Free Billing Invoice Template

One may use a billing invoice template upon any sales made the transaction between a buyer and a seller or a dealer and a purchaser. The seller issues it to the buyer. A standard billing invoice records all the details concerning the seller and buyer company, along with the date and invoice number.

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Other Versions

  • Excel 2003 (.xls) OpenOffice (.ods)CSV (.csv)Portable Doc. Format (.pdf)

The details of the seller company that one must provide in the billing invoice are its name, official address, contact numbers, email ID, fax, and registration number. The buyer company’s details must include its name, corporate address, contact numbers, and email ID. In addition, they must mandatorily mention the invoice number and dates in the billing invoice. The issuing company must also provide a unique reference number in the billing invoice.

Detailed Explanation

Once provided these details, the seller company must start the billing mechanism in the invoice. For example, they can mention the serial number, date, description of the products or services offered to the client, a quantity of these products or services, per unit price, and then accordingly calculate the total for each line that is products or services.

Once all entries pass in the invoice, the company must add all the line totals to arrive at the sub-total. Then subtract the discount and advance paymentsAdvance PaymentsAdvance payment is made by a buyer to the seller before the actual scheduled time of receiving the goods and services. It protects the seller from the risk of non-payment. Additionally, it helps sellers financially in the production of the goods or rendering of services.read more and add applicable taxes and dues from previous transactions made with the same client to arrive at the net total. Once the net total ascertains, the company must cross-check the invoice to confirm that the same is free of any errors.

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About the Template

A billing invoice template is a formal document issued by the seller to the buyer. It signifies the actual amount the seller needs to pay the buyer against the products or services they have purchased from the former. A billing invoice is also necessary for the buyers since it acts as documented proof of the services they have availed or products they purchased from the buyer. The buyer can use an invoice if the products or services he purchased from the buyer were not up to the market or have failed to meet expectations. The buyer can use this invoice if the products are in the warranty period and in cases of getting them exchanged or repaired, or sometimes in cases of claiming refunds. A standard template will have all the necessary details that are concerning to the buyer and the seller. The following are the common details:

  • Heading in the template will remain intact. It will give the user an idea about the template’s nature.In the template, one must provide the seller’s company name, full address, contact numbers, email id, fax, and registration number.One must also provide the company’s details against whoever raises the invoice. One should note the details of the buyer company, like its name, address, contact numbers, and email id in the invoice. In some cases, the buyer company can also be an individual customer. In that case, the name, mobile number, and address would be sufficient.The invoice must also infuse with the date, invoice number, and a unique reference number.Once providing all these details, the seller company must come to the main segment, the billing part. Here it will need to provide all the necessary information regarding the dates of purchase, description of the products or services, quantity, and per unit price, and then calculate the line total (multiplying quantity with per unit price).One must then add the line totals to ascertain the sub-total. The invoice must be cross-verified before being issued to the client and duly authorized by the seller. Once payments are clear, the seller must mention paid on the invoice to keep track of the received payments.

How to Use This Billing Invoice Template?

One must follow the following steps to use this template:

  • First, the person using the billing invoice template has to enter all the details as required in the fields that are not already pre-filled.Firstly, one must mention the details about name, address, zip code, country, contact numbers, email id, and registration number along with the invoice number and the date of invoice.Once filling in all these details, he must fill in his customer’s or client’s details like name, address, zip code, country, contact numbers, and email id.Once all these details are provided adequately and cross-examined, the user must forward them to the billing segment. Here, he will need to mention the date on which the transactions took place, a description along with the number of products or services and price per unit, and evaluate the line total for each transaction.One can ascertain the line total by multiplying the price per unit by the number of products and services. Once all inputs are provided, one can calculate the line total automatically, but the user must cross-verify all these details and calculations.One must add all the line totals to arrive at the subtotal. Then, one must add the taxes to arrive at the final amount. Finally, the invoice must be duly authorized and provided to the client. Once clearing the payments, the seller must mention paid in the same.

This article has been a guide to the Billing Invoice Template. Here, we provide you with a free downloadable billing invoice template used for a formal document issued by the seller to the purchaser. Also, you can download and use this template in PDF, Excel, or Google Sheet format.

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