Free Sales Invoice Template
Create a professional sales invoice in minutes
Bill the customer for a completed sale and list the products or services that make up the total. The customer can see what the sale includes and pay the correct amount.
Email, print or download your invoice as a PDF.
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Sales Invoice Previews
Every preview opens the invoice editor. Add the products or services sold and check the quantities before sending the customer’s bill.
Show What the Customer Bought
A sales invoice records the charges for a sale and requests the amount due. It can cover retail products, a wholesale order or services. Use names and units the customer recognizes from the purchase.
For goods sold in packs or cases, make the pack size clear. A quantity of six boxes means something different from six individual items. State whether the price is for one item or a pack.
How to Create a Sales Invoice
Work from the sale details and agreed prices. Check the units so the customer can follow each charge.
- Add Your Business: Use the trading name and contact details the customer recognizes.
- Add Your Logo: Match the invoice to your store or business branding.
- Choose the Buyer: Use the customer’s billing name and address for this sale.
- Set the Number and Dates: Check the invoice number and issue date. Set the agreed payment due date.
- List the Purchased Items: Enter products or services with their quantities, pack sizes and prices.
- Check the Sale Total: Add any applicable tax or agreed discount. Docelf calculates the final amount.
- Add Payment and Sale Details: Use Terms and Conditions for payment instructions and the sale reference. Review the invoice, then send it.
How to Fill In Sales Invoice Line Items
Use one line for each product or service with the same price and unit. Put the pack size in the description when you sell by the pack. Avoid charging for both a box and its included contents.
This fictional stationery order, S-310, uses USD. An illustrative 8% tax applies to all three products. Quantities refer to the packs, boxes or individual items described.
| QTY | Description | Unit Price | Amount |
|---|---|---|---|
| 6 | A5 notebooks — pack of 5 | $12.50 | $75.00 |
| 4 | Ballpoint pens — box of 10 | $8.25 | $33.00 |
| 20 | Presentation folder — each | $0.90 | $18.00 |
| Subtotal | $126.00 | |
| Sales Tax (8% example) | $10.08 | |
| Total | $136.08 |
The merchandise totals $126.00. Illustrative tax adds $10.08, giving an invoice total of $136.08. Use the tax rate and treatment that apply to your sale.
What to Include in Sales Invoice Terms
Use Terms and Conditions to state when payment is due and how to pay. Include the sale reference so the customer can identify the purchase, and ask them to use the invoice number with their payment.
Add return, warranty or late-fee wording only when it matches your actual policies and local requirements. Do not introduce a new return policy on a bill after the sale. Adapt these short terms to your customer’s purchase.
Example: Terms and Conditions
- This invoice covers stationery order S-310 and the pack sizes listed above.
- Please pay by [payment method] using [payment details], and include the invoice number.
- Payment is due within 14 days of the invoice date.
- For questions about products or quantities, contact [Sales Contact] and include order number S-310.
Ready to Invoice the Sale?
List the products or services the customer bought. Docelf calculates the total. Review the purchase details and send the invoice.
Check the Unit Price Before the Quantity
Use the agreed price per item, pack, box or case. Match the quantity to that unit. In the example, six packs of five notebooks means 30 notebooks, but the billed quantity is six packs.
Use separate lines when a product has different prices or pack sizes. The customer can then check each price and quantity.
Keep a Discount Separate From a Payment
A discount changes the price of the sale. A payment records money the customer has already given you. Do not enter a payment as a discount just to reduce the amount due.
If you offer a discount, check which items it covers and apply the appropriate tax treatment. Record money received as a payment against the invoice.
Use the Same Business Details Across Sales
Add your logo and choose colors and fonts that match your business. Put a sales or billing contact in the footer. An optional industry name before “Invoice” can help identify the type of business.
For repeat buyers, reuse saved customer and product details, then check the current prices. Docelf supports USD, EUR, GBP, CAD and AUD. You can attach a PDF or image of a relevant order summary when the customer needs it.
More Sales Invoice Previews
These six previews also open the invoice editor, where you can add your own business and purchase details.
Keep the Sale and Its Payment Together
Check the invoice history in Docelf to see when the emailed invoice was delivered and opened. Keep the sale reference in any follow-up so the customer knows which purchase you are discussing.
Record each payment as it arrives. Docelf tracks the remaining balance and marks the invoice Paid when the full amount is recorded. After recording payment, you can create a sales receipt from the invoice.
Choose a File Format for a Sales Invoice
Use a general invoice template below when you prefer a document or spreadsheet. Add the sale reference and check that pack sizes, discounts and totals stay correct as you edit.
Sales Invoice FAQs
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Can a sales invoice cover services as well as products?
Yes. Describe each service and its agreed quantity or fee on its own line. When products and services are sold together, keep their descriptions clear so the customer can follow the total.
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How do I invoice products sold in packs?
Use the number of packs as the quantity and the price per pack as the unit price. Put the pack size in the description. Do not use the number of individual items with a pack price.
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Where should I show a sales discount?
Show the discount separately from the original charges. Check which items it applies to. Use the tax treatment that applies to the actual sale.
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Is a sales invoice the same as a receipt?
No. An invoice shows the charges and requests any amount due. A receipt confirms a payment received. In Docelf, record the payment on the invoice before creating a receipt from it.
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Can I invoice a customer who has already paid?
Yes. Keep the invoice as a record of the sale. Record the payment so the customer is not asked to pay the same amount again. Docelf marks a fully paid invoice Paid.
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Can I reuse product details for repeat sales?
Yes. Docelf saves products and services for later documents. Choose the saved item, then check its description, price, quantity and tax for the current sale.
Give the Customer a Clear Bill for the Purchase
Let the customer check what they bought and see the amount still due.
- Show the correct item or pack quantities
- Let Docelf calculate the sale total
- Send the invoice with a clear due date
