The business invoice template purpose is to bill any individual or company that is owed money for a product delivered or a service performed. In order to make the invoice look professional the business’s logo, name, address, and contact information should be included in the top-left portion of the document. Afterward, the client that is being billed should be entered along with an itemized list of the products and/or services. The business should then mail, e-mail, or fax the invoice and await payment.

Payment Period – 15, 30, 60, or 90 days depending on the agreement between the parties.

Business Invoices – By Type

• Limited Liability Company (LLC)
• Small Business Invoice
• Sole Proprietor

How to Write in Adobe PDF & Microsoft Word

Download: Adobe PDF or Microsoft Word

1 – Download This Document To Send A Business An Invoice

You may download the Invoice template on this page using the button labeled “Adobe PDF” or by clicking on the link with the same label.

2 – The Entity Producing This Paperwork Must Be Should Declared

The Company or Contractor using this document to officially bill a Client for purchased goods or commissioned services has a specific area where the Company Name and Contact Information should be displayed. To being supplying this information use the pdf editor on your machine to replace the words “Company Name” with the Legal Name of the billing entity. Directly below the Company Name you reported, supply the Contact Information where the Recipient may reach the billing Company. Use the first blank line (“Name”) to provide a Company Representative’s Name. The next three lines (“Street Address,” “City, State, Country,” and “Zip Code”) are reserved for the Company Address where the Customer may send a payment. Next, provide the recipient with a method to easily contact the Company with a well maintained “E-Mail” address and up-to-date “Phone” number.

3 – Produce A Unique Reference Number For This Paperwork

The Company’s Reference Number for this document should be furnished to the blank line after “Invoice #.” As a means of further identifying this paperwork, supply to its effective “Date” on the next blank space.

4 – The Customer Responsible For This Invoice Must Be Recorded

Locate the heading “Bill To” and the heading “Ship To” both of these sections refer to the Customer who has agreed to the purchase defined in this paperwork. Furnish the Customer’s “Name” and Legal Address to the blank lines under “Bill To.” Typically, this will be the Customer’s corporate headquarters or billing department. Some business entities receive their freight at a separate location. If the Customer’s shipping address is not the same as its Billing Address, then record it on the blank lines supplied beneath the heading “Ship To.”

5 – Itemize The Products Sold And The Services Provided

It will be important to report precisely what the Customer has purchased whether it is “Products,” “Labor,” or both. Two separate areas have been supplied to allow a report of the transaction to be furnished to the Customer for its records. Each of these areas has been subdivided appropriately so that a clear presentation can be made.

The “Products” section shall contain the columns “Quantity,” “Description,” “Unit Price,” “Amount,” and a box labeled “Total Products.” You may add or delete columns at your discretion, however, it should be noted that the information requested here is considered the minimum to be reported when recording most transactions. If the Customer has bought any of the Company’s Products in this Invoice then document how many of each item along with each one’s cost in the columns “Quantity,” “Description,” and “Unit Price.”Multiply the “Quantity” and “Unit Price” for each Product reported and supply the resulting value in the column “Amount.” Add the “Amount” column and place this number in the “Total Products” box. If the Company has performed any functions or services that the Customer should pay for, then we must focus on the “Labor” section. Here, the basic requirements for requesting a payment for services have been defined across four columns “Hours,” “Description,” $/Hour,” and “Amount” as well as an area to display a total. Define the how many Hours the company worked on a project and the rate per hour using the “Hours,” “Description” and “$/Hour” columns. Next, display the product of the Hours worked and the Hourly Rate in the “Amount” column by multiplying the “Hours” by “$/Hour” for each row. Report the Total of each row’s result in the box “Total Labor.”

6 – Summarize The Terms Of This Invoice

Now it will be time to let the Customer know how much to pay and how much time is given for a payment. Locate the cells “Subtotal,” “Sales Tax,” “Shipping,” and “Total.” Begin by adding the “Total Products” amount and the “Total Labor” amount and recording this number in “Subtotal.” Report the “Sales Tax” and “Shipping” charges the Customer must pay with this Invoice. Add “Subtotal,” “Sales Tax,” and “Shipping” and furnish this number in “Total.” Input the number of days the Customer is given to pay this amount on time on the blank line between “…Within” and “Day” in the statement at the bottom of the page. Correspondence regarding this Invoice may be recorded on the lines labeled “Comments Or Special Instructions.”

