Invoice, receipt, profit and loss, quotes, estimates, and inventory tracker templates to streamline your business and present a professional image

A simple yet professional, easy-to-use template can make it so much quicker and easier to do everyday business admin tasks. So, we’ve put together a collection of free admin templates to help you spend less time on admin and more time on income-generating tasks. Each one is available as a Word/Excel, Google Docs/Google Sheets and Pages/Numbers file (where relevant) which you can export as a PDF if needed. And if you’re an Optsy customer, you can set your software up to use these templates — or we can do it for you.

Table of contents

Free estimate template

Because an estimate isn’t legally binding — it’s your educated guess about how much a project will cost — there aren’t any hard and fast rules about what to include in an estimate. However, for the best results, we recommend you include all the following in every estimate you send:

  • A heading that clearly labels the document as an estimate, so everyone clear that it’s not an official quote or a request for payment
  • Your company name and logo, so the document is easily identifiable as being from you and to help improve brand recognition (if you can customize it with your brand fonts and colors, that’s even better)
  • A unique number, so you can track your estimates
  • Contact details for the relevant person in your company, so your prospective customer can easily get in touch with any questions as well as approve the proposed Work
  • The date the estimate was issued and an expiry date or period, so prospects don’t try and argue about a price estimate you gave them five years ago
  • The prospective customer’s contact details, billing details and location details (if relevant), so you can be sure you’ve got all the correct details on file should the job be approved
  • A description of the proposed work and the full standard price for each element, so your prospect can clearly see what costs are associated with their job
  • A subtotal, so your prospect can easily see how much the job is worth
  • Any discounts, if relevant, so your prospect can see how much they’ll save
  • Any taxes or other fees, if relevant, so your prospect doesn’t have to do any manual calculations for those things
  • The total (estimated) amount that will be payable upon completion of the job, so your prospect can easily see the information they need to make a decision about the job
  • Any underlying assumptions, so if something doesn’t go as planned, it’s easy to demonstrate why the actual project price differs from the estimated price
  • Terms and conditions, so all your legal bases are covered and so your prospect knows if they have to pay a deposit or follow any other specific instructions

You may also like to include several options for your prospect to choose from to prevent a lot of back and forth as your prospects try to come up with a proposal that meets their budgets and delivers what they want.

Below are several versions of a very easy-to-use and easy-to-customize estimate template. Download the one that meets your needs (especially the file format that suits your workflow) and customize it to suit your business. Then save a new version every time you create a new estimate and don’t forget to send it to your prospective customer as a PDF, so they can’t easily edit it.

Estimate template Word
Estimate template Excel
Estimate template Google Docs
Estimate template Google Sheets
Estimate template Pages
Estimate template Numbers

Free quote template

Whereas an estimate is an educated guess as to the price of a particular service and therefore the final price may differ, a quote legally binds you to delivering the service for the specified price. As a result, a quote will look a little different to an estimate, though many of the elements will be the same.

For the best results, every quote you send should have the following information:

  • A heading that clearly labels the document as a quotation, so everyone clear that it’s not an estimate or a request for payment
  • Your company name and logo, so the quote is easily identifiable as being from you and to help improve brand recognition (if you can customize it with your brand fonts and colors, that’s even better)
  • A unique number, so you can track your quotes
  • Contact details for the relevant person in your company, so your prospective customer can easily get in touch with any questions as well as approve the proposed Work
  • The date the quote was issued and an expiry date or period, so prospects don’t end up getting a service at the price from three years ago
  • The prospective customer’s contact details, billing details and location details (if relevant), so you can be sure you’ve got all the correct details on file should the job be approved
  • A description of the proposed work and the full standard price for each element, so your prospect can clearly see what costs are associated with their job
  • A subtotal, so your prospect can easily see how much the job is worth
  • Any discounts, if relevant, so your prospect can see how much they’ll save
  • Any taxes or other fees, if relevant, so your prospect doesn’t have to do any manual calculations for those things
  • The total (estimated) amount that will be payable upon completion of the job, so your prospect can easily see the information they need to make a decision about the job
  • Terms and conditions, so all your legal bases are covered and so your prospect knows if they have to pay a deposit or follow any other specific instructions

Below are several versions of a very easy-to-use and easy-to-customize quote template. Download the one that meets your needs (especially the file format that suits your workflow) and customize it to suit your business. Then save a new version every time you create a new quote and don’t forget to send it to your prospective customer as a PDF, so they can’t easily edit it.

Quote template Word
Quote template Excel
Quote template Google Docs
Quote template Google Sheets
Quote template Pages
Quote template Numbers

Free invoice template

In most countries, there are specific rules about what has to be included in an invoice and the rules can vary quite a bit. We’ve pulled together a list of requirements that meet or exceed the minimum requirements in most countries, so they should set you in good stead. However, we strongly recommend you customize our free invoice template and then seek advice from a qualified accountant to ensure it fully meets your legal and tax obligations before you begin using it.

Here’s what most countries require businesses to include on their invoices:

  • A heading that clearly labels the document as an invoice or tax invoice, depending on the purpose you’re using the invoice for. (In many countries, ‘invoice’ is sufficient. If you’re operating in Australia, you must use ‘invoice’ if you’re not registered for GST and ‘tax invoice’ if you are registered for GST.)
  • The date the invoice was issued.
  • The date the invoice is due to be paid.
  • A unique invoice number, which in some countries must be sequential. (Depending on your workflow, you might also include a unique purchase order number.)
  • The name and address of your business and the customer.
  • Your business identifier. E.g. In the US, include your company tax ID. In the EU, you need to provide your VAT number. In Australia, you should include your ABN or ACN if you have one.
  • A description of the completed work and any goods that were included.
  • The date you supplied the goods/services, if it’s not the same as the date of the invoice.
  • The full standard price for each element.
  • A subtotal.
  • Any discounts, if relevant.
  • Any taxes or other fees, if relevant (e.g. sales tax, GST, VAT).
  • Any amounts that have already been paid (e.g. a deposit)
  • The total amount due.
  • The currency that applies to all the amounts listed on the invoice.
  • Terms and conditions.
  • Payment information (directions for how your customer can pay you).
  • To make your invoice more professional, we also recommend including your logo, and using your brand colors and fonts. However, this isn’t a legal requirement.

