Professional Invoice Template

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The professional invoice template allows an individual or company to provide a clean receivable that properly itemizes an amount that is owed. The payment terms should also be included and, depending on if it’s a service or product, provide the shipping and billing addresses. For services, the hourly rate and total amount of hours worked should be included. For products, the quantity and price per unit should be calculated.

Payment Options – On the bottom left portion of the invoice, the issuer must list the acceptable forms of payment (check, credit card, PayPal, etc.).

How to Write in Adobe PDF & Microsoft Word

DownloadAdobe PDF or Microsoft Word

1 – Download, Fill Out, And Issue The Template On This Page As Your Professional Invoice

Once you have gathered the information necessary to properly invoice your Client, open the template by clicking either the “Adobe PDF” or “MS Word” buttons. We will assume you will be working with a PDF file on-screen however both of these versions will require the same information.

2 – The Official Name Of The Company Sending This Invoice Is A Required Item

The first field that needs attention contains the label “Company Name” which should be replaced by the full name of your company. Note the difference in font-size between this field and the others. If you are self-employed and do not have an official company, then supply your name to this area. Place your full name on the blank space labeled “Name.” You should satisfy this space even if you do not represent a business entity. The “Street Address” (building number/street/suite number) where you receive official mail should be documented on the next line. Your official “City, State, Country,” and “Zip Code” should then furnished to the last two blank spaces in this section. Finally, give your Client the means to contact you immediately, should this be necessary, by filling in your business “Phone” number and “E-mail” address.

3 – Determine Then Record The Concerned Order’s Invoice Number And Date

If you do not have a filing system, it is strongly recommended that you developed one that includes invoice numbers (a unique reference number that can be attached to this document). The solid bar separating your header information from the rest of this document will contain two areas where you should supply information that will enable you (and your Clients) to identify this document and the contracted work in the future. Record the invoice number just after the words “Invoice #.” You must fill-in the calendar date of this invoice on the space after “Date.”

4 – Outline Who Must Pay For This Invoice And Where Products And/or Services Will Be Provided

The next section will contain two areas (one optional) enabling you to address the recipient of this invoice – your Client. The blank spaces under “Bill To” must be filled out beginning with the full name of your Client documented on the line labeled “Name.”  The address where your Client receives his or her mail will need to be produced on this document. Three empty lines labeled as the components of such an address (“Street Address,” “City, State, Country,” and “Zip Code”) under the “Bill To” heading so that you may adequately present the building number, street name, suite number, city, state, country, and zip code constituting your Client’s business, billing, or mailing address.  The adjacent area, titled “Ship To,” has been included in this section in case your Client has a separate address where shipments are received (such as separate entrance or warehouse loading dock). If so then fill in the receiving party’s name on the first blank line under “Ship To.” If there is no separate entity at this address, then supply the Client’s name to this line.  Next, record the physical address where the Client will receive this shipment using the blank lines labeled “Street Address,” “City, State, Country,” and “Zip Code” under the “Ship To” heading. Make sure this information is an exact match to the address you obtained from your Client.

5 – Itemize The Products Sold To The Client

If your business has sold any physical items to the Client then you must include a record of this using the table labeled “Products.” If the Client has not purchased any merchandise from your business then you may leave this table blank or delete it altogether.

If merchandise was sold then list each product the Client intends to purchase in the “Description” column. The “Quantity” column will allow you to document how many of each item the Client must pay for. The cost of a single unit of each item the Client is purchasing should be documented in the third column of the “Products” table. Now multiply the “Quantity” by the “Unit Cost” on each row then enter the product in the last column. Finally, add every number recorded in the “Amount” column and report the sum in “Total Products.”

6 – Record All Labor Charges Incurred

The section titled “Labor” also contains a table for your use. If you plan on invoicing the Client for any physical services that require a payment, then you should use this table to do so. Begin by referencing the billable hours, days, or contracts that must be paid for using the first column. You will need to also provide the number of “Hours” you spent working on the item reported in the first column. Next, record your “Hourly Rate” to the third column. Each row’s “Hours” must by multiplied by its corresponding figure in the “Hourly Rate” column then presented in the “Amount” column.

Add all the numbers you entered under “Amount” then present it in the grey box (labeled “Total Labor”) at the bottom of the last column.

7 – Finalize This Paperwork With A Summary

The last section here enables you to give the Client a quick-glance summary of the total charges you expect paid. First, locate the four boxes “Subtotal,” “Tax,” “Shipping,” and “Total” then enter the sum of the numbers you entered int “Total Properties” and “Total Labor” in the “Subtotal” box. Fill in the taxes the Client must pay for this purchase in the second box. If any “Shipping” charges apply to this invoice then record them in the third box. The last box “Total” requires you add the numbers entered in “Subtotal,” “Tax,” and “Shipping” then record it in the space provided. Once you have reported the “Total” owed by the Client, it would be wise to give him or her a time-frame that you would deem appropriate for on-time payment. Enter the maximum number of days you will give your Client to pay this invoice once he or she has received it on the blank line between the pound sign and the word “…Days” in the next statement. Lastly, any additional “Comments Or Special Instructions” you wish given to the Client should be furnished on the blank lines after “Comments Or Special Instructions.” Most often, this will be an area where you can name acceptable forms of payment (i.e. check, PayPal, credit card).

