This free invoice software in Excel is a workbook of three linked sheets: a sales log, a customer sheet with credit balances, and a stock sheet that deducts what you sell. You record each item sold on one row and its quantity leaves the Stock sheet, then you pick the invoice number in the Print an invoice tab and the invoice is built from its lines. The workbook is meant for a business in Saudi Arabia that is not registered for VAT.
The example holds five invoices worth SAR 2,626.00: SAR 303.00 in cash and SAR 2,323.00 on credit. After payments, customers still owe SAR 1,823.00, and two items have reached their reorder level.
Free sales and invoice software in Excel: what it covers and who it suits
The workbook answers the three questions a shop owner asks each week: how much was sold, who owes what, and what to reorder. It suits a small retail shop, a wholesaler selling on credit to a handful of customers, and a new business that does not want to pay a subscription before it knows its sales volume.
How the workbook works, from item to invoice
- List your items in the Stock sheet with opening quantity and reorder level, and your customers in the Customers sheet with any opening balance.
- In the Sales log, type the invoice number and date and pick the customer and item from the lists, then enter quantity, unit price and payment method. An invoice with three items takes three rows with the same number.
- Price is entered on each row, so the same item can go at a wholesale price to one customer and a retail price to another: in the abaya example the crepe abaya sold at SAR 180 to a walk-in customer and SAR 150 to Lamsa Store.
- Record what each customer pays in the Paid column, then open Print an invoice, choose the number, and download the invoice template as a PDF to print or in Word to add your logo.
| Sheet | Formula | From the example |
|---|---|---|
| Sales log | Line value = qty × price − discount | Invoice 1001: 600.00 + 70.00 = SAR 670.00 |
| Customers | Balance due = opening + credit sales − paid | Al Ofuq School: 350.00 + 1,368.00 − 350.00 = SAR 1,368.00 |
| Stock | On hand = opening + purchases − sold | A4 paper: 40 + 20 − 17 = 43 cartons |
Limits of free Excel software, and when you need a system
The workbook serves one user on one device. If two staff open it in two branches, each ends up with a copy holding different figures. A file can be corrupted or lose a row without anyone noticing, and every item name is typed by hand, so one wrong letter separates an item's sales from its stock. A spreadsheet does not read barcodes or connect to any authority.
The biggest limit is tax. A tax invoice from a VAT-registered business in Saudi Arabia is issued from a solution that meets ZATCA's e-invoicing rules, and no spreadsheet meets them. Registration is mandatory once taxable supplies pass SAR 375,000 in twelve months and optional from SAR 187,500. When the log's totals approach those figures, or you add a branch or a second till, it is time to move to a system.
Moving from Excel to sales and invoicing software
What you carry into any invoicing software is what this workbook holds: the item list with prices and quantities on hand, and the customer list with balances due. Before the move, standardise item and customer names, check On hand against a physical count, and agree each credit customer's balance. Pick a start date at the beginning of a month and stop using the file on that date so sales are not recorded in two places.
Common mistakes
- Typing a customer name two ways ("Al Nukhba Clinics" and "Nukhba"), which splits the balance. Pick it from the list.
- Using the same invoice number for two customers, which merges them on one printed invoice.
Regulatory notes
The VAT registration thresholds (SAR 375,000 and SAR 187,500) come from the Zakat, Tax and Customs Authority (ZATCA). The VAT column in advanced mode is for internal estimates only, and its rate can be changed; confirm the current rate with ZATCA. A registered business should not use this invoice in place of an e-invoice.
When the sales file reaches its limit
Microtec accounting software brings sales, purchasing, inventory, finance and HR into one system for businesses in Saudi Arabia, and Microtec also offers a POS system for retail.
Frequently asked questions
Is this invoice software really free?
Yes. The tool on the page, the Excel file with its formulas and the blank copy cost nothing and need no account. We ask for your name, email and mobile once before your first download, and results stay visible on the page without it.
Does free Excel invoice software issue an e-invoice?
No. A VAT-registered business must issue its invoices from a compliant e-invoicing solution, and a spreadsheet cannot replace it. This workbook serves an unregistered business with a simple invoice without VAT, and it is useful for learning and review.
How many items and customers can the workbook hold?
The blank copy has 40 item rows, 30 customer rows and 60 sales rows. You can add rows by copying the last one down, and Excel handles a few thousand rows well. Once you have several branches or users, a single file becomes the bottleneck before it fills up.
How do I print an invoice from the sales log?
Open Print an invoice and choose its number; the items, total, customer name and payment method appear. In the example, invoice 1001 comes to SAR 670.00, and you can download it as a PDF or in Word.
Does stock update in the Excel file when I record a sale?
Yes. The Sold column in the Stock sheet is a SUMIF formula that adds up the item's quantities from the Sales log, so on hand changes with every row you add. Enter purchases in their column to keep the figure right.