Below are several versions of a very easy-to-use and easy-to-customize invoice template. We’ve specifically designed this template, so it makes it super easy for your customers to pay you. There’s nothing worse than sending a hard to navigate invoice — you don’t want any barriers standing in the way of you getting paid!

Download the version of the template that meets your needs (especially the file format that suits your workflow) and customize it to suit your business. Then save a new version every time you create a new invoice and don’t forget to send it to your prospective customer as a PDF, so they can’t easily edit it.

Invoice template Word
Invoice template Excel
Invoice template Google Docs
Invoice template Google Sheets
Invoice template Pages
Invoice template Numbers

Free receipt template

A receipt is important as it provides proof of a transaction for your customers. It’s not a legal requirement in all countries but it’s best practice to provide on even if it’s not a legal requirement in your country. Receipts must have information that is similar to that included in an invoice. And when you’re not automating your invoicing and receipting, it’s much easier and quicker to produce both documents when they’re laid out the same way as you can copy the relevant information from the invoice to the receipt. So, the below free receipt templates are designed to match the equivalent invoice templates above.

Here’s what most countries require businesses to include on their receipts:

  • Your business name
  • Your business identifier (company ta ID, VAT number, ABN/ACN etc.)
  • The date you supplied the goods/services
  • A description of the completed work and any goods that were included
  • The amount paid, with a separate line for any tax included in that amount
  • The currency that applies to all the amounts listed on the receipt

In some countries customers can request an itemized bill, which details how the price was calculated, the number of labor hours and the hourly rate (if relevant) and a list of any materials used and the amount charged for each. As a result, it often easier to just include that information on all your receipts as a matter of course.

We also recommend you include the following:

  • A heading that clearly labels the document as a receipt
  • A unique receipt number
  • The address of your business and the customer
  • The full standard price for each element
  • A subtotal
  • Any discounts, if relevant
  • Any amounts that had previously been paid (e.g. a deposit)
  • Warranty information, if relevant
  • Your logo, brand colors and fonts

Below are several versions of a very easy-to-use and easy-to-customize invoice template. We’ve specifically designed this template, so it makes it super easy for your customers to pay you. There’s nothing worse than sending a hard to navigate invoice — you don’t want any barriers standing in the way of you getting paid!

Download the version of the template that meets your needs (especially the file format that suits your workflow) and customize it to suit your business. Then save a new version every time you create a new invoice and don’t forget to send it to your prospective customer as a PDF, so they can’t easily edit it.

Receipt template Word
Receipt template Excel
Receipt template Google Docs
Receipt template Google Sheets
Receipt template Pages
Receipt template Numbers

Free inventory tracker template

Tracking inventory can be a real pain for field services businesses, but a good tracking template can really help. The best ones include the following:

  • Item names, descriptions and ID, where relevant
  • Stock levels
  • Checked-in/checked-out status for tools
  • Supplier details (to make reordering easier)
  • A dashboard that tells you what you’ve got in stock, average usage and alerts you when it’s time to reorder items

Below are several versions of a very easy-to-use and easy-to-customize inventory tracker. Download the one that meets your needs (especially the file format that suits your workflow) and customize it to suit your business. You can print relevant tabs if needed (when ordering more stock, for instance).

Inventory tracker template Excel
Inventory tracker template Google Sheets
Inventory tracker template Numbers

Free profit and loss statement template

A profit and loss statement is incredibly useful as it shows you, at a glance, where you’re making or losing money. This can help you set targets and adjust your prices when needed. We recommend using a profit and loss statement that shows your profits and losses for each month over your financial year.

A profit and loss statement should include:

  • The value of the sales you make
  • The direct costs associated with making sales, such as the cost of any materials and supplies (and staff pay if relevant)
  • The gross profit from your sales (which is the value of sales minus the cost of making those sales)
  • All other expenses grouped by type (e.g. accounting fees, marketing expenses, rent, insurance etc.)
  • Your net profit, or loss (which is the gross profit less all other expenses)

Some businesses like to separate out tax. For instance, many businesses will include totals before and after they’ve paid their government tax. Sole traders sometimes separate out voluntary superannuation contributions.

Below are several versions of a very easy-to-use profit and loss statement template. Download the one that meets your needs and customize it to suit your business.

Profit and loss statement template Excel
Profit and loss statement template Google Sheets
Profit and loss statement template Numbers

These admin templates will save you a ton of time and ensure all your business admin documents are professional. But if you want to save even more time and put most of this stuff on autopilot, you can’t go past field services management (FSM) software that automatically transfers the information from your estimate/quote to your invoice, from your invoice to your receipt, and from your receipt to your profit and loss statement and your accounting program. And when you choose Optsy FSM software, our team will even set up your account with your customized templates if you like, so you can hit the ground running and start saving time and increasing your sales almost immediately.

So, if you’re ready to have a one-on-one chat with one of my team members about everything Optsy can do for you, fill in the form below to schedule a demo at a time that suits you.