Quote and Invoice Generator Spreadsheet

About this template

This quote and invoice generator is for self employed tradespeople and contractors who price jobs before they do them. The quote you send and the invoice you raise are the same document in the same register, so when a customer says yes, nothing has to be typed again.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

From quote to invoice in one register

A quote is an invoice that has not been agreed yet. Each job moves through six statuses, from quote sent to paid, on the Invoices tab. The Invoice tab lays out the document itself and the Line Items tab holds the lines that go on it, so the estimate template and the final bill share one source.

Categories for a trade business

The ledger behind it opens on lines a contractor really uses, not product sales and service income.

• Income lines: Quoted jobs, Variations, Small works and Maintenance contracts
• Expense lines: Materials, Subcontractors, Tools and equipment, and Waste disposal, and more
• Mileage reasons: quote visit, site, merchant and tip, chosen from a drop-down

Fourteen connected tabs

Start Here, Setup, Clients, Invoices, Line Items, Invoice, Income, Expenses, Mileage, Monthly, Quarterly, Profit and Loss, Balances and Dashboard.

• 500 income rows and 500 expense rows
• An invoice tracker showing what is raised, sent, paid and overdue
• Mileage with your own reasons and the year totaled
• Monthly and quarterly totals, which is how tax gets filed
• A profit and loss built from the same two lists
• 10 client records showing what each has been worth
• Account balances and a dashboard that reads all of it

A filled example year

The worked copy holds 318 income entries and 406 expense entries at a 26.6% margin, so you can see quotes, invoices and the ledger working together. The blank copy is ready for your own jobs, and the Start Here tab walks you through setup in a few minutes.

This is a bookkeeping spreadsheet, not an accountant. Tax rates and what you can claim are yours to set and yours to check.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• Two Excel workbooks: the filled example and a blank one
• The instruction guide, with one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready the moment payment clears, for personal and business use on your own devices. Please do not share or resell them. Questions? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel and Google Sheets?

Yes. The Excel workbooks run on Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

Do I have to retype a quote when it becomes an invoice?

No. The quote and the invoice are the same document in the same register. You change its status as the job moves from quote sent to paid.

How do I see which invoices are overdue?

The Invoices tab shows every document's status, including sent, paid and overdue.

Can I record variations to a job?

Yes. Variations is its own income line next to Quoted jobs, Small works and Maintenance contracts.

Will it calculate my tax?

No. It gives monthly and quarterly totals and a profit and loss. Tax rates and what you can claim are yours to set and check.