# Travel invoice template: a free Excel invoice with deposit and balance

> A free Excel invoice for travel agents, DMCs and tour operators: trip reference and travel dates, quantity times price by formula, a tax line at your own rate, deposit paid, balance due and its date, how to pay and your cancellation terms. Notes on every field and the mistakes to avoid.

*Source: https://itravel.cloud/blog/travel-invoice-template · published Nov 1, 2026 · topic: Documents & vouchers*

A travel invoice template needs more than lines and a total. It needs the trip reference and travel dates, a tax line worked out at your own rate, the deposit already paid, the balance and the date it is due, how to pay, and your cancellation terms. The free Excel template below has all of them, with every total worked out by formula.

**Download:** [the Excel template](/downloads/templates/travel-invoice-template.xlsx) · [the PDF to print or preview](/downloads/templates/travel-invoice-template.pdf). The workbook has a blank Invoice sheet and an Example sheet with made-up figures. Nothing of ours is printed on either.

## What the template looks like

| Block | What it holds | Worked out for you |
|---|---|---|
| Header | Your agency name, address, contacts, your tax registration number, "Invoice" | |
| Bill to | The client or partner agency: name, address, tax number, email | |
| The facts | Invoice number, invoice date, trip reference, lead traveller, travel dates, currency | |
| Lines | Twelve lines: number, description, travel date, quantity, unit price, total | Each line total |
| Totals | Subtotal, Tax (your rate), Total, Deposit paid, Balance due, Balance due by | Subtotal, tax, total, balance |
| Payment instructions | Bank, account, codes, other ways to pay | |
| Below | Total in words, cancellation terms, notes | |

The invoice usually follows a quotation the client accepted; the [travel quotation format](/blog/travel-quotation-format) is its free companion, and the lines carry across.

## Field by field

**Invoice number.** One series for invoices only, separate from your vouchers and quotations, with no gaps and no number ever used twice. Your accountant will expect exactly that.

**Invoice date and travel dates.** The invoice date is when you issue it; the travel dates say what it is for. Which of the two dates a sale counts on in your books is your accountant's call, so print both.

**Bill to.** Whoever pays you. For a DMC that is usually the partner agency, not the traveller, and the invoice goes to the agency. The lead traveller still appears in the facts, so the agency can match the invoice to its own booking.

**Lines.** One line per service, or one line for a package, whichever your terms with the client say. Quantity times unit price gives the line total, so a three-night stay is 3 × the nightly price, not a total typed by hand.

**Currency.** One currency per invoice. If parts of one trip are sold in different currencies, issue one invoice per currency rather than a mixed one.

**Deposit paid and balance due.** Type what the client has already paid and the date; the balance works itself out. If they have paid nothing yet, leave it blank. The due date is the one in your payment terms.

**Payment instructions.** Your bank details, the codes an overseas payer needs, and any payment link you use. Ask for the invoice number as the payment reference, as the template already does.

**Total in words.** Some countries expect the amount written in words on an invoice. If yours does not, delete the line.

**Cancellation.** Your terms for this booking, in your words, so the client reads them before paying rather than after cancelling.

## The tax line: what the template does and does not decide

The line is labelled **Tax (your rate)**, and the rate cell is empty. Type your rate as a percentage and the template works out the tax on the subtotal and adds it to the total; leave it empty and the invoice carries no tax.

That covers only the simplest case. Whether tax is added on top or already included in your prices, whether it falls on the whole price or only on your own fee because you sell as an agent, whether a margin scheme means it is not shown at all, and which rates apply: all of that depends on how you trade and where. Settle it with your accountant before the first invoice, then change the line to match: change its label, add a second tax line, or delete it.

## How to fill it in

1. **Make a master once**: your details, tax registration, bank details and usual cancellation wording. Save it as an Excel template (.xltx).
2. **For each invoice, start from the master** and take the next number in your series.
3. **Copy the lines from the accepted quotation**, with the travel date of each service.
4. **Fill in the tax line the way your accountant told you to**, or delete it.
5. **Enter the deposit received**, and the balance due date from your terms.
6. **Save as PDF and send the PDF** to whoever pays. Keep both files with the booking.
7. **When a payment arrives**, send a receipt that quotes the invoice number.

## Corrections: never edit an issued invoice

Once an invoice has gone out, it is a record. If a price changes, the trip changes or the client cancels, issue a credit note that reverses the invoice, quoting its number, then a new invoice under a new number. Editing the old file and sending it again leaves two different papers under one number, one in your books and one in the client's. The same discipline applies to every paper in a trip, as set out in [which travel document does which job](/blog/tour-voucher-hotel-voucher-itinerary).

## Common mistakes

- **Reusing or skipping invoice numbers.**
- **Typing over a formula**, so the total stops following the lines.
- **A tax line nobody checked**, or one that ignores whether you sell as principal or as agent.
- **Billing the traveller when the agency pays**, or the reverse.
- **No due date**, so nobody can say when the balance is late.
- **Sending the workbook.** Send the PDF.
- **Mixing currencies on one invoice.**
- **Losing the link to the trip.** Every invoice should name the trip reference, so a payment can be matched to a booking. What you owe your own suppliers on the same trip is the other half of the picture, covered in [supplier payments for DMCs](/blog/supplier-payables-for-dmcs).

## What iTravel Vouchers does instead

A spreadsheet invoice works until the numbering, the corrections and the receipts are kept by hand across dozens of trips. In iTravel's [travel voucher software](/travel-voucher-software), the invoice is issued from the trip's services in the trip's currency, numbered in its own series per business entity, and frozen: it is never edited, and a correction is a credit note followed by a new invoice. Tax is applied exactly as you set it for that entity: as principal or agent, added on top, included, not itemised under a margin scheme, or none, with one rate or several. You can switch on the amount in words, issue a deposit invoice that the final invoice then deducts, and issue a receipt for every recorded payment; a receipted payment is corrected by a refund, never deleted. Invoices go out by email with the PDF, the invoices list shows what is unpaid, overdue and paid, and a credited invoice shows as cancelled when its QR is checked, as described in [voucher QR verification](/blog/voucher-qr-verification). When invoices grow into month-end work, [what travel agency accounting software must do](/blog/travel-agency-accounting-software) is the next read.

## Before you send the invoice

1. Next number in the invoice series; invoice date filled in.
2. Bill to is whoever pays; trip reference, lead traveller and travel dates match the booking.
3. Every line is quantity times unit price, with its travel date.
4. One currency, written once.
5. The tax line set the way your accountant said, or deleted.
6. Deposit received entered; balance due and its date shown.
7. Payment instructions complete, with the invoice number as the reference.
8. Your cancellation terms for this booking.
9. Total in words, where your country expects it.
10. No square brackets left; saved and sent as a PDF.