The bid invoice template is to provide any type of estimate, like a proforma, for expected costs in the future for an intended project. In cases of a Request for Proposal (RFP), a business or government entity may request the public to provide bids in a detailed format with costs attributed to labor, goods, and any other itemized items. The purpose of the invoice is to provide an estimate to a requesting party in the hope of getting the contract for the project.

How to Write in Adobe PDF & Microsoft Word

Download: Adobe PDF or Microsoft Word

1 – Download The Bid Invoice Or Proforma Template Using This Page

The PDF accessible through the button or links on this page can be used as a Proforma or Bid Invoice. Download it at your discretion then open it with your PDF editing software.

2 – Place Your Information In The Correct Areas

The top left-hand corner of this page will have a space reserved for your Company Name or Logo. Replace the phrase “Company Name” with your Company’s Legal Name. The first set of lines following your Company Logo will be labeled as “Name,” “Street Address,” “City, State, Country,” and “Zip Code.” Supply the Name and Mailing Address of the Company submitting this Bid Invoice/Pro-Forma. It is generally common practice when submitting a bid to make sure the Recipient has a reliable method of contact for the Bidder. Furnish a well-maintained E-Mail Address and Telephone Number where the Bidder can be reached on the labeled lines “E-Mail” and “Telephone.”

3 – This Document Should Be Clearly Defined

It is important to make sure the potential Client knows what type of document he or she is viewing. Therefore, locate the word “Invoice” at the top right-hand corner of this page. Replace this with either the words “Bidding Invoice” or “Proforma” as the situation requires. This document must have a way of referring to it easily. This can be done by assigning it a Bidding Invoice or Pro-Forma Number and documenting its date of execution. Provide this information to the blank lines “Invoice #” and “Date” in the darkened bar just below the Bidder’s information.

4 – Present The Potential Client’s Information

The Client being addressed should be solidified in writing on this paperwork. We will need to report both the potential Client’s Billing Address and, if different, Shipping Address. Typically, the Billing Address will be the Recipient of this Bid Invoice/Pro-Forma. Enter the Name, Street Address, City, State, Country, and Zip Code of the Client on the blank lines labeled “Name,” “Street Address,” “City, State, Country,” and “Zip Code” under the words “Bill To.” If the potential Client has indicated that a separate Shipping Address is used for receiving products, then record the Name and Address of its Shipping Address using the blank lines under the words “Ship To.” You may leave this blank or delete it if the potential Client does not have a separate Shipping Address.

5 – The Proposed Project Should Be Broken Down By Price

The “Products” and “Labor” the Bidder wishes to provide the potential Client. You can use the “Description,” “Quantity,” “Unit Price,” and “Amount” to define what Products you hope to sell to the Client. Remember to add the values in the last column and display the sum in the box labeled “Total Products.” If this Bid or Proforma concerns any services that will be provided to the Client then, describe them in the “Labor” section. You may report these services by task, project, or shift in the “Description” column then supply the proposed number of “Hours” the job will take along with the “Hourly Rate.” The total “Amount” of labor required for each project should be listed in the third column. Make sure to add the total Amount to be paid for Labor in the “Total Labor” box. Now, we will focus on the last table in this document. Locate it at the bottom right-hand corner of this page. To begin, add the “Total Products” and “Total Labor” boxes and present this sum as the “Subtotal.” Next, apply any Taxes that should be applied to the estimated “Subtotal” by reporting them in the box labeled “Tax.” If there are any freight charges for the delivery of the Products defined above, report this in the box labeled “Shipping.” Finally present the total sum for this Bid Invoice by adding the “Subtotal,” “Tax,” and “Shipping” boxes then reporting the Total Amount for this estimate in the “Total” box.

6 – Document The Proposed Terms And Deliver Any Relevant Comments

While this is a Bid Invoice or Proforma, it would be considered wise to let the Client know how long they will have to pay for the job after the receipt of this paperwork. If such a time frame has been assigned to this bid, then supply the number of days the potential Client will have to pay the “Total” amount on the blank line after the words “Within #…” Finally, any additional Comments or Instructions that should be given to the potential Client regarding the proposed job(s) may be delivered using the blank lines at the bottom of the page.

How to Write in Microsoft Excel (.xlsx)

Download: Microsoft Excel (.xlsx)

1 – The Bid Invoice/Pro-Forma On This Page Can Be Downloaded As An Excel File

Develop a Pro-Forma or Bidding Invoice with the Excel Template Form on this page by first selecting the MS Excel button (or link) presented here then opening it with your compatible spreadsheet program.

2 – The First Order Of Business Is To Present The Bidder And Bidding Invoice Information

The first two cells of this spreadsheet (Column A, Rows 1 and 2) have been reserved so the Bidder’s Company Logo and Name. Replace the contents of these cells with these requested items. If this Bidding Invoice is being generated by an individual, then delete the contents of these cells. Next, the Name and Address of the Bidding entity’s point of contact should be supplied by replacing the contents of Cell A2 through A6 with the Name and Mailing Address the Bidder prefers to use. The Bidding entity should also supply a way for the potential Customer to E-Mail or Call its point of contact regarding this proposal. Supply the Bidder’s E-Mail Address in Cell A7 as well as his, her, or its Phone Number in Cell A8. This identification process should continue by with this document. Refer to Cells F1, F4, and H4. In Cell F1, we will give this document a proper title by defining this document as either a Bidding Invoice, Pro-Forma, or Proposal. If a more appropriate title should be used replace the word “Invoice” with it. If not, you may leave this cell as is. Fill in the Bidding Invoice/Pro-Forma Number in Cell F4 and make sure it is accompanied by this document’s “Date” in Cell H4.

3 – A Report On The Potential Customer Must Be Supplied

The next task will be to document the Billing and Shipping Address of the potential Customer. Two columns of cells have been included here for this purpose. Use the “Bill To” column (Cells A11, A12, A13, and A14) to document where invoices to the Customer should be sent. Some entities have a separate dock or building where shipments are received, if the recipient has a separate Address where freight is received, then use Cells E11, E12, E13, and E14 (under “Ship To”) to document (and confirm) the Customer’s Shipping Address.

4 – Break Down The Work That Will Be Done And The Cost(s) To The Customer

The purpose of this document will be to define a proposal of work done for the Customer by the Bidder. Naturally, it is important to clearly define what the Bidder wishes to be paid for. If the Bidder will be supplying “Products” to the Customer then describe each product, how many will be sold, the price each will cost, and (ideally) the total cost. You will need to use the first, second, and third column of cells to provide the “Description,” “Quantity,” and “Unit Price” of the Products that will be sold. The last column will auto-populate with the desired sums. Similarly, in the next area, we will discuss any billable “Labor” involved with the work the Bidder proposes to do for the Customer. The Totals will be added automatically as you fill in the requested information in this table. You will have to provide a “Description” of what the Labor is, the “Hours” worked, and the “Hourly Rate” for each service the Bidder is providing.

5 – The Total Cost And Terms For The Proposed Project Must Be Divulged

The last area where you will have to supply values contains several boxes “Subtotal,” “Tax,” “Shipping” and “Total.” The “Subtotal” and “Total” fields will both auto populate but you must input any applicable “Tax” and “Shipping” charges the Customer will be responsible for in the appropriate cells H34 and H35. The statement in Cell A36 “Payment Is Due In [*} Days” requires you replace the “[*]” with how many days (after receiving this document) you will allow the Customer to pay the Total above and maintain an on-time payment status. Fill in any Comments that should be delivered with this paperwork in Cell A37.