A small business invoice is for any type of company or sole proprietor to get paid for goods or services sold. The invoice should include the full details of the transaction including hours worked (hours + rate) and the goods sold (quantity + price).
In addition, any taxes (VAT), shipping charges, and any other fees should be included after the subtotal on the bottom. If discounted, this should be deducted after the subtotal (before taxes, shipping, etc.).
HOW TO WRITE IN PDF OR WORD
Download: Adobe PDF, Microsoft Word (.docx)
Step 1 – Invoice Your Small Business Or Sole Proprietorship Clients With This Template
This site provides Small Businesses or Sole Proprietorships with the invoicing template required to seek Client payments. The “PDF” button or the “Word” buttons on this page may be selected to save the version you prefer working with to your computer.
Step 2 – Introduce Your Company As The Small Business Or Sole Proprietorship Behind This Paperwork
The first task required, once you access your paperwork, will be to introduce the Small Business or Sole Proprietorship requesting the payment. The textbox at the beginning of paperwork must have the “Company Name” label it contains deleted then replaced with the legal business identity the concerned business operates under. 
The full “Name” of the Business Owner, Sole Proprietor, or Employee seeking payment for the Business must be named on the first blank line after the Business or Sole Proprietorship name you supplied. Make note, this must be the first and middle “Name” of this Contact Person or Business Owner. Next, give your Client the mailing address for the Small Business or Sole Proprietorship we named. The “Street Address” line requires the first line in Small Business or Sole Proprietorship’s mailing address and the line below it shall require the appropriate “City, State,” and “Country” in this address. The postal code where the above address is located should be produced on the “Zip Code” line. Two labeled fields (“Phone” and “E-Mail”) will complete this header once you supply their requests for alternate means of communication with the concerned Small Business or Sole Proprietorship by entering Small Business or Sole Proprietorship’s official “Phone” number and “E-mail” address.
Step 3 – Properly Categorize Your Payment Request For The Client
Many would strongly recommend that you fill in the line labeled “Invoice #” be supplied with the reference number or document number defining it as the invoice for the supplies and or labor being billed. 
the line designated with “Date” expects the month, day, and year when this invoice first becomes active.
Step 4 – Document The Client Billing Information Your Company Has On File
The mailing address, as well as the Recipient’s identity, should be produced as the contents in the “Bill To” section. The first line underneath this heading requests the “Name” of the Paying Client while the second, third, and fourth lines call for this Party’s “Street Address,” “City, State, Country,” and “Zip Code” line. 
Step 5 – Indicate If The Products Or Services Were Received At Different Address
In some cases, the Small Business Client or Sole Proprietorship Customer we named in the previous section will need products shipped to a different address rather than that of the billing address. If this Client required delivery to a separate location then, you must locate the “Ship To” section then fill in the “Name” of the Receiver along with the receiving address (“Street Address,” “City, State, Country,” and “Zip Code”) in the spaces provided.
Step 6 – Define All The Merchandise Or Supplies Being Purchased
The first area requiring attention after the Client billing and shipping sections will seek an inventory of the merchandise to be purchased. The “Material” table’s first column calls for a “Description” of the Small Business or Sole Proprietor goods that must be paid for. Each of these physical items must be listed on a different row in this column. 
The number of goods being purchased must be input as the “Quantity” on the same row in the second column. Proceed to the third column, named “Unit Cost,” where a record of the price for one piece or item being purchased should be documented. The last column, “Amount” seeks the product of “Quantity” multiplied by “Unit Cost” furnished as its report. This multiplication should be performed across each row then documented in the last column of that row. The figures that you reported in the final column will require some additional attention. The last box of this column is labeled with the phrase “Total Material” and expects the sum of all the figures you calculated above.
Step 7 – Report On The Billable Sole Proprietorship Hours Requiring Payment
The next table holding the “Service” title seeks a logbook of the billable time the Sole Proprietor or Small Business spent on the job for the concerned Client. The “Description” of this table shall seek the dates (and if appropriate shift times) when the Small Business or Sole Proprietor worked. If the time spent is best summarized by a prior work agreement, then you may record the title of this agreement along with its effective date. 
