The Sponsorship Invoice Template should be used as a formal request that a Sponsor honor a promise of payment. This can be particularly useful for Contest/Event Managers, Production Companies, Educational Facilities, or other entities (such as nonprofits or charities) who must secure a sponsor payment. Generally, it is recommended to keep a payment request concise and to the point. Therefore, this template will consist of clearly sectioned areas that will act as distinctive easy-to-read displays for the Recipient who is expected to respond with the sponsorship payment. It is worth noting that after producing this invoice, you should make sure a copy of the original sponsorship promise is made available to the Recipient.
How to Write in PDF and MS Word
Download: Adobe PDF & Microsoft Word (.docx)
Step 1 – Download The Sponsor Invoice
The “Word” or “PDF” version of the paperwork needed to formally request payment promised from a Sponsor is available through the appropriately labeled buttons or the links reading “Microsoft Word (.docx)” and “Adobe PDF.” Choose the template format you wish to work with then download it by selecting that button or link.
Step 2 – Identify The Sponsored Party
To properly request the sponsorship fulfillment, you must first introduce the Entity requiring this payment. The Entity that intends to collect sponsor money through this paperwork must be presented in the textbox at the beginning of this page by distributing the full “Company Name.” You may either type over the label occupying this text box or you may delete “Company Name” and replace it with the Sponsor Seeker’s legal “Company Name.”
The “Name” line following the textbox should contain the full “Name” of a Representative of the Sponsor Seeker. Record this “Name” accordingly. The “Street Address” of the Sponsor Seeker and its corresponding “City, State,” and “Country” are required down the next two available spaces. You will need to also record the Sponsor Seeker’s postal code or “Zip Code” for this address. Locate the next blank line in this area then populate its contents with it. The “Phone” line and its complimentary “E-Mail” line indicate the contents of your next two entries. Supply this information accordingly.
Step 3 – Apply The Sponsorship Invoice Information
The shaded bar placed near the top of this page contains two areas of attention. The first is designated with the term “Invoice #.” Simply put, you must record the document number the accounting system of the Sponsor Seeker assigned to this request on this line. 
The calendar “Date” of this request for the sponsored payment is an expected report in the same area. Turn your focus to the right then fill in this document’s first active calendar “Date” on the right-hand side of the page where it is requested.
Step 4 – Name The Sponsor
You must identify the Sponsor required to pay the invoiced amount. This action is expected in the “Bill To” section. Here, under the title and on the line “Name,” you must furnish the Sponsor’s legal “Name.” 
In addition to this entity’s “Name,” the Sponsor’s “Street Address,” “City, State, Country,” and “Zip Code” should be entered on the appropriate lines to complete the “Bill To” section’s requirements.
Step 5 – Define The Sponsorship
The table at the center of this invoice document consists of two columns requesting material that will define the sponsorship and the amounts invoiced. The “Description” portion presents itself as one of the largest items on this page. This will draw the Sponsor’s attention to its contents. Summarize the promise made by the Sponsor to submit a payment in this box. 
Step 6 – List The Sponsor’s Financial Obligation
The full sponsored “Amount” should be listed in the box to the right. If you have listed more than one sponsorship that requires payment, make sure to enter the dollar “Amount” owed for each either separately or as a combined total. Do not factor in any taxes owed.
The next box down, designated as the sponsorship’s “Subtotal,” must represent all dollar amounts you assigned to the sponsorship owed above as one total. Again, if any taxes are owed, do not incorporate them. The “Subtotal” is a report on what is expected by the Sponsored Entity or Invoice Sender alone. It is unlikely that any taxes will be owed if a nonprofit or charity is sending this invoice especially if this payment is meant to cover a canvassing campaign. However, if this is a corporate sponsorship taxes may be required as this will often involve merchandise. For instance, if any products are sold or produced (i.e. a painting or mug from an art event), the state or locality where that production occurred or is being delivered may impose taxes. All taxes that are owed for this sponsorship by the Payer must be recorded in the “Tax” box. Now, the summary of this sponsorship will be presented. This will be a dollar value that combines the “Subtotal” and “Tax.” Add them together then fill in the result to the “Total” box.
