A Car and Trade-in Invoice Template acts to document the sale of a vehicle where the expected payment will consist of both money and personal property. In most cases, the personal property is an older car owned by the Vehicle Buyer however, this type of transaction may occur between two individuals who merely want to strike up an amicable trade-off. Regardless of the nature of the two entities exchanging vehicles and funds, a reasonably descriptive account defining the transaction and formally requesting that payment (both vehicle and funds) be submitted should be put down on paper.

How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

Step 1 – Acquire The Car-Trade-In Invoice For Your Use

You can select this template as either an “Adobe PDF” document or a “Microsoft Word (.docx)” document. Decide which format your system is compatible with then choose either link above this section. If preferred, the “PDF” and “Excel” buttons shown with the template preview will also accomplish the same task.

Step 2 – Identify The Vehicle Owner Or Seller

The full name of the Vehicle Owner or Seller should be placed in the first text box (currently holding the term “Company Name”). If the Vehicle or Car Owner is a Dealership, then use this box to display the complete Business Name.  The set of lines that follow will give the Invoice Recipient a specific person to contact regarding this paperwork and the trade-in occurring. Place the “Name” of the Sales Person or Vehicle Owner handling this trade-in on the first blank line of this header. The mailing address for the Vehicle Seller or Dealer should be furnished down the next three lines. Separate entries will be required to display the Vehicle Owner or Car Dealer’s “Street Address,” “City, State, Country,” and “Zip Code.”Proceed through this header to complete the next two blank lines. These will both seek reliable contact information for the Vehicle Owner or Car Dealership issuing this document. Use the “Phone” and “E-Mail” lines to make sure this entity’s official telephone number or dealership line is on display along with a well-monitored email address.   

Step 3 – Issue Document Information For This Trade-In

Now that we’ve identified the Vehicle Owner or Car Dealer, we should give the document we are working on a reference number. This should be determined as a string of digits that are unique in your filing system and may be composed of any numbers and letters you see fit to use. Record this reference number on the blank line labeled “Invoice #.”The exact “Date” of this paperwork’s completion is often taken as the official invoice “Date.” You should report this on the blank space opposite the invoice number you provided.  

Step 4 – Produce The Vehicle Purchaser’s Information

The Purchaser or Trader intent on obtaining the vehicle in exchange for his or her property, vehicle, and possibly a sum of money should be identified. This will aid in directing the invoice to the entity responsible for payment. The “Name” line in the “Bill To” section allows this task to be done in a straightforward manner. In addition to assigning the above entity with the responsibility of paying this bill, we should confirm the Purchaser or Trader’s identity with his or her official billing address. Utilize the blank lines that follow to record the Purchaser or Trader’s “Street Address,” “City, State, Country,” and “ZIP Code.”

Step 5 – Describe The Concerned Vehicle

The billing section displays a concise table for your use. Use the “Description” section here to detail the vehicle being exchanged to the Purchaser or Trader’s possession. It is strongly recommended that you describe the vehicle by naming by its manufacturer, model, make, and year. If possible, provide a valid odometer reading along with its VIN number.     

Step 6 – Detail The Trade Or Price

The “Amount” section of this table will accept a description of the sum of money and the trade-in property description. You should define the value of the property being exchanged as well as provide a basic definition of it.    The “Subtotal” box will require that you add the dollar value of the property as well as any money listed to a sum. Produce the sum as this box’s contents.  Any taxes due on this trade-in should be reported in the “Tax” box. Remember the majority of states will impose a tax on a vehicle if any money is involved…this will include a property that is being treated as currency for this trade-in. Calculate the taxes that are due, then report them in this box. Notice in our example, the value of the trade-in is not taxable (thus the value of the trade-in must be subtracted from the total before you calculate the owed tax) in the State of Missouri. Thus, make sure you are fully aware of your State and localities sales/service tax requirements on trade-in before filling in the “Tax” box.

The “Total” box at the bottom of this column will seek out the sum of the trade-in “Subtotal” and “Tax.” This will be the final amount that is due for this trade-in.

