The Used Car Invoice Template enables quick delivery of the basic details defining a Client’s purchase. When it is time to collect payment for the vehicle, these details will need to be presented to the Used Car Buyer as a formal request for payment. This will prompt the Used Car Buyer to submit payment while simultaneously delivering some of the transaction and vehicle records, he or she will need to prove ownership in the future. Naturally, this template carries a certain versatility in allowing you to add, edit, and remove sections however, it is generally recommended that (at the minimum) all the sections here remain intact and that you supply them with the material requested for the Used Car Buyer’s Review.

How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

Step 1 – Acquire Your Used Car Invoice From This Page

Obtain the Used Car Invoice as a “PDF” or “Word” document template by clicking one of the buttons under the preview image. The same files are available through the “Download” items directly above.

Step 2 – Introduce The Used Car Dealership Or Vehicle Owner

Once you open your template, locate the first field where the term “Company Name” is on display. You must change this wording by deleting it then entering the Used Car Seller seeking payment. If this is a Business (i.e. a Used Car Dealership) then make sure the entire legal name is supplied. If the Used Car Seller is a private citizen then make sure to enter the full name of the Used Car Owner selling this vehicle. The “Name” of an individual who can answer additional questions regarding this paperwork or the vehicle should be presented to the Purchaser by inputting it on the first blank line under the text box.  The “Street Address” of the Used Car Seller as well as the “City, State, Country,” and “Zip Code” are the next requested items and should be reported down the next three lines with these labels.  Input the Used Car Seller’s “Phone” number and “E-Mail” address on the final two lines of the Used Car Seller’s introduction. 

Step 3 – Attach A Distinct Filing Information For The Used Car Sale

The Used Car Buyer will appreciate a way to note this invoice during his or her payment and for the purpose of good record-keeping. Therefore, report the Used Car Seller’s appointed “Invoice #” on the first line in the shaded area.  The line presented on the right of the shaded area seeks your documentation of this invoice’s official effective “Date.” Report this information as requested. 

Step 4 – Present The Purchaser Of The Used Car

It is generally considered imperative that the Used Car Buyer or Purchaser be named as responsible for the money required to obtain ownership of the concerned vehicle. Perform this action on the empty line below “Bill To” labeled as “Name.”  Proceed to the next three lines in this portion of the invoice to supply the full address of the Used Car Buyer. Keep in mind this must be an address that he or she has indicated as a reliable one. Note the three empty lines that will request the first two address lines (“Street Address” and “City, State, Country”) and “Zip Code” all be separate entries. 

Step 5 – Describe The Concerned Vehicle

The used car that must be paid for will need to be identified. This can be crucial in the Used Car Buyer’s efforts to legally take ownership since some states will want to see such paperwork. The “Description” box of the displayed table provides ample room to deliver information such as the make, model, year, and VIN (vehicle identification number) of the car. 

Step 6 – Deliver The Cost Of The Used Car

The “Amount” column requires the vehicle’s price. Report this before applying any taxes.  This column will proceed by requesting the total of all amounts expected (before taxes) added to one another in the “Subtotal” box. This is useful if more than one vehicle was purchased, otherwise, this is considered an expected courtesy. Thus, even if only one vehicle is being purchased, re-enter its cost as the “Subtotal. The field that follows is designated as “Tax.” Here, you must report the calculated sales “Tax” owed for the used vehicle. To perform this function, you must be up to date on the applicable tax regulations placed on the sale of used vehicles in the state where this transaction occurs. This is usually considered the state where the vehicle is currently registered or (if unregistered) is stored.  Next, add the concerned vehicle sale’s “Subtotal” to its taxes. The resulting figure will be the “Total” amount required for the used car. 

Step 7 – Name The Used Car Payment’s Due Date

The statement closing this invoice contains a blank line where the number of “Days” the Used Car Seller will wait, in good faith, for payment to arrive must be defined. 

Step 8 – Additional Definitions For The Used Car And This Invoice May Be Provided

The blank lines after “Comments Or Special Instructions” is an optional area where more subjects may be covered by the Used Car Seller. 

How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

Step 1 – Save The Used Car Invoice From This Page

The Used Car Invoice can be downloaded as a spreadsheet by selecting the “Excel” item from the buttons displayed within the image caption area or by choosing the link reading “Microsoft Excel (.xlsx)” from above.

