbers in the column look the same. To format cells, highlight all of the cells that have the same types of numbers in them, such as amounts. Then right-click on the highlighted cells and select "Format Cells." In the box that opens up, click on the "Number" tab. Click "Currency" in the "Category" box to format all cells that contain amounts in the same way. Then choose how many decimal places you want to include and click "OK." You can also format dates, ZIP codes, phone numbers and other data. Select these options from the "Category" box--if you don't see something listed there, it is most likely listed under "Special."
Add totals to the spreadsheet. To do this, click in the cell where you want the total to be located. Click on the sigma symbol (it looks sort of like a capital E) on the top toolbar. Click on the first cell to be included in the total, then drag down until the last cell to be included is selected. The cells will be outlined in a moving-dashed box. Press the "Enter" key and the total will be inserted.
Erica Sweeney is a freelance writer and editor based in Little Rock, Ark. She has a master's in journalism from the University of Arkansas at Little Rock. Her work has been published at SaidIt.org, Arkansas Times, Aging Arkansas and Arkansas Business.