How to Generate Invoices from Excel Automatically

Structure your sheet like an invoice

An invoice needs a handful of fields. Give each one a column with a clear header, and the generator will do the rest. Keep one row per invoice — the batch creates one PDF per row.

• client / customer — who is being billed
• invoice_no — your reference (or leave blank for auto-numbering)
• date and due_date — issue and payment dates
• item / description — what was delivered
• quantity and amount — amounts in plain numbers, no currency symbols
• tax_rate — if you use different rates per row, otherwise set it once while generating

Numbering: keep your own or let DocBatch assign

If your accountant requires a strict sequence, keep invoice numbers in the sheet — the generator uses them exactly as written and names the files accordingly. If you just need unique references, leave the column out and the tool assigns INV-0001, INV-0002 and so on in row order.

Totals, currency and tax

Enter amounts as plain numbers (1250.00, not $1,250) so calculations work. The generator computes line totals as quantity × price, adds your tax percentage and prints subtotal, tax and total due in a proper totals block.

Multi-currency: generate per currency in separate batches — the invoice layout is designed for one currency symbol per document, which keeps accounting clean.

Add your brand once

Your company name appears at the top of every invoice in the batch. For a full branded look — logo, colors, bank details — build the design once in your invoicing workflow and use the batch output as the line-item engine, or upload a branded invoice background over the generator.

From batch to sent invoices

The ZIP downloads with one PDF per invoice, each named by invoice number. Before sending to clients, spot-check two things: the tax total on one invoice, and that client names match your records exactly. Then attach and send — or schedule them straight from your email with a short note.

Compliance reminders

Generated invoices are only as accurate as your data. Keep the source spreadsheet as your bookkeeping record, store the generated PDFs with the transaction, and follow your local invoicing rules for sequential numbering and retention periods.