Step 7 – You May Impose The Sponsorship Deadline At Will
Notice that while the table above has been completed this paperwork will continue. The two sections beneath the table are optional but it is typically a good idea to incorporate the first statement following the table by entering a number of “Days.” This number will define a period of time after the invoice “Date.” The phrase “Payment Is Due…” will set this as a countdown for the Sponsor to pay on time once you fill in the blank line with the number of “Days” making up this countdown. 
Step 8 – Instructions, Comments, Or Other Information Can Be Included
The Invoice Recipient Or Sponsor may wish to include additional information such as instructions for payment, tax information, or an update to the sponsored event or party. The blank lines following the term “Comments Or Special Instructions”
How to Write in MS Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Acquire The Invoice To Seek Sponsor Payment
You may download and use the “Excel” Sponsor Invoice to formally request that an owed amount is paid to the Sponsored Party or Payee. A button, as well as a link (both displaying the word “Excel”), has been provided on this page to give you access to this paperwork.
Step 2 – Name The Party Being Sponsored
The first part of this spreadsheet occupies the top half of this page. The majority of the information requested will be in column A so we will begin there. Locate then upload the image file containing the Invoice Sender or Sponsor Seeker’s logo to cell A1. 
Cell A2 and cell A3 require you to continue the presentation of the Invoice Sender or Sponsor Seeker’s full “Company Name” then that of the Individual responsible for obtaining the sponsor payment with this document.
The mailing address where inquiries or the sponsor payment will be received is the focus of cell A4 and A5. These two fields will seek out your report on the “Street Address,” “City, State,” and the “Country” of the Sponsor Seeker’s mailing address. The postal code assigned to the address above must replace the “Zip Code” text in ell A6.
Cell A7 and cell A8 will round out this section with a request for the “E-Mail” address used by the Sponsor Seeker (or Invoice Sender) followed by the business telephone number or office “Phone” line used by this entity.
Step 3 – Formally Invoice The Sponsor
This paperwork should be delivered with a means to identify it in one’s filing system. Ideally, a distinct reference or “Invoice #” will be determined and thus available for input in cell F4. This can be a very useful tool when corporate sponsorship is involved since most accounting systems will identify such paperwork by this number and its corresponding date. 
Continue to the next cell (H4) which displays the current “Date” as the sponsorship invoice “Date.” If desired, you may remove the default invoice “Date” from this cell and replace it with a different one.
Step 4 – Directly Address The Sponsor
The Sponsor receiving this invoice will be the entity expected to pay the owed “Amount.” This party must also be named, and we will handle this in cell A11 by inputting the Sponsor’s full name as it appears on the paperwork describing the sponsorship. The “Street Address” of the Sponsor as well as the “City, State,” and “Country” should be reported in cells A12 and A13. Complete the Sponsor’s mailing address with the appropriate postal code. Record this in cell A14.
Step 5 – Provide A Dialogue Regarding The Sponsorship
This invoice will need to display a summarization of the sponsorship funds owed. Cell A17 will be the first cell in a table where this requirement can be dealt with. Use this cell to furnish the specifics of the sponsorship that must be honored such as charity event details, a media event, or the name of an agreement that obligates the Sponsor to pay this invoice. 
Step 6 – Discuss The Sponsor’s Responsibility
Cell H17 (one cell to the right of “Description”) must compliment the report you just provided with a presentation of the sponsorship “Amount.” Fill in the dollar value of the sponsorship that must be paid to this cell excluding any consideration to taxes.
The “Subtotal” of the sponsorship should be represented as well. Furnish the combined total of all sponsor costs reported in the cell above or re-enter the sponsor “Amount” (if a single value) as the contents of cell H19.
All taxes owed that must be paid by the Sponsor for the “Subtotal” should be presented in cell H20. Lastly, produce the result of the “Subtotal” and “Tax” owed for this sponsorship by adding them to one “Total” in cell H20.
Step 7 – Present A Deadline For The Sponsorship Payment
The payment that is expected of the Sponsor should arrive in a timely manner. To facilitate this, inform the Sponsor of the maximum number of “Days” this invoice can remain unpaid but not be marked late. This number will represent a division based on how many days have passed from the invoice date. Any payment submitted within this time period will be on time while any payment submitted past this number of days is considered late. 
Step 8 – Additional Topics May Be Addressed At Will
If this invoice has left any subjects or paperwork unaddressed, then make use of the space provided in cell H21 with the words “Comments Or Special Instructions.” You may insert as many rows as needed to cover the topics specific to the Sponsor or the situation.
