Here’s how to create an individual invoice template for your trunking business in Excel:
Steps to Create an Individual Invoice Template in Excel:
1. Setting Up the Excel Template:
A. Open a New Workbook
- Open Excel and create a new workbook.
- Save it as
Trunking_Invoice_Template.xlsx.
B. Set Up the Layout:
1. Header Section:
In the first few rows, include your business information and invoice details. You can set this up in
merged cells for clarity.
| A |
B |
C |
D |
| Your Company Name |
[Your Business Name] |
|
|
| Address |
[Your Business Address] |
|
|
| Phone |
[Your Phone Number] |
|
|
| Email |
[Your Email] |
|
|
|
|
|
|
| Invoice Number |
[Invoice Number (e.g. TRK-001)] |
Invoice Date |
[Invoice Date] |
| Due Date |
[Due Date] |
|
|
| Payment Terms |
[Due in 30 Days] |
|
|
2. Customer Information Section:
This section contains the details of the customer being invoiced.
| A |
B |
C |
D |
| Bill To: |
[Customer Name] |
|
|
| Customer Address |
[Customer Address] |
|
|
| Phone |
[Customer Phone Number] |
|
|
| Email |
[Customer Email] |
|
|
3. Service Details Section:
This section will list the services provided to the customer. Include columns for job details, distance, trips, unit price, and line totals.
| A |
B |
C |
D |
E |
| Date |
Job Description |
Quantity |
Unit Price |
Line Total |
| 01/01/2025 |
Transport from City A to City B |
150 miles |
2.00 |
=C2*D2 |
| 01/02/2025 |
Transport from City B to City C |
200 miles |
2.00 |
=C3*D3 |
| 01/03/2025 |
Transport from City C to City D |
250 miles |
2.00 |
=C4*D4 |
| Total Miles |
|
600 miles |
|
=SUM(E2:E4) |
4. Additional Charges Section:
This section includes any extra charges like fuel surcharges, tolls, or driver hours.
| A |
B |
C |
D |
| Additional Charge |
Quantity |
Unit Price |
Line Total |
| Fuel Surcharge |
1 |
100.00 |
100.00 |
| Tolls (City A to City B) |
1 |
20.00 |
20.00 |
| Driver Hour Charges |
10 hours |
25.00 |
250.00 |
| Total Additional Charges |
|
|
=SUM(D7:D9) |
5. Subtotal, Taxes, and Total Section:
This section calculates the overall cost, applying taxes and displaying the total amount due.
| A |
B |
| Subtotal (Services) |
=E5+E6+E7 (service subtotal) |
| Additional Charges Total |
=D10 |
| Subtotal |
=B2+B3 |
| Taxes (7%) |
=B6*0.07 |
| Total Due |
=B7+B8 |
2. Formula Summary:
- Line Total (for each service):
=C2*D2
- Total Miles:
=SUM(E2:E4)
- Service Subtotal (Services):
=E5+E6+E7
- Additional Charges Total:
=SUM(D7:D9)
- Subtotal (final sum of service + additional charges):
=B2+B3
- Taxes (7%):
=B6*0.07
- Total Due (final amount due including taxes):
=B7+B8
3. Formatting Tips:
- Cell Formatting:
- Format all currency values as currency (right-click cell → Format Cells → Currency).
- You can use bold for the headers and totals to make them stand out.
- Auto-Increment Invoice Numbers:
- Use
=TEXT(ROW()-1, "TRK-000") in the Invoice Number field to auto-increment invoice numbers for each new row.
- Conditional Formatting:
- Use conditional formatting to highlight overdue invoices or unpaid amounts.
4. Saving the Template
Once you have the layout and formulas set up:
- Save the file as
Trunking_Invoice_Template.xlsx.
- You can then create individual invoices for each customer by filling out the date, job description, and client information for each job you complete.
Final Example Layout:
| Your Company Name |
[Your Company Name] |
| Invoice Number |
TRK-001 |
| Invoice Date |
01/01/2025 |
| Due Date |
01/31/2025 |
| Payment Terms |
Due in 30 Days |
|
Bill To: |
[Customer Name] |
|
Customer Address |
[Customer Address] |
|
Customer Phone |
[Customer Phone] |
|
Customer Email |
[Customer Email] |
| Date |
Job Description |
Quantity |
Unit Price |
Line Total |
| 01/01/2025 |
Transport from City A to City B |
150 miles |
2.00 |
300.00 |
| 01/02/2025 |
Transport from City B to City C |
200 miles |
2.00 |
400.00 |
| 01/03/2025 |
Transport from City C to City D |
250 miles |
2.00 |
500.00 |
| Total Miles |
|
600 miles |
|
$1200.00 |
| Additional Charge |
Quantity |
Unit Price |
Line Total |
| Fuel Surcharge |
1 |
100.00 |
100.00 |
| Tolls (City A to City B) |
1 |
20.00 |
20.00 |
| Driver Hour Charges |
10 hours |
25.00 |
250.00 |
| Total Additional Charges |
|
|
$370.00 |
|
Subtotal (Services) |
$1200.00 |
|
Additional Charges |
$370.00 |
|
Subtotal |
$1570.00 |
|
Taxes (7%) |
$109.90 |
|
Total Due |
$1679.90 |
Conclusion:
This individual invoice template in Excel is tailored for a trunking business. It captures key details like the number of miles traveled, service charges, fuel surcharges, and additional costs, automatically calculating the total amount due. This template makes it easy to track individual jobs and ensure accurate billing for each customer.