Free Car Dealer Invoice Template

Create a professional invoice in minutes

Create an invoice for the vehicle sold and any extras the buyer agreed to. Make the amount due easy to check so your dealership can get paid.

Email, print or download your invoice as a PDF.

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Free invoice template from Docelf

Create the invoice. Send it. Get back to work.

Choose a Car Dealer Invoice Layout

Preview the layouts below, then open Docelf to add the buyer and vehicle details.

Bill the Buyer for the Vehicle Sale

Use a car dealer invoice to show the buyer the vehicle price and the other charges they agreed to pay. Add the vehicle identification number (VIN) and stock number so the invoice is easy to match to the sale.

This template helps your dealership bill its buyer. It does not show the price a manufacturer charges your dealership. Keep the signed sale and financing documents with your records.

How to Create a Car Dealer Invoice

Use the sale paperwork to check the buyer and vehicle details before you start.

Invoice fields for creating a car dealer invoice in Docelf
  1. Add the Dealership: Enter your dealership’s name and contact details for billing questions.
  2. Use Your Dealership Logo: Add the logo the buyer recognizes from your sale documents.
  3. Add the Buyer’s Details: Enter the buyer’s name and address. Use the billing contact shown in the sale paperwork.
  4. Set the Number and Dates: Use a unique invoice number. Set the invoice date and agreed payment due date.
  5. List the Vehicle and Extras: Put the vehicle details and price on one line. Add each agreed extra as its own charge.
  6. Check the Sale Total: Enter the tax and any discount that apply to this sale. Docelf calculates the total.
  7. Add Payment and Pickup Details: Add payment instructions to Terms and Conditions. Include the agreed pickup or delivery details.

How to Fill In Car Dealer Invoice Line Items

Give the vehicle its own line, followed by accessories or services the buyer selected. Include the actual year, make, model and VIN in your vehicle description. Do not charge again for extras already included in the sale price.

This example is a cash sale in US dollars with a $1,000 deposit already received. It adds 6% tax to all three items. It has no trade-in, financing or registration charges.

QTY Description Unit Price Amount
1 Pre-owned compact sedan — stock C104 $18,800.00 $18,800.00
1 All-weather floor mat set $140.00 $140.00
1 Roof rack kit $260.00 $260.00
Subtotal$19,200.00
Sales Tax (6% example)$1,152.00
Invoice Total$20,352.00
Deposit Received$1,000.00
Balance Due $19,352.00

A deposit reduces the balance due, not the sale price. Record it as a payment on the invoice in your Docelf account. Do not also deduct it as a discount. Check the tax rules for your sale rather than copying this sample rate.

What to Include in Car Dealer Invoice Terms

Tell the buyer when and how to pay. Include the agreed pickup or delivery details. Refer to the sale agreement and any warranty documents instead of repeating them here.

Include only terms your dealership agreed on with the buyer. Check local requirements for vehicle-sale documents, fees and warranties. Adjust the example below to match this sale. It does not replace the sale agreement or warranty documents.

Example: Terms and Conditions

  • Payment of the balance is due by [Due Date] using [Accepted Payment Method].
  • The vehicle and extras listed match sales agreement [Agreement Number].
  • Pickup or delivery is arranged for [Date and Location] under the agreed sale terms.
  • Any applicable warranty is described in [Warranty Document]. Please contact [Dealership Contact] with payment or pickup questions.
Create a car dealer invoice with Docelf

Send the Invoice Before Pickup

Add the vehicle price and chosen extras. Docelf calculates the total. Email the invoice or print a copy for the buyer.

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Check the Sale Details Before Pickup or Delivery

Match the invoice to the vehicle

Compare the VIN and stock number with the sale record. Include the mileage when it helps identify the vehicle. Use the same buyer details across the invoice and supporting documents.

Keep trade-in figures separate from payments

Check the trade-in value and any loan payoff against the sale paperwork. A trade-in allowance is not a cash payment.

Check how the trade-in affects the amount due and tax before you create the invoice. The cash-sale example above does not include trade-in credits or loan payoffs.

Refer to the financing agreement

Keep loan terms and repayment schedules in the financing documents. Include the agreement number so the buyer can match the documents. Check your payment records before entering a payment on the invoice.

Use Your Dealership’s Details on the Invoice

Use your dealership’s logo, colors and fonts so the invoice matches the sale paperwork. Put a phone number or email in the footer for payment questions.

You can add an industry name before the invoice title. Choose US dollars, euros, British pounds, Canadian dollars or Australian dollars to match the sale.

Attach the sale breakdown or other supporting documents the buyer needs. Docelf accepts PDF, JPG, GIF, PNG and WebP files up to 5 MB each. The buyer can download the attachments with the invoice.

Keep the Buyer’s Payment Record With the Invoice

Email the invoice from Docelf to see when it is delivered and opened. Use the invoice number when the buyer asks about the balance or payment.

Record the Money Received

  • Record each payment amount and date on the invoice.
  • Check the remaining balance before asking the buyer for another payment.
  • Create a receipt after recording payment. Docelf marks the invoice Paid when the full amount is recorded.

Car Dealer Invoice File Formats

Prefer a document or spreadsheet? Start with a general invoice template in the format you know, then add the vehicle and sale details.

You can also create the invoice online in Docelf. The 14-day trial includes every feature and unlimited documents. No credit card is required. The trial does not become a paid subscription automatically. Access ends when the trial expires unless you choose to upgrade.

Car Dealer Invoice FAQs

Ready to Invoice the Vehicle Sale?

Create a car dealer invoice in Docelf

Make the amount due clear before pickup or delivery.

  • Identify the vehicle and agreed extras
  • Let Docelf calculate the sale total
  • Email the invoice or download a PDF
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Free Templates from Docelf

Create free business documents like invoices, estimates, quotes and receipts from these blank, printable and downloadable templates

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