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Sales invoice template

A sales invoice records a sale of goods and asks the buyer to pay for it. The buyer books the same document as a purchase invoice, so both sides need to see identical quantities, prices and references.

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Sales invoice · example

FromCoastline Provisions Wholesale
ToHillside Deli & Grocer
CurrencyUSD
DescriptionQtyPriceAmount
OL-500 Extra virgin olive oil, case of 6 x 500 ml24$38.00$912.00
BV-250 Balsamic vinegar of Modena, case of 12 x 250 ml10$26.50$265.00
Freight: pallet delivery1$45.00$45.00
Total$1,222.00

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How to use the sales invoice

  1. Add your business and the buyer, including their purchase order number.
  2. List each product with its code, quantity and unit price.
  3. Put freight and packing on their own lines.
  4. Save it; sign in to issue it and keep receivables up to date.

Sales invoice checklist

  • Seller and buyer legal names and addresses
  • The buyer's purchase order number, and the delivery address if different
  • Item code or SKU, description, quantity, unit and unit price for each product
  • Discounts shown as their own line or amount
  • Tax rate and tax per line, where you are registered
  • Freight, packing and insurance charges
  • Total due, currency, due date and payment details

Worked example

A wholesaler ships 24 cases of olive oil at 38.00 a case and 10 cases of balsamic vinegar at 26.50, plus 45.00 freight. The goods come to 1,177.00 and the invoice to 1,222.00 before tax. Where tax applies, it is worked out on each line at that line's rate, which the template does for you.

Questions

Is a sales invoice the same as a tax invoice?

A tax invoice is a sales invoice that meets a tax authority's rules, such as GST in India or VAT in the UK. If you are registered, your sales invoices must follow those rules; the GST and VAT templates show how.

Should shipping be taxed?

It depends on the country and, in the US, the state. In India and the UK, delivery charged with taxable goods generally takes the rate of the goods. Many US states tax shipping that is part of a taxable sale; others do not.

What is the difference between a sales invoice and a sales receipt?

An invoice asks for payment later. A receipt confirms payment taken at the time of sale.

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