The Software as a Service (SaaS) Invoice Template serves as an efficient method to develop and issue the documentation most SaaS Clients expect when purchasing a quality service. Dispensing such paperwork is considered standard practice so that you can inform your Clients of their financial obligations to the service they have agreed to purchase. Only some basic information will be required to fully fill out this template however, each item should be considered a vital piece of information that some Clients may require to submit payment – especially if the Client is a business with a conscientious bookkeeping department.

How to Write in PDF and Word

Download: Adobe PDF & Microsoft Word (.docx)

1 – Use This Template When It Is Time To Invoice Your SAAS Client

Find then select the button labeled “Adobe PDF” or “MS Word.” Either of these files will grant you access to open or save this paperwork in the named format. For our purposes, select the “Adobe PDF” button.

2 – Your Company Information Should Be Easy To Located

Notice that every area of this paperwork will be labeled in one way or another. Present the requested facts these labels call for to efficiently present your Client with the information he or she will need to pay for the software he or she is purchasing. Begin by deleting the words “Company Name” at the top left-hand corner of this page and entering the complete name of your business in its place. Several lines below the business name you just entered have been placed here as well. Each of these blank lines must have the information they request documented. Begin by placing your “Name” on the first labeled line. The next three blank spaces will focus on your business address. While your SAAS company may be purely virtual, many of your Clients will expect to see this information. Thus, present your mailing address on the “Street Address,” “City, State, And Country,” and “Zip Code” lines. This header should, ideally, act as a business card of sorts for your Client when he or she wishes to get in contact with your business. The final two spaces in this area will thus, give you the space required to disclose your business’ telephone number and “E-Mail” address.

3 – Record The Details That Will Define This Paperwork

The bar between the header area and the body of this paperwork is composed of two distinct areas calling for information. Use these spaces to give your Client the “Invoice #” and Invoice “Date” your company uses to track this transaction in your systems.

4 – Your Client’s Billing Information Is A Requested Item

The Client who has agreed to pay this information upon its receipt should be documented under the heading “Bill To.” Here, the requested Client information will be similar to a mailing label. Utilize the blank spaces (“Name,” “Street Address,” “City, State, Country,” and “Zip Code”) to document the full Name and mailing address of the Client being billed.

5 – All Final Terms Must Be Documented Properly

More often than not, Clients will wish to see why the charges on an invoice are aimed at them. To this end, we will have to give a detail as to what the Client is paying for using the next section of this document. First, turn your attention to the center of this page, then utilize the column titled “Description” to list all the software or software services being billed to the Client through this paperwork. Next, provide the total amount of money that each product you have listed on this order will cost in the “Amount” column. Many would consider it standard procedure to give a Client a limited amount of time to pay an invoice. Inform the Client how many days he or she is given to pay the invoice charges above after the words “Payment Is Due Within…” It is also a good idea to make sure the Client is aware of any instructions or disclosures relevant to this purchase. Provide all such items to the lines labeled “Comments Or Special Instructions.” 

How to Write in Excel

Download: Microsoft Excel (.xlsx)

1 – Use This Template When You Must Distribute An Invoice For Software As A Service

It will be important to make sure a Client who has ordered SaaS from your business deceive some appropriate paperwork summarizing the Seas being provided as well as the amount he or she owes for it.

2 – Your SAAS Company Logo And Header Details Are Handled In The First Few Cells

The first order of business will be to make sure this document is easily identifiable as paperwork generated by your business. Thus, use call A1 to display your company logo and cell A2 to present your company’s official name. In addition to the above material, you should be prepared to give your Client a business address where you can receive paper mail. The next few rows in the first column will give you a predetermined area where you can supply your “Street Address” (cell A4), “City State, County” (cell A5), and “Zip Code” (cell A6).  Lastly, in today’s age, it is standard procedure to make sure your Clients have your business “Phone” (cell A7) and “E-mail” (cell A8) information.

3 – The Billed To Party Should Be Easily Located

There should be no mistake as to who is responsible for paying this invoice. Therefore, cell A11 will need to have the Client’s official name recorded within it. Some additional material will be necessary to solidify your Client’s identity. Moving down the column, make use of cells A12, A13, and A14 as a guide to report your Client’s “Street Address,” “City,” and “Zip Code” in the predetermined areas.

4 – Report This Document’s Designated Reference Number And Date

Now, we have that we have listed both the Sender and Recipient of this document, you must deliver some filing information to the Client. Generally, two items will be needed for this; the invoice number and invoice date. This sheet will use today’s date (which you can replace if desired) in cell H4 however, you must supply the invoice number you use to refer to this paperwork to cell F4.

5 – A Summary Of Charges Is Mandatory For The Billing Process

The focus of this document is to inform a Client of the charges he or she owes your company. Notice the table acting as the centerpiece of this worksheet. This table should have the name of the product the Client has agreed to purchase from your business. its name and any other pertinent specifics (i.e. serial number) to cell A17 (under “Description”). In addition to the product definition, input the full price the Client must pay to cell H17 (in the “Amount” column).

6 – Include The Terms And Instructions Considered Pertinent For This Transaction

The final two statements are optional but often considered wise to supply with information. First, solidify how many days after receipt of this invoice the Client will be able to make a payment on-time by replacing the bracketed symbol (in cell A18) with this number of days. Thus, if you recorded “10” then, the Client will have exactly 10 days after receiving this invoice to pay it without a late-fee penalty. Any disclosures or instructions (i.e. payment instructions) should be documented in cell A19.