Free Vendor Invoice Template
Create a professional vendor invoice in minutes
Describe the products or services you supplied and add a reference or PO number when useful. Customers can check the order against the invoice and pay you.
Email, print or download your invoice as a PDF.
14-day free trial. No credit card required.
Create the invoice. Send it. Get back to work.
Vendor Invoice Previews
Every preview opens the invoice editor. Add your customer and the goods or services you supplied, then include the buyer’s order reference.
You Supply the Order. The Customer Pays the Invoice.
A vendor invoice is the bill you send as the seller of goods or services. The buyer may call it a vendor invoice because it comes from one of their vendors. In Docelf, put the buyer in the invoice’s customer details.
For a business buyer, include the order or purchase order number they gave you. List the quantities you are billing in the same units as the order. Address the bill to the buying business and the person handling payment.
How to Create a Vendor Invoice
Check the customer’s order before entering the charges. Keep the buyer’s reference visible on the finished invoice.
- Identify Your Business: Use the vendor name and contact details the buyer has on record.
- Add Your Logo: Help the buyer recognize which business sent the invoice.
- Enter the Buying Customer: Add the business and billing contact responsible for payment.
- Set the Number and Dates: Check the invoice number and date. Use the payment due date agreed with the buyer.
- List What You Supplied: List the products or services covered by this bill. Use the agreed units and prices.
- Review the Amount Due: Apply relevant tax or discounts. Docelf calculates the charges and total.
- Add the Buyer’s Reference: Add the order or PO number and payment instructions in Terms and Conditions. Review the invoice, then send it.
How to Fill In Vendor Invoice Line Items
Use product names, sizes and pack units the buyer can match to the order. A box of 100 and a case of 12 should be described differently. For a partial order, list only the quantities you are billing now.
This fictional supply order refers to PO-482. Prices are in USD. The example applies 8% tax to all three products and bills the boxes, refills and cases listed.
| QTY | Description | Unit Price | Amount |
|---|---|---|---|
| 4 | Nitrile gloves — box of 100 | $9.50 | $38.00 |
| 6 | Hand soap refill — 1 liter | $7.25 | $43.50 |
| 2 | Paper towels — case of 12 rolls | $24.00 | $48.00 |
| Subtotal | $129.50 | |
| Sales Tax (8% example) | $10.36 | |
| Total | $139.86 |
The products total $129.50. Example tax adds $10.36, for a $139.86 invoice total. Use the agreed supply prices and check which taxes apply to the actual order.
What to Include in Vendor Invoice Terms
Use Terms and Conditions to state the buyer’s order reference, payment deadline and payment method. Ask the buyer to include your invoice number with the payment. You can then match it to this bill.
Keep any delivery, return or fee wording consistent with the terms you actually agreed. Check local requirements before adding such conditions. This example is for the supply order above.
Example: Terms and Conditions
- This invoice covers the products and quantities listed above under PO-482.
- Payment is due within 30 days of the invoice date, as agreed.
- Please pay by [payment method] using [payment details], and include the invoice number.
- For questions about the order or quantities billed, contact [Vendor Billing Contact].
Help the Buyer Match the Invoice to the Order
List what you supplied and add the buyer’s reference. Docelf calculates the total. Send the invoice to the contact handling payment.
Keep the Purchase Order and Invoice Numbers Separate
The buyer’s purchase order number identifies the order. Your invoice number identifies your request for payment. Include both rather than replacing your invoice number with the PO number.
A purchase order records what the buyer orders from a vendor. Use the PO number to match the order and invoice yourself. Docelf does not convert or automatically link a purchase order to an invoice.
Check the Details the Buyer Uses to Review the Bill
A buyer can check familiar product names against the order. Review these details before sending the invoice:
- The customer name and billing contact are correct.
- The order or PO reference matches the purchase.
- Pack units and quantities match what this bill covers.
- Prices and payment timing match the agreed terms.
Keep Your Vendor Details Consistent
Use the logo, colors and fonts the buyer recognizes. Add a billing contact to the footer, and use an optional industry name before “Invoice” when it helps describe your business.
For repeat orders, reuse saved customer and product details, then check the quantities and current prices. Docelf supports USD, EUR, GBP, CAD and AUD. You can attach a PDF or image of the order summary when it helps the buyer check the bill.
Received a Vendor Invoice Rather Than Sending One?
You are the buyer in that situation. Compare the vendor’s bill with your order and the goods or services it covers. Ask the vendor about a mismatch rather than creating a replacement invoice on their behalf.
The template on this page is for preparing the invoice you send to your own customer.
More Vendor Invoice Previews
These six previews also open the invoice editor, where you can add your own business and purchase details.
Track the Vendor Invoice You Sent
Check the invoice history in Docelf. It shows delivery details and when the buyer opened the invoice. This does not confirm that the buyer approved the bill.
Record each payment received against the invoice. Docelf keeps the remaining balance and payment status with the bill. Create a receipt after recording payment when the buyer needs confirmation.
Choose a File for a Vendor Invoice
Use a general invoice file below when the buyer requests one. Include the buyer’s PO reference and keep your own invoice number.
Vendor Invoice FAQs
-
Who creates a vendor invoice?
The seller or service provider creates it and sends it to the buyer. The buyer calls it a vendor invoice because it comes from a vendor. In Docelf, enter the buyer as the customer on the invoice.
-
Should I use the purchase order number as my invoice number?
No. Keep your invoice number and include the buyer’s PO number as a separate reference in the invoice text. They identify different documents and help both businesses match the bill to the order.
-
Can Docelf turn a purchase order into an invoice?
No. Docelf does not convert or automatically link purchase orders to invoices. Use the PO number to match the documents and enter the relevant products or services on the invoice.
-
What quantities should I put on a vendor invoice?
List the quantities covered by the current bill in the units agreed with the buyer. State whether you are billing individual items, boxes or cases. Do not copy the whole order quantity when you are billing only part of it.
-
Does an opened invoice mean the buyer approved it?
No. Opening information confirms that the emailed invoice was viewed. The buyer may still have its own review process. Ask the buyer’s billing contact about the payment status.
-
Can I save the buyer’s details for another order?
Yes. Docelf saves customer information for later invoices. Reuse the buyer’s details, then check the billing contact, order reference and charges for the new order before sending.
Ready to Send Your Vendor Invoice?
Give the buyer the details needed to check your bill and arrange payment.
- List the supplied products or services
- Include the buyer’s order reference
- Keep the due date and payment record together