Step 2 – Identify The Used Car Seller

The current Owner of the vehicle being sold may be one of several entities such as a Used Car Dealership, an Auction House, or a private Citizen simply selling his or her car. In any case, this Entity must be easily identifiable as soon as the Invoice Recipient reviews this document. For this effect, the header will present several items to identify this bill’s Sender and the concerned document. Begin with the logo of the Used Car Seller. If the Seller presents his or her Business with a trademark image or logo then, it should appear in the upper left of the finished document. Attain this effect by uploading the discussed image to cell A1 then, for good measure, identify the Used Car Seller by producing the “Company Name” in cell A2.  Cell A3 has been reserved for the full “Name” of the Used Car Owner or Used Car Dealership Employee sending this invoice with the intention of collecting money for the vehicle.  After the Used Car Seller’s identity is solidified, report the formal address used to contact him or her by dispensing the details of the appropriate mailing address for the task. Utilize the three cells that follow in column A (cells A4, A5, and A6) to display this address at the top of the page on three different lines (beginning with the “Street Address” and concluding with the “Zip Code”).  The next fields, “E-Mail” and “Phone,” are cell A7 and A8. Produce the requested contact information needed to email or call the Used Car Seller in these fields. 

Step 3 – Furnish The Used Car Sales’ Billing Information

This document seeks a specific payment for the used car. Thus, it should have a reasonably convenient way to cite it during payment or in one’s records. The most common tool for this purpose is the “Invoice #” (a distinct filing number) which should be entered in cell F4.  Adjacent to the invoice number, your current desktop calendar “Date” appears in cell H4. This will be accepted as the Invoice “Date” of this request but if preferred, you may use another “Date” as the first day payment is due by typing over it or removing and entering the preferred “Date.” 

Step 4 – Attach The Used Car Purchaser’s Identity

Return to column A then produce the Used Car Buyer’s “Name” in cell A11 and his or her full mailing address to the three fields below it. Cell A12 requests this Party’s “Street Address,” cell A13 shall expect the appropriate “City, State, Country” and cell A14 requires the postal code assigned to be used to replace the word “Zip Code.”   

Step 5 – Record Details Defining The Used Vehicle

The field titled “Description” on this sheet will require that you report details defining the used vehicle being purchased directly below in cell A17. You must define the vehicle in a specific manner in case the Used Car Purchaser needs to submit a copy of this invoice to other entities (especially if you plan on attaching additional documents such as a car history report or warranty information). Therefore, items expected here should consist of the Used Car’s color, make, model, year of manufacture, odometer reading, and VIN number. Note, if the odometer is damaged and does not reflect an accurate mileage history than you must note this as well. You may list as many vehicles being sold along with any additional purchases that must be paid for through this paperwork. 

Step 6 – Apply The Cost Of The Vehicle To Its Description

The price being asked for the used car is the next report to be provided. Enter this dollar value under the word “Amount” in cell H17.  Cell H18 seeks a record of the full “Amount” requested, therefore if multiple cars or items are being billed, add all the asking prices to one total without taxes added then record this value as the “Subtotal”  Calculate the taxes owed on the used car then inform the Used Car Purchaser how much he or she must pay in sales “Tax” by entering this dollar value in cell H19.  The “Total” of the asking “Subtotal” price(s) you defined in cell H18 and the used car taxes must be calculated then declared in cell H20. This is the full amount to be paid for the used car and any other items reported in the “Description” section of this table. 

Step 7 – Impose A Deadline For The Used Car Payment

In addition to the details we have provided defining the Used Car Seller, its Purchaser, the Used Car and items requiring payment, and the payments due, a definitive number of “Days” from the Invoice “Date” should be declared as formal wait period for the payment. If the payment for this invoice is not submitted when this number of “Days” passes, then it may be considered unpaid and late. Record the number needed to define how many “Days” make up this period in cell H21 after the words “Payment Is Due In…”   

Step 8 – Additional Vehicle Or Invoice Information Can Be Included

Now, the basics of the invoice needed to bill for a used car has been presented. If needed, locate cell A22 then record any remaining content and name the attachments (if any) being submitted with this paperwork to the Used Car Purchaser.