The “Hours” column that defines the length of time of each work shift or agreement named expects a definition for each row when you reported work occurred. In addition to the dates or contracts when the Small Business or Sole Proprietor worked, the third column requires the “Hourly Rate” earned. Make sure that each row where you recorded a shift or contract title. Complete the “Service” table by multiplying the “Hours” worked with the “Hourly Rate” earned (for every working hour) then furnishing this result as the “Amount” that must be paid for the concerned service. The “Total Service” field at the end of this column seeks to summarize the above amounts by presenting them as a sum. Perform this addition then report the figure you reach as the “Total Service” amount owed.
Step 8 – Summarize The Totals Owed By Your Client
The “Subtotal” field at the beginning of the next table down seeks your report on the “Total Material” that is owed plus the “Total Service” owed. This figure should only be the addition of these two fields. Do not factor in any other figures. 
If the Small Business Client or Sole Proprietorship Customer will benefit from a “Discount” to the “Subtotal” above, then enter the discounted amount in the second field of this area. All taxes (sales, service, and, if applicable, value-added taxes) should be calculated as required by the local tax codes. Add all such figures to one another then produce this sum in the “Tax/VAT” field. If the Small Business or Sole Proprietorship intends to collect the costs for “Shipping” through this invoice, then record the full amount owed to deliver the Client’s products in the field attached to the “Shipping” label. Now the full amount that must be paid to satisfy the invoice for the Small Business or Sole Proprietorship sending it must be calculated then documented in the “Total” field. First, subtract the figure you recorded in “Discount” (if any) from the determined “Subtotal.” Once done, add the discounted “Subtotal” to the values you calculated in the “Tax/VAT” field and the figure reported in “Shipping.” Produce the resulting dollar value in “Total.”
Step 9 – Inform Your Client Of The Intended Deadline
The time period in which the Small Business or Sole Proprietorship will await payment without taking further action should be defined as a number of “Days.” This definition is expected on the blank line in the first sentence beneath the table. Make note that unless indicated in the optional section below, many Clients will consider the first day of this countdown to be that of the Invoice “Date” you attached to the invoice number.
Step 10 – Include Additional Small Business Or Sole Proprietorship Information As Necessary
If the Small Business or Sole Proprietorship wishes to present more topics, this can be accommodated. Produce all such material to the optional “Comments Or Special Instructions as needed. 
HOW TO WRITE IN EXCEL
Download: Microsoft Excel (.xlsx)
Step 1 – Save The Small Business Invoice Template In Excel
The “Microsoft Excel (.xlsx)” link at the beginning of this section allows access to the spreadsheet version of the invoice needed to bill Small Business Clients. The “Excel” button shall also allow for this download to occur.
Step 2 – Introduce The Concerned Small Business
Cell A1 and A2 serve to identify the Small Business seeking payment for its merchandise and/or services. The trademark image or logo the Small Business identifies itself to its Clientele should be furnished to cell A1 then its legal “Company Name” produced in cell A2. The “Insert” menu item in the Excel ribbon will allow you to place the image in cell A1 while cell A2 will allow for its direct entry. 
Continue to cell A3 with the “Name” of either the Small Business Owner or that of the Small Business Representative behind this document. The three cells that follow these names are held for the address where mail to the Small Business should be sent. A different cell has been set to receive the “Street Address” (building/street/suite number), the “city, State, Country,” and the “Zip Code” in the Small Business or Small Company’s mailing address. Follow the labels in cell A4, A5, and A6 to produce this information to its appropriately labeled field. Cell A7 and cell A8 (containing the “E-Mail” and “Phone” labels) allow additional contact options to be presented with the above address. Use these two fields to record the Small Business’s email address and business telephone number.
Step 3 – Formally Deliver This Document’s Referencing Material
Notice a few segments of this invoice request information before you may formally present the amounts of money owed. The first of these is a couple of cells on the right (cells F4 and H4) requiring some definitive information. Cell F4 is reserved for the invoice number assigned to this document. Deliver this filing number by replacing the current text in this cell with it. The “Date” for the Small Business’ invoice being developed will define when it is first applied by the Small Business to its Client. Currently, it will use your desktop’s calendar “Date” but you may remove this content then replace it with the preferred “Date.”
Step 4 – Bill The Small Business Client By Naming This Entity
Cell A11 will be the first field of the next area, titled “Bill To,” by expecting a report on the full “Name” Of the Small Business Client be produced within the field it contains
The mailing address attached to the Client in this document must be the exact address where bills may be sent to him or her. Use cell A12 for the Small Business’ “Street Address” then follow up with the remainder of the mailing address and “Zip Code” in cells A13 and A14 (respectively). 
