Free VAT Invoice Template — PDF, Word & Excel

Download the blank VAT invoice template

Free for personal and commercial use. No signup, no email, no attribution required.

These files were generated on August 20, 2026 from one source configuration, and every format is regenerated together whenever we revise the layout — so the PDF, Word and Excel versions never drift apart.

What's inside this template

• Document title and three header fields: Invoice no., Date issued and Tax point date — the tax point gets its own field because it is not always the day you issued the invoice.
• From (seller — incl. VAT number): a party block for your business name, address and VAT registration number — four ruled lines in the PDF and Word files, three input cells in Excel.
• To (buyer — VAT number if B2B): the same block for the customer, with room for their VAT number on business-to-business sales.
• A “VAT rate(s) applied” field in the PDF and Word versions, so the rate is stated on the face of the invoice rather than left implicit in the totals. In Excel that rate instead lives in its own labeled input cell, because it drives the VAT formula.
• Line-item table with the columns Description, Qty, Unit price and Amount — six blank rows in the PDF, seven in the Word file, ten formula rows in Excel.
• Totals block: Net total, VAT and TOTAL, with the total emphasized (the Excel sheet labels the first of those three lines “Subtotal”).
• Notes area in the PDF and Word versions: two blank lines for payment details, terms, or reverse-charge wording.
• A printed reminder at the foot of all three files: “For intra-EU B2B with a valid buyer VAT number the reverse charge may apply — if so, the invoice must say so.”

In the Excel file the outlined cells are the ones you fill in. Each line's Amount is quantity × unit price, the subtotal sums the amount column, the VAT line applies the rate you type into the VAT rate cell (rounded to two decimals) and the TOTAL adds the two together. That rate cell starts at 0 — no rate is ever pre-filled for you.

Which format should you pick

• PDF — if you print invoices and complete them by hand, or you just want a fixed, unchangeable layout to look at before committing. Nothing to install, nothing to edit.
• Word (DOCX) — if you want to type into the document, drop in your logo and keep a reusable file. It opens in Microsoft Word, Google Docs and LibreOffice Writer.
• Excel (XLSX) — if you want the arithmetic handled. Enter quantities, unit prices and your VAT rate; the line amounts, net, VAT and grand total calculate themselves and recalculate when the file is opened.

When to use a VAT invoice

A VAT (or GST) invoice is the version of an invoice you issue when the sale is taxable and you are registered for the tax. It exists so both sides can account for the tax properly: you record the VAT you charged, and a registered business customer has the document it needs to reclaim it. That is why the layout insists on the seller's VAT number, the rate applied, and a visible split between net and tax.

If you are not registered for VAT or GST, you should not be adding a VAT line at all — a plain invoice is the right document, and you can pick one from the invoice templates hub. On cross-border business-to-business sales the treatment can shift again: under the reverse charge the buyer accounts for the tax instead of you, and the invoice has to say so — which is what the Notes lines on the PDF and Word versions are for.

Which rate applies, when the tax point falls, how invoices must be numbered and what wording is mandatory are all jurisdiction-specific. For the country-by-country detail, read the VAT/GST invoicing guide.

General information, not tax or legal advice. Confirm your obligations with your tax authority or accountant.

Frequently asked questions