Payment Invoice Templates

The payment invoice is to request a specific payment type for a receivable when goods or services have or will be delivered. Payment for an invoice may be made online, by phone, or through any other way by the owed party. It’s recommended that language is added to the invoice that states if the amount is not paid within a certain time period, such as 15 or 30 days, that penalties or late fees will begin accumulating. If payment is neglected for more than 90 days the invoice will be moved to delinquent status and the owed party should resort to hiring a debt collector which will make a claim on the individual’s credit report.

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Bill To
Line Item

By Type

How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

1 – Save The Payment Invoice To Your Machine

Acquire the invoice paperwork you can use to define payment terms by selecting the “PDF” or “Word” buttons.


2 – Define The Issuing Company

The initial part of this document demands some articles of information that you must provide. Thus, to begin, type in the full and legal name of the Business issuing this invoice in the first field on the page (currently occupied with the text “Company Name”).    Now, the full “Name” of the Company Representative sending this invoice to the Client is required on the first blank line. Produce this “Name” then continue to input the entire mailing address of the Business sending this to its Client on the next three blank space “Street Address,” “City, State, Country,” and “ZIP Code.”          Follow this column to the next two blank spaces (“Phone” then “E-Mail”) then enter the telephone number and email address the Company would wish its Clientele to use when discussing or paying an invoice.   


3 – Identify Both Paperwork And Recipient

Nearly every Client receiving an invoice will expect to also be given the ability to refer to it in the same way the issuing Company locates it in its files. Therefore, you will need to look up the invoice number and “Date” assigned to the transaction or order we are discussing and attach it to this document by recording this information to the lines attached to the “Invoice #” and “Date” text labels respectively.    The Client, who must receive this invoice, will have to be addressed directly using the next section. This area, appropriately titled “Bill To,” serves the function of attaching a defined entity who the Company expects to pay the concerned charges on this paperwork. To positively identify this entity, you will only have to input his, her, or its legal “Name” on the first line under this section title.     The address where the Client will receive this document (if mailed) is also required in this section. Use the three provided spaces to include this address for display by entering it as a “Street Address,” a “City, State, Country,” and a “ZIP Code” (in the order requested.       


4 – Describe The Client Order That Requires Attention

The “Description” and “Amount” table in the next portion of the invoice will have one simple goal: to explain what the Company’s Client ordered or requires and how much the issuing Company expects to be compensated. The first column will, logically, require an adequate account of the Client request or need. Thus, you may feel free to list work shifts, contract references, or products the Company’s Client must pay for here. Notice this table will allow for such a report to be as concise or as detailed as required.          The right-hand section of the table, appropriately titled “Amount,” serves to present how much money is owed. The first box in this column must be furnished with the cost or price for every item or service you report on the left. This can be provided as a line by line presentation in an itemized fashion or may be recorded as one whole sum.      The second box in “Amount” is a summary of what exactly the total cost of everything ordered or required by the Company’s Client furnished in its contents. This will exclude any “Tax” amount since the next box down will require you input the precise dollar amount in taxes that the Company’s Client must pay.          Conclude your entries to this table by adding “Subtotal” to “Tax.” The result is the “Total” and is mandatory in the last box of this column. Double-check your work then enter this as the amount owed by the Company’s Client.         The sentence below this table will need the deadline your Company wishes imposed on the payment expected. The blank line here requires you divide this time period into “Days” then record this number to its contents.                          When you have verified that all the above information is accurate and up-to-date on the Recipient Client’s account and invoice, then you may send this paperwork, however, if you need to deliver accompanying information then attach it to the “Comments Or Special Instructions” section.                               


How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

1 – Gain Access To The Excel Invoice

Use the “Excel (.xlsx)” link above to acquire a payment invoice template in a spreadsheet format. The same file is also available from the caption area “Excel” button near the preview picture.


2 – Report Billing Company Needs Identification

Open the first sheet in the workbook you downloaded. Notice that the first three cells in column A (cell A1, A2, A3) will concern themselves with identifying who exactly is sending the spreadsheet invoice being completed. The first of these has been set to receive the Sending Company’s banner or logo, the second one requires the legal “Company Name,” and the third of these requests the “Name” of the person authorized to send this invoice to gain payment from this document’s Recipient. Produce all this information where it is requested by label in cells A1 through A3.    The mailing address where the Recipient should answer this invoice by mail must also be documented. Cells A4, A5, and A6 must be used for this purpose so satisfy each with the material it asks for using the bracketed labels. This will allow for a separate cell where the “Street Address” is to be displayed, one for the city, state, and Country (cell A5), and a specific cell for the “Zip Code” (A6).    Now, supply some alternate means of contact the Recipient may use to inquire or respond to this invoice. Place the Company “E-Mail” in cell A7 and its current “Phone” number in cell A8       


3 – Fill In The Information Detailing The Company’s Client

The second part of column A that needs material supplied to it begins with cell A10 with the title “Bill To.” As the heading suggests, this is the part of the invoice will you inform one entity that it must pay for this bill. In cell A11, you must deliver this entity’s full “Name” whether it is a business or a person.    Cell A12 is concerned with the “Street Address” where the Recipient or Client receives mail while the next two cells down (A13 and A14) will allow for the completion of this address with its city, its state, its country, and its “ZIP Code.”                   


4 – Submit The Content Explaining The Amount Being Billed


Before we proceed to the invoiced material, we must name this document, an alphanumeric string of digits that will not be used as a filing or reference number for any other document in your files should be assigned to this document then recorded in cell F4.  If desired, you may also customize the invoice “Date in cell H4 with your own preferences.                    A specific area where you can document every service and/or every item that requires payment has been developed and included in the area with the column headings “Description” and “Amount.” Cell A17 (“Description”) is meant for the report on the Company Products Or Services that must be paid for. List each one in this area in a manner the Recipient will be familiar with.            In cell H17, inform the Recipient what is being charged for the content you recorded in the previous cell. This should be a dollar “Amount” that either defines each item reported or is a representative total of each item.                                                 Add every number you entered in the “Amount” box then enter the value you arrive at to cell H18.     Notice that we have not added any taxes to the amount above. In many cases, your governing tax entity will require a percentage of the “Subtotal” added as “Tax.” Consult the books, then enter this amount in cell H19. After you enter the “Tax” amount, add it to your “Subtotal,” and record the result in the next field down (cell H20)                   If the Company wishes to impose a deadline on the invoice payment this can be handled in cell A21 where the number defining how many “Days” define an on-time payment must be entered in place of the hashtag symbol.               If some specific payment instructions are necessary then you may deliver them to the Recipient in cell A22. This field can also be used to include more content defining the order, cite attachments for required paperwork (i.e. warranties), or simply relevant “Comments…”