Step 5 – Indicate Where The Client’s Products Were Shipped
If the Small Business Client required products to be sent to a different mailing address, this shipping address will need to be documented with the billing address. The series of cells in the F column, under the “Ship To,” heading presents the “Name” and address lines needed to identify the Shipment Receiver and the address where the Small Business products were sent and received (as requested by the Client).
Step 6 – Indicate Which Materials Were Ordered By The Small Business Client
We have delivered the content necessary to identify the Parties and this invoice. These reports have led us to the three tables on this sheet that must be used to inform the Small Business Client of the owed amounts and why those amounts must be paid. This invoice will seek to organize this information by classifying what was provided to the Client. For instance, if any supplies, merchandise, or physical items were delivered to the Small Business to satisfy the requirements the Client has placed on payment. If the Client required physical items and the Small Business seeks payment for this then, a list of the products or merchandise must be documented. Do this row-by-row in the first column of the “Material” table starting with cell A18 and working your way down. 
After naming each physical item the Small Business expects the Client to purchase, a record of how many of these items were ordered should be produced. Make sure that each number you enter in the “Quantity” column (F) is on the same row as the concerned product or supply and that it is an accurate count of how many the Client must pay for. The third column is presented to further define this order. Furthermore, it will supply the figure you enter into a formula necessary to present the “Amount” owed to the Small Business Client. Thus, using the appropriate price list, seek out the cost of one unit or piece that was ordered then record this in the G column (“Unit Price”). This value will be multiplied by the “Quantity” to present the “Amount” and “Total Material” cost so make sure to verify how much each item costs since any inaccuracies can create a delay in payment.
Step 7 – Discuss The Labor Provided By the Small Business
Since seeks a separate report defining the “Labor” that must be paid for, a second table has been included (beginning on row 25). The first column of this table will serve a similar function as the one above. Here, the “Description” refers to one of the services provided. Therefore, any contract name or calendar date that accurately defines the service being billed should be produced in this column of the “Labor” table beginning with cell A26. List every work order, contract, or word date on a different row. 
The “Hours” column is the second one in this table and refers to the number of “Hours” worked for the Small Business Client recorded. Begin by defining the number of “Hours” worked for your first report by inputting it in cell F26. If more than one shift was defined work your way down by documenting the “Hours” worked for everyone (shift/contract) reported. An “Hourly Rate” defining precisely how much the Small Business charges for one work hour must also be defined. Column G will accept this definition beginning with cell G26. This dollar value will work in a formula to define the “Amount” owed for each contract or shift listed as well as the “Total Labor” charges.
Step 8 – Dispense The Total Owed To The Small Business
The next table in this invoice is also its final one. Look for this object in the lower right area. The first field here, cell H33 is attached to the “Subtotal.” This will only be the sum of the total owed for the materials and service/labor hours requiring payment. The next three cells down will allow additional adjustments to be made to this value if needed. For example, if the Small Business will give its Client a “Discount,” then this should be recorded for review as a dollar amount in cell H33. 
The next cell down shall require an entry only if taxes must be applied to the amount requested by the Small Business. Thus, if the Small Business must follow its local tax codes to add a sales tax or service tax then perform the necessary calculations then furnish the full amount in taxes to cell H35. It should be noted if a value-added tax should be applied, this cell will accept this report for display as well. Lastly, if the Small Business will charge its Client for the delivery of the goods discussed above then, a “Shipping” charge must be documented. Furnish the dollar amount owed for “Shipping” in cell H36. The past three cells will factor the values you recorded to produce the “Total.” This will function even if one or more of them did not require an entry. It should be noted that many will (rightly) assume the “Total” calculated in cell H37 is the full dollar value the Small Business Client must pay to fulfill the obligation this invoice assigns him or her. It is strongly recommended that you review the entries leading up to this cell before proceeding to finalize this bill.
Step 9 – Attach The Small Business Payment Deadline
Cell A37 serves a statement to this invoice where a predetermined number of “Days” will be documented as the countdown to the first day this invoice is judged late by the issuing Small Business. Assuming the Invoice “Date” as the first day of this countdown, replace the bracketed symbol after the phrase “…Due In” with this number.
Step 10 – Continue This Discussion By Using An Optional Area
This paperwork can be continued after the wording in cell H38. Thus, if the Small Business or Sole Proprietorship intends to communicate any other details to its, place such dialogues, disclosures, warranties, payment instructions, etc. after “Comments Or Special Instructions” in this field.