Step 7 – If Desired, Apply A Trade-In Deadline

A deadline for the delivery of the trade-in and payment can be included with this invoice. To achieve this, locate the statement “Payment Is…” then use the blank space that follows to inform the Purchaser or Trader how long he or she has to satisfy this invoice. Record this as a matter of “Days.” 

Step 8 – Include Additional Discussions Regarding This Trade-In If Desired

The lines that follow the words “Comments Or Special Instructions” are for your use. These have been made available so that any additional documentation that must be attached be named or any instructions be delivered. Use these lines at your discretion.

How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

Step 1 – Download The Car Trade-In Invoice As An Excel Spreadsheet

Locate the “Excel” button in the caption area of the Car Trade-In Template preview image. The “Microsoft Excel (.xlsx)” link in this area of the page will also grant access to the same spreadsheet.

Step 2 – Identify The Vehicle Seller

The first request made by this spreadsheet is an upload of the Car Dealership or Vehicle Seller’s official business logo or page banner. Upload and attach this file to cell A1.    Our next concern will be to name the Car Dealership or Vehicle Owner. Cell A1 will accept the Dealership’s “Company Name.”Once, you’ve identified the business entity accepting the trade-in, “Name” the person sending this paperwork in cell A3 before proceeding with the next requirement. The Dealership’s “Street Address” and “City, State, Country” are expected entries defining this entity’s mailing address. Use cells A4 and A5 to dispense this information for the Invoice Recipient’s use.  Conclude the Dealership address with its “Zip Code.” Record this postal code in cell A6.
Cell A7, displaying the bracketed word “E-Mail,” is set to receive the Dealership’s Customer Service “E-Mail” address. Finally, input the “Phone” number of the Dealership in cell A8.

Step 3 – Produce Reference Information Attached To This Paperwork

The Dealership sending this invoice is obliged (as a consideration) to make it convenient for the Purchaser to keep track of and refer to this paperwork when necessary. To this effect, submit the trade-in “Invoice #” to this document. Cell F4 has been properly labeled for this entry but you must delete the current text or type over it with the assigned invoice number. The formal “Date” of this invoice is already displayed for review. Locate cell H4 and confirm the current “Date” as that for this invoice or replace it with one that is preferable for your goals.

Step 4 – Deliver The Identity Of The Purchaser

The Vehicle Purchaser who is offering the trade must be named in cell A11 to direct this invoice reliably to the intended Payer.  Satisfy the three cells below the Vehicle Purchaser’s “Name” with his or her complete address. Cells A12, A13, and A14 expect this address as the three components being called for (“Street Address,” “City, State, Country,” then “Zip Code”).

Step 5 – Define The Vehicle Being Traded In And Sold

The next portion of the “Bill To” section contains a handy billing table where a description of the trade-in occurring is needed. Make you list the new car being sold, its price, the car being submitted as a credit, and its worth. Begin by describing both vehicles in the “Description” portion of the table.   

Step 6 – Record All Funds Due For The Vehicle

The amounts involved with this trade-in should be detailed clearly in cell H17. You may either provide the difference between the trade(s) occurring or simply list the dollar values paid through the trade with a noticeable font.    Use cell H18 (“Subtotal”) as a summation of exactly what the Dealership expects for the concerned vehicle after all trade-in considerations have been made but before any taxes have been applied.   The taxes required by the State where the Dealership operates must now be listed. Place the full value to be added in cell H19 (known as “Tax”).   Cell H20 presents a single cell where the Dealership must list the “Total” owed for the vehicle trade-in’s “Subtotal” combined with the “Tax.”  

Step 7 – A Payment And Trade-In Deadline Should Be Imposed

The sentence that’s been placed in cell A21 continues this invoice with a basic instruction to pay it within the time frame declared by the Vehicle Seller. Beginning with the official “Date” of the invoice that was supplied earlier, enter the number of days when payment is expected in place of the bracketed symbol “#” just before the word “Days.”   

Step 8 – Attach Any Additional Discussions As Needed

Cell A22’s label of “Comments Or Special Instructions” indicates this invoice may continue if more subjects must be discussed. To utilize this option, simply click right after the word “…Instructions” then, input information directly to this cell.