What Is an Invoice?
An Invoice is a document that contains information concerning a certain sale transaction. The purpose of the document is to thoroughly describe the transaction stating its main details so that the document can be used in various situations. For example, sellers can use a simple invoice to request buyers to pay for the goods that they have purchased. Furthermore, buyers can use the invoice as proof that they have already paid for the goods they have purchased (if the invoice clearly states it).
In addition to the things mentioned above, a commercial invoice can be used by businesses when they are filing their taxes as proof of their income (or transactions). The information that they state in their invoices should always be true and valid, otherwise it can become subject to penalties.
The invoice can also be used as a shipment document that will describe all of the aspects of the shipment, including its type, carrier, package information, etc. The situation in which the document will be used can change its content, which is why there are so many different templates that match different purposes. For a full list of Invoice templates please check out our library below.
How Do I Create an Invoice?
Creating an invoice is a straightforward process, however, many people find it easier to find a blank invoice template and fill in the information about the transaction. The general document should be presented in the shape of a table and should contain parts. They can include the following:
- Date and Number. The invoice should always designate the date it was sent and the unique reference number. It will help to track transactions and connect them with the purchases they cover.
- Information About the Parties. Here the document should state information about the parties. They can be named different ways due to the different types of invoices, however, the most commonly used are a seller and a buyer, a company and a customer, or a shipper and a consignee. In addition to this, the invoice can also designate information about the carrier and state their name, location, and contact details.
- Description of Products. This part of the document should contain information about the package. Here the customer should find the list of items that the package consists of, its weight, quantity, price, and other details that characterize it. The information should be enough for the customer to clearly identify the items.
- Transaction Information. Sellers can use this part of the document to designate the total price of the package, whether it was already paid, and what method of payment has been used in this case.
- Signature. To state that all of the information presented in the document is true and valid the seller should sign the document.
Sometimes businesses use different Invoice designs in order to make their invoices look unique and memorable, in this case adding a logo or another sign of difference can be a good idea. They can also add other parts to their invoice template, depending on the circumstances of the situation. For example, if the document is supposed to be used for shipping, then the invoice should designate information about when the purchase was shipped, who is the carrier, shipment details, and others.
This proforma invoice is a preliminary bill of sale that describes a shipment of goods and is sent to a buyer before the delivery in accordance with Code of Federal Regulations (CFR) Title 19 Section 141.85.
This template is a sample of a proforma invoice and can be used as-is or for reference when creating a personalized proforma to fit your company's needs.
This proforma template may be used for export and import purposes only and certifies that all described goods were shipped in accordance with the Export Administration Regulations (EAR).
This invoice is made specifically for shipments originating from the United States and paid for in U.S. Dollars. The prices quoted on this form will be valid for a period of 30 days from the date signing.
This customizable pro forma invoice includes a blank chart for listing the items sold and gives you the option to insert your company's logo at the top of the page.
This template includes a pre-designed header and designated columns for the shipping address, billing address, products sold, services rendered and the total projected costs of each item.
This international invoice requires a waybill number and export references and allows specifying the weight of the items in the shipment in metric measurements.
This professional invoice template was made specifically for shipments originating from the United Kingdom with all unit prices required to be entered in pound sterling.