Creating invoices probably isn’t your favorite part of running a business, but it’s a must. You might be a freelance designer or running a growing business, but a clean and clear invoice will always be needed to get you paid faster and make you look professional.
Here’s when you might think of using a Canva invoice template. Canva saves time and honestly looks way better than a plain Word doc.
But remember, your invoice should still feel like your brand. From the colors to the fonts, all the little details matter. So, instead of just picking any template and quickly filling it out, let’s take a moment to do it right. Let’s walk through the guide!
You might be thinking, do I really need to use Canva just for an invoice? Well, yes. And here’s why. A Canva template helps you make your invoice not just presentable, but actually on-brand and easy to send without needing graphic design skills at all.
So now, let’s look at why it works so well, especially if you want to look professional without spending too much time:
Canva gives you tons of ready-made invoice layouts that already look clean and organized. You don’t need to mess around with formatting from scratch, just choose a layout you like, click, and start typing.
One of the biggest perks of using a Canva template is that your documents can actually look like you. You can upload your logo, use your brand colors, and choose fonts that match your vibe.
If you’ve got Canva Pro, you can even create a Brand Kit and store all your design assets, so every time you make a new invoice, you just click and go.
Here’s the real time-saver. Once you’ve made a Canva invoice template you like, you can reuse it over and over again. Just duplicate the file, update the details, and you’re done in minutes.
You can even make templates for different types of clients or services. Like one for hourly work, one for product sales, and so on. It’s a small trick, but it saves hours over the year.
Because Canva lives in the cloud, you don’t need to carry your laptop everywhere. Need to send an invoice while you’re waiting in line at the post office? Just open the app on your phone and do it right there.
Need to print your invoice or send it via email to clients? Easy. Canva lets you save and export your file as a high-quality PDF, PNG, or JPG depending on how you want to deliver it.
With Canva, you don’t need to be a designer to make your invoice look good. But to get the most out of it, you still need a solid layout, the right structure, and a few thoughtful design choices, like fonts, colors, and spacing.
So next, let’s walk through how to build a smart, simple, and good-looking Canva invoice template:
The first thing you’ll want to do is get the basic layout right, including margins, orientation, typeface, and color themes. Here’s the tips:
This part is all about your business details to tell clients this document is official. At the top of your invoice, make sure to include:
Next up, who is getting this invoice? Same as above, you need to include the invoice’s recipient details, such as:
This step helps you track things and also makes you look organized.
For invoice number, use a system that works for you. Some people use the date plus a two-digit number (e.g., 09212501 for the first invoice sent on Sept 21, 2025). And for invoice date, just put the day you create and send the document.
You need to be clear on when you expect to be paid. Whatever you decide, make it visible because you don’t want clients guessing. Here are some common terms:
Each Canva invoice template usually has a table that breaks things down. You can customize the table to suit your workflow. At a minimum, it should include your item or product (or service) and order quantity, and price.
Your final section might include the subtotal before taxes and discounts, taxes (be clear on the percentage), discounts if applicable, other fees such as shipping, and the grand total must be paid by clients.
You don’t need a long legal text, but do include a few key notes, such as when payment is due, what happens if they pay late (such as an extra charge), accepted payment methods, and refunds or cancellation policies, if any.
A good invoice does more than help you bill clients, as it shows off your professionalism and makes the payment process easier for everyone.
But don’t forget, fonts do matter a lot in any design, including Canva invoice template. Using Canva’s default is fine, but if you want your invoice to feel more like part of your brand, go for custom fonts from HansCo Studio!
