Free Personal Invoice Template — Invoice as an Individual

A blank invoice for a person with no registered business: it starts with "From (your full name)", asks what the invoice is for, has rows for expenses with receipts, a tax row that stays at 0 unless you are registered to charge tax, and a "Pay to" block for your payment details. Download it as a PDF, a Word file or an Excel sheet that adds up the total.

Below: what's inside, how to fill it in, personal invoice, business invoice or receipt and questions individuals ask.

Download the personal invoice template

.pdf PDF One A4 page with six item rows (the last two marked "Expense (receipt attached)") and a Notes block. Print it and fill it in by hand. Download PDF ↓ .docx Word (DOCX) Editable in Microsoft Word, with seven item rows and a Notes block. Type into the table, then save it as a PDF to send. Download Word ↓ .xlsx Excel (XLSX) Ten item rows. AMOUNT and TOTAL DUE calculate automatically; the tax rate cell starts at 0. Download Excel ↓

Free to download. No signup and no email address needed.

Files generated on from one template configuration, so the three files match the field list below. The Word and Excel files were test-opened in Microsoft Word and Microsoft Excel. Each file carries a one-line credit you can delete in Word/Excel; it is fixed in the PDF.

What's inside this template

The form is headed INVOICE on A4. These are its fields, in the order they print, and what to write in each:

Personal invoice template fields and what to write in each
Field What to write
INVOICE (title) The heading is the plain word "INVOICE".
Invoice no. A number you choose, different for every invoice you send (for example 001, 002). See the invoice numbering guide.
Invoice date The date you send the invoice.
Due date The date you expect to be paid.
What this invoice is for (job and date) The job and when you did it, in plain words, for example "Garden clearance at 12 Park Road, 14 September". Two lines in the PDF file, one line in the Word and Excel files.
Pay to (name as on the account) The name on the bank or payment account the money should go to.
Payment method How to pay: for example bank transfer with the account details, or another method you accept.
From (your full name) Your full name, then your address and contact details: four lines in the PDF and Word files, three in Excel.
Bill to The name and address of the person or business paying you: four lines in the PDF and Word files, three in Excel.
DESCRIPTION / QTY / UNIT PRICE / AMOUNT One row per piece of work. AMOUNT is QTY × UNIT PRICE. There are six rows in the PDF, seven in Word and ten in Excel.
Expense (receipt attached) Two rows are pre-labelled for costs you paid on the customer's behalf, such as materials: the last two rows in the PDF and Excel files, rows 5 and 6 of 7 in the Word file. Attach the receipt. Leave them empty if there are none.
Subtotal The sum of the AMOUNT column.
Tax — only if you are registered to charge it Leave it at 0 unless you are registered to charge sales tax, VAT or GST. In the Excel file the rate cell starts at 0.
TOTAL DUE Subtotal plus tax: the amount you are asking to be paid.
Notes Two lines for anything else, such as a thank-you or a reference the customer asked for (PDF and Word only).
Bottom line A printed reminder: "Invoicing as an individual: use your full name, say what the invoice is for, attach receipts for any expenses, and add tax only if you are registered to charge it."

In the Excel file

Type into the outlined cells. AMOUNT is calculated for each row as QTY × UNIT PRICE, Subtotal adds the ten rows, the tax is the subtotal × the rate you type (it starts at 0, rounded to 2 decimals), and TOTAL DUE is Subtotal + Tax. Rows 9 and 10 of the table are pre-labelled "Expense (receipt attached)".

How to fill in a personal invoice, field by field

  • Who you are. Your full name in "From (your full name)", with an address and a phone number or email where the customer can reach you.
  • Who pays. The customer's name and address in "Bill to".
  • What it is for. The job and the date you did it, so the customer can match the invoice to the work.
  • The work. One line per piece of work, with a quantity (hours, days or items) and a unit price.
  • Expenses. Costs you paid for the customer go on the "Expense (receipt attached)" rows, with the receipts attached.
  • Tax. Leave it at 0 unless you are registered to charge it.
  • How to pay you. The name on your account in "Pay to", and the payment method with the details the customer needs.
  • Dates and number. An invoice number, the invoice date and the due date.

The step-by-step walkthrough, with the US and UK points for individuals, is in our guide: How to make a personal invoice (as an individual). For invoice numbers, see the invoice numbering guide.

Personal invoice, blank business invoice or receipt?

Personal invoice (this page)

For an individual asking to be paid for a job: your full name instead of a business name, what the invoice is for, expenses with receipts and a pay-to block.

Blank business invoice

The universal file starts with "From (seller)", for a business or anyone who invoices under a business name. Get it on the blank invoice template page.

Receipt

An invoice asks for payment; a receipt confirms you were paid. See invoice vs receipt and the receipt template.

Invoicing regularly as a freelancer or sole trader? The freelance invoice template and the self-employed invoice guide cover ongoing work.

Frequently asked questions

Should I put my SSN on the invoice?

The template has no field for it. In the United States, a payer who is required to file an information return with the IRS asks for your taxpayer identification number (TIN) on Form W-9, a separate form you give to the payer. Form W-9 (Rev. March 2024) says: "If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN." For how the W-9 and 1099 fit together, see our 1099 invoice guide.

What must a UK sole trader put on an invoice?

GOV.UK says: "If you're a sole trader, the invoice must also include: your name and any business name being used; an address where any legal documents can be delivered to you if you are using a business name". The "From (your full name)" box holds both. The full list is in our sole trader invoice guide.

Can I add tax to a personal invoice?

Only if you are registered to charge it, which is why the tax row starts at 0. In the UK, GOV.UK says: "Only VAT-registered businesses can issue VAT invoices." and "You cannot include VAT on your invoices until you get your VAT registration number, but you can increase your prices to account for the VAT you'll need to pay to HMRC." Elsewhere, check the rules of your own tax authority.

Do I need a business to send an invoice?

You can send an invoice under your own name. Whether you also need to set up a business depends on your country. In the UK, GOV.UK says: "You need to set up a business if you 'trade' in goods or services." GOV.UK's sole trader page adds: "You can start trading straight away without registering. However, you must register for Self Assessment as a sole trader if you earn more than £1,000 in a tax year (from 6 April to 5 April)." See also our guide's answer to "Can you make your own invoice?".

Read more: 1099 invoice guide · Sole trader invoice guide · Can you make your own invoice?

Sources

The quotes on this page come from these official pages, checked on September 25, 2026:

This template is a general business document, not legal, accounting or tax advice. Whether you need to register a business or for tax depends on your country and circumstances. Check with your tax authority or a qualified adviser.