The simple basic invoice template is a generic receivable that may be used to request payment for a service or product provided. The invoice is usually paid within thirty (30), sixty (60), or ninety (90) days depending on the parties involved. The recommended payment methods include check, credit card, or PayPal by entering the email to send the funds.
- Product Description
- Price per Unit
- Shipping (if any)
- Taxes (if any)
- Labor Description
- Number (#) of Hours
- Rate per Hour ($/hr)
How to Write in Adobe PDF & Microsoft Word
1 – Obtain The Basic Invoice Template In A PDF Format
Locate and select the button or link labeled “Adobe PDF.” When you are ready to send an Invoice, open it with the appropriate software on your machine to fill it out.
2 – The Entity Seeking Payment Must Be Introduced
The Company or Individual sending this paperwork with the expectation of being paid should be recorded at the top left-hand corner. Replace the word “Company Name” with the Name of the Contractor, Company, or Individual whose work is being invoiced. If this is an individual, then you may delete the words “Company Name.” Next, we will supply the Name of the Contractor or Company Contact on the blank space labeled “Name.” Make sure to also report the Mailing Address where the payment should be sent using the next three lines. The E-Mail Address and Phone Number where the Client can reach the billing entity should also be presented on this document. Furnish this contact information to the lines labeled “E-Mail” and “Phone.”
3 – The Invoice And Recipient Should Be Clearly Presented
In most cases, it is a wise idea to give your Invoice a specific number, so it can be easily referred to when discussing a client account. Supply a unique number and the current Date to the blank lines labeled “Invoice #” and “Date.” Both these items will help identify this document in the future. The entity this paperwork is addressed to should be solidified in writing. Present the Client’s Legal Name and Address in the “Bill To” section by supplying the requested information on the lines labeled “Name,” “Street Address,” “City, State, County,” and “Zip Code.” If this Invoice concerns a shipment of items, the Client has purchased then we will need to document where it should be shipped. If the Client’s Shipment Address differs from the Billing Address, then report it using the blank lines in the “Ship To” section. If the Client’s Shipping Address is the same as his or her Billing Address you may leave the “Ship To” section blank, delete it, or enter the word “Same As Bill To” on the blank lines presented.
4 – All Products And Labor Charged To The Client Must Be Documented
It is important the Client understands what he or she is paying for. Two separate areas “Products” and “Labor” are included in this paperwork. You may use one or both of these areas as the situation requires. If the Sender is billing the Client for “Products” he or she bought then, list the “Quantity” of each Product in the first column, provide a “Description” of the Product in the second column, how much one of these Products cost in the “Unit Price” column, and the “Amount” of money the Client must pay for the total number of Products the Client has purchased. Finish this area with the sum of all values entered in the “Amount” column in the “Total Products” box.
This Invoice may also concern “Labor” the billing Contractor or Company has engaged in to complete the Client’s order. If so, then use the second table to record the “Hours” the Contractor worked in the first column, the tasks that were completed in the “Description” column, and the Contractor’s “Hourly Rate” in the third column. Then, multiply the values you recorded in the first and third column and report this number in the last column (“Amount”). Make sure to add all the Amounts you entered in the last column and present the result in the box labeled “Total Labor.”
5 – Present The Total Amount The Client Must Pay
The third table supplied here will require only four pieces of information and is located near the bottom right-hand corner of this invoice. Add the “Total Products” and “Total Labor” amounts and display the sum in the “Subtotal” box.
Any “Sales Tax” required by the governing entity where the business is located should be calculated then recorded just below the “Subtotal” you entered.
If the Client must pay for any “Shipping,” then enter the amount of money he or she must pay to cover delivery services in the third row of this column.
Now, it will be time to inform the Client the “Total” amount of money he or she must pay for the items and labor detailed above. Add the dollar values you documented in the previous three boxes of this area in the box labeled “Total.”
6 – Supply Instructions And Any Relevant Comments
The final order of business will be to deliver some terms to this Invoice. The statement “Payment Is Due Within” presents a blank space where you may report the number of days the client will have to make a payment that is considered timely. Report this number of days on the blank space just after the “#” sign.
If there are any additional instructions or comments that need to be given to the client, they should be displayed after the words “Comments Or Special Instructions.”
How to Write in Microsoft Excel (.xlsx)
Download: Microsoft Excel (.xlsx)
1 – The Excel Invoice Is Available On This Page
The Invoice available through either the “MS Excel” button or link can be downloaded at any time. You will need information regarding the Billing Entity or Company, the Customer, the items or services the Customer is paying for, how much the Customer must pay, and a couple of other items to complete this document. Take a moment to review it, gather the relevant information, then open it as an Excel spreadsheet.
2 – Insert Your Company Logo And Name
In many cases, the Billing Entity will be a Company or individual that has a logo typically displayed on the paperwork generated for business. Cell A1 has been reserved for the Company Logo. If there is none, delete its contents then continue to Cell A2 “Company Name.” Here, insert the Legal Name of the Company submitting this Invoice, otherwise, you may delete the contents.
3 – Clearly Document The Company’s Contact Information
We will also have to supply the Name of an individual who may be contacted and the legal Address of the Company. Cells A3 through A6 will supply the space necessary for this task. Additionally, a well-maintained E-Mail Address and Phone Number should be supplied in Cells A7 and A8 (respectively). In addition to the Company Information, we should also give this Invoice a unique number and date it so that it may be easily referred to during any correspondence between the Company and the Customer. Two cells have been supplied for this reason. Provide the Invoice Number in Cell F4 and the Invoice Date in Cell H4.
4 – Define The Customer’s Billing And Shipping Information
The Bill To area is composed of Cell A11, A12, A13, and A14. Each cell will call for a part of an Address. Use these cells to record the Name and Mailing Address of the Recipient of this paperwork. This is the party that will pay this Invoice. If the Customer has a Shipping Address that is different from the Billing Address reported, then enter the Customer’s Shipping Address to the cells beneath the word “Ship To” (Cells E11 to E14).
5 – Detail The Products And/Or Labor The Customer Must Pay For
The next section of this Invoice concerns the purpose for its creation. In “Products” and “Labor” we will provide the reason for this Invoice’s creation by detailing the transaction occurring between the Company and the Customer. You may use one or both columns to supply this definition
If the transaction involves a Customer purchase of products, then describe each Product the Customer is buying in the column labeled “Description.” This should be followed by a report on how many units of that Product has been purchased in the column labeled “Quantity” and how much each unit costs in the “Unit Price Column.” The boxes in “Amount” contain the formulas required to calculate and present the total amount of money the Customer must pay for the Products being purchased. Any Labor the Customer must pay for should be described in the “Labor” area by giving a detail of each project the Company worked on for the Customer along with how many “Hours” the Company worked on each project. Once done, the hourly wage the Company will charge for each project should be recorded in the column “$/Hour.” The last column, “Amount,” contains the formulas required to successfully display the total amount of money the Customer must pay for Labor.
6 – Supply Some Miscellaneous Information To Complete This Form
The next area will is composed of four rows in a one-column table and will only require information in one or two cells. The Subtotal field should already be filled in. Similarly, the “Total” field contains the formula required to add all the relevant values the Customer must pay. If there is any applicable “Sales Tax” or “Shipping” fees that must be paid, then report them in the appropriate cells.
Cell A36 will contain the wording required to give the Customer a deadline to define an on-time payment. Replace the bracketed number sign in this statement with the number of days the Customer is allowed to make a payment in. Any payment made by the Customer concerning this invoice after this number of days may be considered delinquent.
Any comments that must be communicated may be displayed in Cell A37 after the words “Comments Or Special Instructions.”