Sample Invoice

Sample Invoice – What is an invoice ? What To Put On It And View Sample Invoices

What is the Invoice for and when to use it ?

The business invoice is an essential legal document prepared by a vendor or service provider and given to the customer or client to serve as a record of goods or services sold to the customer or client. The vendor or service provider needs to retain a copy as a record of their sales. The customer or client needs to retain a copy as a record of their purchase or expense.

You would normally send it together with the delivery of the goods or on completion of services you rendered. Or you may also send it separately in the mail after delivery of goods or services.

How To Write An Invoice And What To Include On It

Basically you can divide the Invoice into 3 main parts : The Header, Body and Footer.

1. Invoice Header (Top Part)

  • Your letterhead : Your business name, address, telephone & email and web address if available. In some countries, you must also include your business registration number.

  • The words “Invoice” or “Bill” clearly written towards the top of the page. If you are registered to bill and collect tax, in some countries you may instead have to use the words “Tax Invoice”. You must confirm with your local tax authority if you need to use the words “Tax Invoice”

  • If your registered to bill and collect tax, you may  also need to include your Tax Registration number. This can usually be indicated just below the words “Tax Invoice.”

  • An invoice number. This a running serial number that you maintain. You should only have one number per invoice issued. Hence, no 2 invoices should have the same number.

  • An invoice date

  • Your payment terms or how soon you expect to be paid. E.g. “COD”, “Cash”, ”30 days” etc.

  • Your customer or client name and address.

  • Our Ref#” or “Our Reference”. Here you can enter your quotation number if you issued a quotation prior to the invoice.

  • Your Ref#” or “Customer Ref”. If you were given a Purchase order or Work Order by your customer, here you should enter the PO or WO number so the customer can match your invoice with their own paper work.

2.  Invoice Body (Middle Part)

  • A description of the goods your supplying, quantity, unit of measure, price per unit and total amount for individual items. In the case of services, your brief scope of work and amount for individual items.

3. Invoice Footer (Bottom)

  • Total Amount of all individual items.

  • If applicable, a tax amount and total after tax.

  • Payment instructions if necessary. Tell recipients how to make out their check (cheque) payment. If you expect payments by wire transfer, you should provide your bank account number and details here.

  • Other comments you may have like delivery instructions, goods return policy, overdue payment policy etc

Tools For Creating An Invoice

You can use any word processor or spreadsheet software program to create an in invoice. However these programs have limitations in that you cannot easily generate a sales report or track who paid and who hasn’t. Also searching for an invoice means searching files in your hard disk and opening them one at a time. You can overcome these
limitations by using a designated invoicing or billing software product such as our own Instant Invoice or Ezy Invoice.

Download Invoice Software

Sample Invoice

Below are some sample invoice layouts created with our invoice software Instant Invoice and Ezy Invoice.

Copyright © 2005 EzySoft Developments

Feel free to link to this article from your website. You may also freely publish this article on your website or publication providing that the article is un-edited, the copyright information above is displayed and all links remain active.

Related Articles & Sites :
Invoice Template Gallery : A collection of invoice templates for MS Excel & Word

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30 Responses to Sample Invoice

  1. Pingback: Sample Purchase Order - What is it, how to prepare it , view samples | EzySoft Blog

  2. It is actually a nice and useful piece of information. I am happy that you simply shared this useful information with us. Please keep us up to date like this. Thanks for sharing.

  3. Rita says:

    Very well explaned. I was actually looking for as to when an invoice is sent and it is clearly mentioned here. Thanks for this article

  4. An invoice or billings are issued to the customers by the businessman to assure that their certain bought products were in high quality. Every time was the the available moments wherein this invoice is usable.

    • john says:

      Is invoice is the expected payment payment of the customer?

      Ex: I entered an invoice of $5, so the expected payment to complete is also $5?
      is that right?

      • GregoryS says:

        Yes that’s basically correct. Unless the customer has already made a partial payment for this invoice then only the balance is due.

  5. maureen says:

    This is really helps, thank you very much.

  6. Julain says:

    Thanks, really very useful information for anyone needing an invoice.

  7. Stan says:

    Thank you very much for sharing these valuable information. You are doing a great community service. May God bless you.

  8. really good peace of information

  9. Invoice Processor says:

    Add a purchase order number please. A lot of “accounts payable” departments will reject invoices without a PO number.

    • GregoryS says:

      Good point, thanks for sharing.

      If the customer issued a Purchase Order (PO) or Works Order (WO) then we must quote the PO or WO number at the “Your Reference” field of the invoice. This is so the customer’s Accounts Payable department can match the invoice with their PO/WO. Failing to do so may result in delays to your payment or the invoice being rejected altogether.

  10. news says:

    Wanted to drop a remark and let you know your Feed isnt functioning today. I tried adding it to my Yahoo reader account but got absolutely nothing.

  11. Joseph says:

    I wish there was a download link as well, then we could change for ourselves. It is kinda hard to make it something like this.

    Thanks in advance if you share download link.

  12. Thanks for the samples. Kind regards

  13. Naresh says:

    Thanks for quick and easy explanation… samples are of great help…

  14. Yusuf Wor says:

    Am short of comments since the other responses have exhausted it all!

  15. Tracy says:

    Much thanks to you. Info was very helpful.
    God bless

  16. car rental says:

    Nice sample, I would like to try your demo version first. Thanks!

  17. ShaniseW says:


    Sub contracting would be written in the same way right? Mailed to Contractor, from sub contractor stating hours done etc??? Anything else or different ?


  18. LEMAN says:

    Can some help me to phrase this word…statement… I want to indicate in the invoice that the amount as stated in the invoice has been rounded up.. Are there any other ways to tell the recipients?

  19. Besma says:

    Thanks u for ur intersting .am new in my job and I need ur help.

  20. Besma says:

    I’m work in events organizing ind I Need to wright email to ask about quotation for rent place for events .and my English not very good and I will improve with practice . So please

  21. Hi there just wanted to give you a quick heads up. The text in your article seem to be running off the screen in Chrome.
    I’m not sure if this is a formatting issue or something to do with web browser compatibility but I figured I’d post to let you know.
    The style and design look great though! Hope you get the problem solved soon.
    Many thanks

  22. Earl says:

    There are a lot of things to put in an invoice, and this article condenses everything nicely that a newbie doesn’t get confused. Was looking for something to add, but couldn’t find any. Good post!

  23. Rhejie says:

    yeah thanks for the very good explanation…….. and samples……

  24. When I started to go through beginning of article i did not feel that it could be advantageous info for my situation but now I am seriously greatful that I noticed such place to learn. Regards to the journalist.