An Excel template can work well for a small number of straightforward invoices. Invoicing software becomes useful when you want to reuse customer details and keep invoices together. Make the choice around your whole process, including the work that happens after you send the bill.
When is an Excel invoice template a good fit?
If you already know Excel, send only a few simple invoices and maintain your records consistently, a spreadsheet may be a reasonable starting point. You control the layout and formulas. There is no universal invoice count at which a template suddenly becomes the wrong choice.
Give the spreadsheet a repeatable process. Keep a clean template, save a separate copy of each issued invoice and maintain an invoice register. Record the number, customer, date, total and payment status. Check formulas whenever you change the layout or add new rows.
Compare the tasks you repeat on every invoice
This comparison assumes a basic spreadsheet template rather than a custom system with integrations. Excel can do more when you build and maintain it. Invoicing software also varies, so compare actual functions instead of assuming every product handles the same tasks.
The difference often shows up with returning customers. Reusing a saved customer avoids copying an old document just to get the address. An invoice overview also gives you a place to find the bills you created and identify which ones need attention.
| Task | Excel template | Factuur Simpel |
|---|---|---|
| Customer details | Enter or copy details | Select a saved customer |
| Invoice number | Maintain a counter | Next number suggested |
| Document layout | Maintain the template | Use an invoice layout |
| Record payment | Update your own list | Mark the invoice paid |
Keep good records whichever tool you choose
For US federal tax purposes, the IRS allows a recordkeeping system suited to the business that clearly shows income and expenses. Invoices are among the supporting documents used to back up your records. Choosing an app does not remove the need to keep accurate information and supporting documents.
Before sending an invoice, review the customer, work description, quantities, prices, applicable tax treatment and payment details. If you export a PDF, open the final file and check for missing rows or text running off the page. Requirements can differ by jurisdiction and transaction, especially when you invoice internationally.
Look for repeated work, not an arbitrary invoice limit
Do you repeatedly enter the same addresses, search several folders for an invoice or forget to update the payment list? Those are useful signs to reconsider your process. A lower invoice volume with many exceptions can require more administration than a larger volume of simple bills.
Include follow-up work when comparing options. Creating a document, finding it later and recording a payment are all part of invoicing. Software can keep information together, but you still need to review invoice details and keep payment records current.
Compare the subscription with the work it replaces in your own business. Include any relevant integration or provider costs. A trial is a chance to test your routine with real tasks, rather than judging the product only by a polished example invoice.
Run a small, practical comparison
For one week, note the time spent entering customer details, making invoices, finding files and updating payments. Try those same tasks in software using draft documents. Compare the effort and clarity without sending a duplicate bill for work already invoiced.
Move from Excel with a clear starting point
You do not need to issue all your historical invoices again to start using software. Preserve the original documents and maintain a clear list of outstanding balances during the change. This helps prevent an unpaid bill from disappearing between the old and new systems.
- Keep your spreadsheet and original invoices as historical records.
- Record the last invoice number you used and the amounts still outstanding.
- Set up your business details and add customers for your upcoming invoices.
- Review one draft for numbering, layout, customer details, totals and payment instructions.
- Choose a start date for new invoices and decide where you will track payments on older bills.
Frequently asked questions
Is making invoices in Excel free?
It depends on your software license and chosen template. If you already have Excel, the additional software cost may be small. Include the time you spend entering details, checking documents and tracking payments when comparing options.
How many invoices justify using invoicing software?
There is no single threshold. Consider repeat customers, invoice complexity, time spent finding records and payment follow-up. Try your normal workflow in software to see whether it makes those tasks easier.
Do I need to recreate old invoices when switching?
No. Keep the original invoices and a list of unpaid balances. Use a clear numbering setup for new invoices and decide how you will track payments on documents issued before the switch.
Compare the workflow with your own next invoice
Try Factuur Simpel with a familiar customer and project to see how saved details and an invoice overview fit your business.
Free trial. Choose a paid subscription afterward.