How to Write in Microsoft Excel (.xlsx)

Download: Microsoft Excel (.xlsx)

1 – The Excel Business Invoice Can Be Saved To Your Computer Through This Page

You can use the Excel file available on this page to inform a Customer or Client that a payment for Products or Services is required. Select it as a download using the button or links presented. Be prepared to provide several items of information regarding the transaction the Company and Client have engaged in.

2 – Supply The Company’s Information Using The First Few Rows Of The Spreadsheet

The Logo and Legal Company Name of the entity filling out and sending this paperwork should be prominently displayed at the top of this document. An area for this has been reserved with the image and the text “Company Name” on the left-hand side of this page. Replace these items with the Company Logo and the Name of the Company that should be paid for its work. Some entities may not be an official Company. If the user is an Independent Contractor, then his or her Name may be placed here, or this area may be deleted. The Name of a Company Representative (such as an employee in the Accounts Receivable or Billing Dept.) should be presented on the blank line labeled “Name.” This is also the space reserved for an Independent Contractor’s Full Name if it has not been reported above. In addition to the billing entity’s Company and Representative’s Name, its Legal Mailing Address must be displayed in this area. Keep in mind that in most cases this is where the Invoiced Client will send a payment. The Company Address should be split across several blank lines (each labeled) “Street Address,” “City, State, Country,” and “Zip Code.” Standard procedure when billing most transactions will involve informing the Client or Customer of how the Company may be reached on an immediate basis during business hours. Typically, this action will require an up-to-date “Phone” number. Deliver this item to the last labeled cell here.

3 – The Next Rows Require A Report On The Reference Number And The Client

When defining a transaction, most companies will assign a unique Number to the paperwork it generates. In the case of an invoice, this will be the Invoice Number. Supply the Invoice Number to the cell bearing the label “Invoice #” along with the Invoice Date to the cell designated with the word “Date.” 

4 – Discuss The Products And Labor Being Invoiced

The Client’s Billing Information should have been obtained prior to this paperwork. Record the Name of the Client and the Address where this Invoice must be submitted under the bold heading “Bill To.” Make sure to place each component in the appropriately labeled space “Name,” “Street Address,” “City, State, Country,” “Zip Code,” and “Phone/E-Mail.” If Products were shipped to a separate Address as the Billing Address, then report the Address and Contact Information where the freight has been/will be received using the cells under the heading “Ship To.”

5 – Supply Some Documentation Of The Company Products And/or Labor The Client Has Obtained

If the Client’s transaction with the Company involved the purchase of Company Products, then use the “Products” table to document the “Quantity,” “Description,” and “Unit Price” of each Company Product sold on each row using the first three columns. The totals for the Product purchases will appear as the Quantity multiplied by the Unit Price of each described Product in the “Amount” column of the same row along with the full amount that must be paid in the box “Total Products.” The Company using this Invoice to gain payment may also wish to bill for “Labor” done for the Client separately. If so, the “Labor” section may be utilized to report the “Hours,” “Description,” and “$/Hour.”  The total Amount will be produced in each row and the “Total Labor” will automatically be calculated as you work. Additionally, the fields in the area below this table, “Subtotal” and “Total” will automatically display a couple of sums. You will have to calculate the applicable “Sales Tax” to this Invoice then enter this amount in “Sales Tax.” Similarly, any freight charges the Client is responsible for should be recorded in the “Shipping” field. Lastly, any time limit imposed on the Client to pay this Invoice should be reported as a number of days after the Client’s receipt of this paperwork. Place the number of days when a payment of this Invoice is required to be on time on the blank space before the word “Days” in field. If any remarks must be made concerning this Invoice they should be clearly made in the last field requiring information (containing the text “Comments Or Special Instructions”).