Pocket InvoiceThe downloads are XLSX workbooks, not hosted Google Sheets copy links. The file is free without a Pocket Invoice account. A Google account is needed to save your own Drive copy. For longer written scope and terms, use the Google Docs templates.
Open an editable copy in Google Sheets
- Download the estimate or quote workbook.
- Upload it through Google Drive → New → File upload.
- Open the uploaded file with Google Sheets.
- Use File → Save as Google Sheets to create a native Sheets version.
- Replace the sample business, customer, job reference, dates, scope and amounts.
Google’s Excel-to-Sheets guide explains importing and converting files. Review the converted workbook before using it for a customer.
Which cells should you edit?
| Area | What it does | What to enter or preserve |
|---|---|---|
| Item rows 15–20 | C: quantity; D: unit; E: rate; F: taxable; G: amount | Edit the inputs; each amount uses quantity × rate. |
| G22 and G23 | Subtotal and discount | Keep the subtotal formula; enter the discount as a money amount. |
| G24 and G25 | Tax rate and calculated tax | Enter the applicable rate in the percentage cell; keep the calculation only if its method suits the transaction. |
| G26, G27 and G28 | Total, deposit and balance | Total subtracts discount and adds tax; enter the deposit actually received; balance subtracts that deposit. |
The taxable dropdown uses Yes and No. The tax formula matches “Yes”; changing those labels without changing the formula will change the result. Currency labels do not convert exchange rates.
Understand the workbook’s tax method
The tax formula adds amounts marked Yes, subtracts the document discount, limits that result to at least zero, then multiplies by the single tax rate. It does not allocate a discount proportionately between taxable and non-taxable lines, or calculate several tax rates.
For a hypothetical transaction where the whole $300 subtotal is taxable, a $20 discount and 5% tax give $14 tax and a $294 total. A $100 deposit leaves $194. This example demonstrates the formula; it does not prescribe the tax treatment for your business.
Where the discount or tax rules differ, adjust the calculation to the applicable method before issuing the document. Keep a record of the rate and the items to which it applies.
More than six items? Extend the formulas too
The supplied subtotal and tax formulas cover rows 15–20. A new item outside that range will not be included just because it appears on the sheet. Extend the amount formulas and the ranges used by the subtotal and taxable sum, then check a simple known total. Keep the numeric inputs separate from the calculated cells.
Before sharing, use Sheets’ PDF download or print options. Check the print area, page breaks, customer details, units, currency, total and remaining balance in the exported file. Save the editable version with its document number.