Upfront (Advance) Payment Invoice Template is used when an order for either services or items require a payment submitted before the ordered products are released to the Buyer or the services provided to the Consumer. This type of paperwork will help both parties keep track of what is owed and when. Keep in mind, that it is imperative to the use of this paperwork that the Seller and Buyer are both in agreement of what the advance payment will cover and what will be required afterward.
How to Write in PDF and MS Word
Download: Adobe PDF & Microsoft Word (.docx)
1 – Request An Advance Payment Using This Invoice
The PDF version of this document, as well as the Word version, are both downloadable using the test links or the blue buttons labeled with these file types on this page.
2 – The Payee’s Identity Is A Mandatory Submission
The first part of this invoice will seek the legal identity of its Sender. This is the entity that requires an advance Payment from the Recipient for its services or its products. Its entire name must be placed in the “Company Name” field. 
In addition to the name of the Business sending this paperwork, we must also make sure the Client has the Business Representative’s “Name.” This Business Contact must have his or her “Name” displayed on the first blank line then his or her full address with the Company filled out on the next three labeled lines (“Street Address,” “City, State…,” “ZIP…”). In addition to the mailing address for this entity, the Company requesting advance payment will need to have its telephone number and email address available to the Recipient. Make sure the Client has this information by inputting it to the next two blank lines.
3 – Document The Filing Information For This Paperwork
There will be a definitive section on the page you are working on where you can deliver the “Invoice #” the Company will use to identify the request for this amount. Input this identifier on the blank space to the right of the text label “Invoice #” 
Next, solidify the official “Date” of this request by inputting it on the next blank space.
4 – Formally Request The Payment In Advance From The Customer
The next area that needs your input is titled “Bill To” and will be focused on displaying the identity of the Recipient who is expected to submit an advance payment for the concerned services or products. “Name” this entity on the first blank line here then proceed with a report on the “Street Address” of his or her mailing address followed by the “City, State, Country,” and concluding with the Client’s “ZIP Code” on the next three lines. 
The Recipient will want to know precisely what the advance payment will cover. This will often be done before the production of this document however, it is strongly recommended that you summarize the order or the Company services being paid for in advance using the “Description” box of the table on this page. 
The “Amount” box (of the table we are addressing) will need a price either for every item recorded whether this is done on a line by line basis or as one lump sum. It will really be up to the method the Company and Client expect but, essentially, this should be the “Amount” that will cover the payment for everything you listed in the “Description” box.
All amounts entered above must be added to one sum then input to the box labeled “Subtotal.”
Confirm the total being requested in “Subtotal” and input the dollar amount in taxes that must be assessed in the “Tax” box The previous two numbers (“Subtotal,” “Tax”) should be added with the sum produced in the last box. Notice this box is labeled “Total” and will, therefore, represent the full advance payment amount be3ing requested of the Recipient.
In terms of when a payment should be submitted, a brief but decisive statement has been included below the table. Use the blank space here to inform the Recipient of exactly how many “Days” he or she has to send the requested amount. 
If the Customer or Consumer receiving this document should be given information regarding any subject matter that has not been reported thus far, then you should utilize the blank lines presented after the text label “Comments Or Special Instructions” to deliver the remaining material for this Client.
How to Write in MS Excel
Download: Microsoft Excel (.xlsx)
1 – Request An Advance Payment Using The Spreadsheet On This Page
Download the displayed template to inform a Client that an advance payment is required. Use the “Excel (.xlsx)’ link above to acquire this spreadsheet. Similarly, the blue “Excel” button above will give you access to the same file.
2 – Column A Seeks The Company And The Recipient
Naturally, there should be no question as to the identity of this paperwork’s Sender. Thus, import the Company’s current banner or logo to cell A1 and input its legal name in the next cell down (cell A2). 
The cell below this in column A (cell A3) focuses on the “Name” of the Company Representative sending and handling this paperwork on its behalf. Cell A4, reserved for the “Street Address,” is the first cell where the Company’s mailing address information is necessary. The two cells following this, “City, State, Country” (A5) and “ZIP Code” (A6) need the rest of this address input separately. Cells A7 and A8, bearing the bracketed labels “[E-Mail]” and “[Phone],” require additional means of contact that the Company would expect the Client to use if preferred. Follow column A to cell A10. This cell serves as a header for the “Bill To” section and will call for the “Name” of the Client that must submit an advance payment produced in the next cell down (A11). 
The address lines that make up the Client’s mailing address should be supplied to cells A12 through A14 in place of the current text each contains.
3 – A Concise Invoice Table Requires Input
In most cases, the paperwork making up an invoice will be assigned an identifier such as a filing or reference number. Input this identifier in place of the current contents of cell F4 then verify that the current “Date” should be used as the invoice “Date in cell H4.
4 – Report The Services Or Products The Advance Payment Concerns
The second table requesting your attention will begin with two headers in cell A16 (“Description”) and cell H16 (“Amount”). This requires that you produce a clear “Description” of what the Client must pay to receive in cell A17 and the cost of the required advance payment in cell H17 
Below cell H17, input the total advance payment with no taxes added in cell H18 (designated as “Subtotal”). If taxes must be added to the total then, it is mandatory you report the full amount in taxes to the contents of cell H19 (labeled with the word “Tax”). The “Total” that must be paid in advance should consist of the “Subtotal” and “Tax” values. Add them together then place the sum in H18.
Cell A21 will fulfill a necessary function. It will inform the Client that a countdown (in “…Days”) begins once he or she receives this document. This countdown must be in days and should be defined by entering the appropriate number just before the word “Days” in this cell. 
Cell A22 gives a final area where you can include more information concerning the expected advance payment or any necessary terms/disclosures. Use the area after the word “…Instructions” for this. 