How to Write in Microsoft Excel (.xlsx)

DownloadMicrosoft Excel (.xlsx)

1 – The Excel File Displayed On This Page Must Be Accessed

Locate the button labeled as “MS Excel.” Select this button then either open or download this file. It is suggested you save this file to an accessible location on your machine for future use. When you are ready to issue an invoice make sure you have the basic information regarding a job handy so that you may provide accurate information where requested.

2 – Supply The First Few Cells In Column A With Information

Generally, the Recipient of this paperwork (your Client) will want to immediately identify the Sender (you). If your business has a logo then replace the current population of cell A1 with your business’ logo. It is recommended you use a reliable image format such as a .png, .jpg, .tiff, etc. Cell A2 is useful if you represent or own a company. If so, then present the official name of the company in this field. If you do not represent an entity, you may place your own name there or leave it blank. You must furnish your first, middle, and last name to cell A3. If you have a title (i.e. Sr., Dr., etc.) then include this as well. Notice the next four cells (A3, A4, A5, and A6) are all populated with the components that make up an address. This area is reserved so that you can easily present your business or mailing address. Use cell A3 to report you building number, street name, and suite number or your P.O. Box. Cell A5 will call for the city, state, and country used for your business address (or mailing address) entered in it. Produce your zip code to cell A6. In most cases, it is considered standard procedure to supply a valid and up-to-date “E-mail” address and “Phone” number so the Recipient of an invoice may contact the Sender easily. Report your business E-Mail in cell A7 and your current business telephone number in cell A8.

3 – Report Your Reference Information For This Job

The invoice number for the job being billed must be easily identified on this paperwork. Supply this information to cell F4 and its corresponding invoice date to cell H4.

4 – You Client’s Information Should Be Presented Clearly

Notice the tenth row contains two column headings (“Bill To” and “Ship To”). Both these areas refer to the Client. If your Client’s billing address is the same as the shipping address then, you only need to satisfy the “Bill To” column to proceed. Utilize cells A11, A12, A13, and A14 to document the Client business or mailing address by replacing the contents of these cells with the information each names. The next column (“Ship To”) will be structured in a similar fashion however keep in mind that you should enter the name of the Receiving Party the Client names and any loading dock or instructions given by the Client when receiving a shipment. This column needs information only if the Client has submitted a separate shipping address. Use cell E11 to name the receiving party, then supply the Client’s official (and unique) shipping address to this paperwork using cells E12 through E14.

5 – The Job’s Details Should Be Properly Documented

Now, your next task will depend upon the purpose of this invoice. Typically, Clients will be invoiced for “Products” they wish to purchase from the Sender, “Labor” they hired the Sender to engage in on their behalf or both. Thus, two separate tables preformatted have been supplied to this spreadsheet. You may utilize one or both of these tables at your convenience although keep in mind each will contain formulas necessary to perform some automatic calculations on your behalf.

“Products” can be considered physical items the Client has agreed to buy from the originator of this invoice. Therefore each item of stock sold to this Client should be reported in the first column of this table (“Description). You may list individual or bulk wrapped items as they were ordered by the Client in these cells.

In the second column, we will define how many of each product the Client has ordered. Make sure these numbers correspond to the ordered items you supplied to the first column. The third column calls for the “Unit Price” of each ordered stock item. This is the dollar amount one of a certain item costs. As you have entered the numbers in the second and third column here, you may have noticed the last column will automatically generate numbers. You should double check the numbers you have entered and the totals presented for accuracy. The set of cells under the “Labor” heading gives you a place to summarize the services or physical work the Client must pay an hourly rate for. Define the date and time when you worked for the Client in the “Description” column. The number of hours you spent working should be organized and reported by shift or by calendar date in the column under the heading “Hours.” Naturally, to fully define the labor charges on this invoice, record the hourly rate charged to the Client in the “$/Hour” column. The last column will contain the formulas necessary to present the total charges for each shift you listed by automatically multiplying the numbers in column F by the numbers in column G. Additionally, it will present the total for all labor charges in the last cell.

6 – Satisfy The Information Requested In The Last Table

The four-cell table near the bottom right of this paperwork will already have numbers in the “Subtotal” and “Total” field. If you must charge the Client for taxes and/r shipping then produce the “Tax” amount the Client is responsible for in the cells labeled “Tax” (H34) and Shipping” (respectively). Replace the bracketed pound sign after the words “…Due In” to document how many days the Client has to submit payment for this invoice before it is considered delinquent. The next cell, containing the text “…Comments And Special Instructions” will accept any additional information you wish conveyed. For instance, you may only accept payments through a specific web site or by check. If so, place such information in the space after these words.

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