How to Create Multiple Invoices in an Excel Spreadsheet -2 Steps

This is an overview.

Overview of the first invoice from the Excel Spreadsheet

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Create Invoices in Excel from a Database

Spreadsheet to create multiple invoices

  • Create a Word file to print the invoices in pdf.

Wordfile for the invoices

Step 1 – Use the Merge Field Feature in Word to Merge Multiple Invoices from an Excel Spreadsheet

  • In the Word file, go to Mailings. Select Start Mail Merge >> Normal Word Document.

Starting Mail Merge to create multiple invoices from Excel spreadsheet

  • Go to Select Recipients >> Use an Existing List.

Selecting the recipients create multiple invoices

  • Select the Excel file and click Open.

selecting the excel file

  • Place the cursor in front of the Invoice number and go to Insert Merge Field>> Bill_No. (Bill No is a column heading in the Excel file).

selecting bill no from Insert Merge Field

  • To enter the date place the cursor before the date and in Insert Merge Field, select Date.

Selecting date from insert merge field

  • Follow the same steps to enter the receiver name.

Selecting dealer name from insert merge field

  • Follow the same steps to enter the item name.

Selecting items from insert merge field

  • Apply the same process to enter Quantity, Rate, Taxable Amount, Tax, and Total Amount.

Selecting other options from insert merge field

  • This is the output.

Overview of the word file

  • Click Preview Results.

Previewing the result of multiple invoices from Excel Spreadsheet

  • Use the slider to change the invoice numbers.

Overview of the first invoice from the Excel Spreadsheet

  • This is 4th invoice:

Overview of the 4th invoice from the Excel Spreadsheet

Step 2 – Print Multiple Invoices or Export the File as a PDF


Printing Multiple Invoices

  • Go to Finish and Merge.
  • Select Print Documents.

Printing multiple invoices from Excel Spreadsheet

  • Select Finish and Merge>>Edit Individual Documents.

To convert into a pdf choosing Edit Individual documents

  • Select All and click OK.

Choosing all in merge to new document

  • Another Word file will open. You can see the new Word file has 9 pages. Each page contains one invoice.

new word file created with multiple invoices

Export the File as PDF

  • To export the file as PDF, go to Files and select Export >> Create PDF/XPS.

Exporting word file to pdf

  • The pdf will contain the 9 invoices.

pdf with multiple invoices

Things to Remember

Unmerge cells before merging the mail.

Frequently Asked Questions

1. Is there a limit to the number of invoices I can create in Excel using this method?

There is no such limit.


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Md Sakibul Hasan Nahid
Md Sakibul Hasan Nahid

Md. Sakibul Hasan Nahid, holding a BSc degree in Naval Architecture & Marine Engineering from Bangladesh University of Engineering and Technology, skillfully integrates engineering expertise with a passion for Excel. As an Excel & VBA Content Developer for ExcelDemy, he not only provides solutions to complex issues but also demonstrates an enthusiastic mindset and adeptness in managing critical situations with finesse, showcasing his commitment to excellence. Apart from creating Excel tutorials, he is interested in C++, Python, Microsoft... Read Full Bio

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