Sales Tax Invoice Template is often employed when a purchase that is intended for resale is made however, it can also be used when specific merchandise must have applicable taxes documented on paper. You will need to be fully informed of the applicable requirements placed on your business by your local tax entity (i.e. Internal Revenue Service, Department Of Revenue, Chamber Of Commerce, etc.) so that you can remain in compliance with all applicable regulations. When you are ready to fill this out, make certain that you have the information regarding the Seller, Buyer, merchandise, and tax rates properly organized for your reference.

How to Write in PDF and Word

Download: Adobe PDF & Microsoft Word (.docx)

1 – You Can Obtain Your Sales Tax Invoice With This Page

The “Adobe PDF” and “Microsoft Word (.docx)” labels above will each connect you to the respective file types of the sales tax invoice. The same file is also accessible using the buttons in the same section as the preview image. Select the file you wish using one these items then open it when you are ready to issue this paperwork.

2 – Present The Seller’s Identity

The Sales Entity or the Seller of the products this invoice will discuss must be supplied to the first area of this page. You will find the field reserved for this information at the top of the page with the words “Company Name” in it.    Turn your attention to the area populated with blank lines. The first one is labeled “Name” and refers to the individual affecting this paperwork and is authorized by the Sales Entity to correspond regarding this document.    The “Street Address” of the Sales Entity and the two blank lines that follow it (“City, State, Country” and “ZIP Code”) require you to produce the business address.           Present the Seller’s business line on the empty line labeled “Phone.”

Similarly, input the Seller’s current email address in “E-Mail.”       

3 – Formally Invoice The Buyer

The Seller’s accounting system should have generated a specific number one could use to call out this document in a filing system. Input this number on the next available blank line (in the shaded area) that bears the label “Invoice #.”   

An additional item will that you must enter will serve to support the invoice number. This is the invoice “Date” which will have its own area of display on the right side of the page.   

The section with the words “Bill To” designating it contains a few lines like those of the header. In this area, we shall identify the Buyer first by “Name” then by address. First dispatch the full “Name” of the Buyer on the correctly labeled line.   

Produce the Buyer’s address on the three blank spaces labeled with requests for “Street…,” “City, State…,” and “ZIP Code.”      The invoice table produced for this document has been divided into four distinct sections. Begin by giving this table a comprehensive manifest of all the products the Buyer is purchasing.  The products you enter must be divided by row so that it appears in an inventory-like list here.      In the next box over, “Quantity,” document exactly how many of the products being discussed were ordered by the Buyer.     “Unit Price” is the next part of this table needing your attention. Supply the cost of a single piece of the ordered product in this part of the table.         The “Amount” section of this table will be further divided into two sections. The first part will need a few multiplications performed across these rows. To this end, produce the number you reach when “Quantity” is multiplied by “Unit Price.”    In the second part of the “Amount” column, we will summarize the costs of this invoice. Add every value in “Amount” then input this to “Subtotal.” You must also inform the Buyer how much he or she must pay in taxes using the next box down (“Tax”) then, add these two figures (“Subtotal” and “Tax”) to the box labeled “Total.”   

4 – Additions Can Be Made To This Paperwork

If you wish to apply rules to when a payment is on time and when a payment is late, then enter the total number of days that will make up the grace period being allowed on the blank line between the pound sign and the word “…Days.” 

Finally, a couple of blank lines have been supplied for invoices that require some specialized information to be delivered or simply need additional terms of payment outlined.

How to Write in Excel

Download: Microsoft Excel (.xlsx)

1 – Save The Sales Tax Invoice

Select the “Microsoft Excel (.xlsx)” link located just above this area then follow the dialogue generated by your browser to download this file to your system.

2 – Furnish Information Defining The Seller

This spreadsheet will divide the information being presented into some definitive sections. Cell A1 reserves itself for the current logo of the Sales Entity or the Seller generating this paperwork. This logo should be an image file such as a .bmp, .jpg, or .png file. It is also recommended you size this image appropriately (i.e. it should not be more than 85 px in height).    Cell A2 must have the Seller’s full legal entity name. Report this here by deleting the “Company Name” text then typing in the Seller’s (legal) business name.   The Seller must have an individual’s “Name” listed in this section. This individual is often a Customer Service Representative, Broker/Dealer, or the Seller and will be the individual who will receive further communications regarding this invoice. Produce this person’s “Name” to the contents of cell A3.

Cell A4 bearing the bracketed designation “Street Address” begins a set where you will record the Seller’s entire mailing address. Only the first line of this address should be entered to cell A4. The second line will be split in two with cell A5 receiving the Seller’s “City, State, Country” and cell A6 for the Seller’s “Zip Code.”     The next address to report is the Seller’s email address. Produce it in cell A7 by replacing the word “E-Mail” with it.   The “Phone” number where the Seller receives his or her business calls will be required in cell A8.
The Buyer’s identity and his or her address are also needed. We will directly address the Buyer by entering his or her full “Name” in cell A11.  Also, utilize cells A12 (“Street Address”) through A14 (“ZIP Code”) to attach the Buyer’s address to this document and the individual you named above in cell A11.     

3 – Properly Reference This Document

The invoice number is usually considered a valuable tool when identifying a specific transaction and its payment history because the invoice is the one document that will be present during the entire process. Therefore, it should be easily referenced and found. The invoice number you supply here (in cell F4) will be the tool used for this action. In a similar spirit, cell H7 will assign (by default) the current “Date” as that of the invoice. You may change this at-will or apply the invoice as of the current calendar day.     

4 – Fill In All Products This Invoice Covers

Locate the sixteenth row of this worksheet. Notice that it has divided a table by four distinct columns. Column A, appropriately designated with the title “Description,” is the area where you must produce documentation of every product the Buyer is paying for with the satisfaction of this invoice.  Furnish this manifest with one product per row then record how many are on this order in column F (or “Quantity”).   We have described what must be paid for and how many of these items are required. In the G column, we will name the price of just one piece of what was ordered. This is referred to as the “Unit Price” and should be placed on the same row as the product it refers to. Once you furnish these figures, column H will populate with most of the dollar amounts that must be included on this invoice.  The final figure you must supply must be produced in cell A28. This field will require you to calculate and report the “Tax” that must be attached to this sale. You must be fully abreast of the requirements placed on your products. If this sales tax invoice is for products that are intended for resale or have special tax requirements (i.e tobacco) then the full and appropriate “Tax” amount for this entire order must be entered in this cell. Notice this figure will contribute to the “Total” accordingly.  It may be appropriate to give some framework to the time period the Seller will consider a grace period. Often this will be in “Days” and should be recorded in cell A30 following the phrase “Payment Is Due In…”      If more terms regarding payments, information concerning deliveries, tax paperwork, or other material must be a part of this invoice, then locate cell 31 and include it in this area.