How to Create Multiple Invoices from Excel Spreadsheet

In this article, we will learn to create multiple invoices from an Excel spreadsheet. In terms of business, efficient invoicing processes play a crucial role in maintaining financial stability and maintaining a good relationship with clients.

However, manually creating multiple invoices from an Excel spreadsheet can be a time-consuming and error-prone task. In this case, Microsoft Excel along with Microsoft Word provides a great way to create multiple invoices very easily. So without any further delay let’s dive into the article.

Overview of the first invoice from the Excel Spreadsheet

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Create Multiple Invoices from Excel Spreadsheet: Step-by-Step Procedure

Here we will use the spreadsheet to create multiple invoices from the Excel spreadsheet. We can make the spreadsheet by following this article: Create Invoice in Excel with Database

Spreadsheet to create multiple invoices

  • This is the Word file we have made for the invoices to print or make a pdf.

Wordfile for the invoices

Step-01: Use Insert Merge Field Feature in Word to Merge Multiple Invoices from Excel Spreadsheet

  • So first in the Word file go to the Mailings. Select Start Mail Merge >> Normal Word Document.

Starting Mail Merge to create multiple invoices from Excel spreadsheet

  • Then we will need to select recipients. From where we will extract data, which means the Excel sheet. So go to Select Recipients >> Use an Existing List.

Selecting the recipients create multiple invoices

  • Then select the Excel file and click Open.

selecting the excel file

  • Then those options in the invoice will vary such as the Bill Number and Date. So now put the cursor in front of the Invoice number then 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 fill up the date put a cursor before the date and from the Insert Merge Field select Date.

Selecting date from insert merge field

  • Now for the receiver name please follow the steps used before.

Selecting dealer name from insert merge field

  • To fill up the item name in the Items column we will follow the same steps as before.

Selecting items from insert merge field

  • Now to fill up Quantity, Rate, Taxable Amount, Tax, and Total Amount follow the same process described earlier.

Selecting other options from insert merge field

  • Finally, the Word file will look like this.

Overview of the word file

  • We can see a preview of the invoices and how they will look after we export them into a pdf or print it. Click on Preview Results.

Previewing the result of multiple invoices from Excel Spreadsheet

  • By using the slider we can change the invoice numbers. The first invoice will look like the image below. We may cross-check it with the Excel sheet too.

Overview of the first invoice from the Excel Spreadsheet

  • The 4th invoice will look like the image given below.

Overview of the 4th invoice from the Excel Spreadsheet

Step-02: Print Multiple Invoices or Export File as a PDF

Now as we created multiple invoices, it’s time to print them or convert them into a PDF.

Printing Multiple Invoices

  • In order to print multiple invoices go to Finish and Merge then select Print Documents. This will take you to the print window where you can print them.

Printing multiple invoices from Excel Spreadsheet

  • Now to convert and merge them into one PDF, we need to select Finish and Merge>>Edit Individual Documents.

To convert into a pdf choosing Edit Individual documents

  • Then select All and click OK.

Choosing all in merge to new document

  • Then another Word file will open. Here we can see that the new Word file has 9 pages. Each page contains one invoice. So there are 9 invoices in this Word file.

new word file created with multiple invoices

Export File as PDF

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

Exporting word file to pdf

  • The pdf will contain these 9 invoices. That’s how we can create multiple invoices easily.

pdf with multiple invoices

Things to Remember

You may face some issues if merged cells are in your Excel dataset. To avoid those issues, unmerge those cells before merging mail.

Frequently Asked Questions

1. Can I create multiple invoices at once from an Excel spreadsheet?

Yes, you can easily create multiple invoices at once from an Excel Spreadsheet. We have already shown the process in this article.

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

There is no such limit. The number of invoices you can create in Excel using this method depends on the available system memory and processing power.


In this article, we have learned to create multiple invoices in Excel easily. By utilizing Microsoft Excel and Word, we can not only reduce the time spent on manual invoicing but also minimize the risk of errors and ensure accurate financial records. We encourage you to put these methods into practice and explore further ways to customize and optimize your invoicing process. We also encourage you to visit our website to learn more about Excel.

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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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