Business invoice template
Simplify your billing process with our Business Invoice Template, designed for efficiency, professionalism, and clarity in every transaction.
Fill in your business invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
Running a business means wearing many hats, and professional invoicing is essential for maintaining healthy cash flow and business relationships. Whether you're a sole proprietor, small business, or growing enterprise, proper invoicing practices help you get paid on time, maintain accurate records, and project professionalism. This guide covers everything business owners need to know about invoicing.
What the business invoice covers
What you can do with this template, and what it does not do.
Corporate Client PO Management
Reference purchase orders, project codes, and contract numbers on invoices, meeting corporate client requirements and accelerating approval workflows.
Flexible Payment Term Templates
Apply standard terms (Net 15, Net 30, Net 60) or custom terms per client, with automatic due date calculations and early payment discount tracking.
Product and Service Hybrid Billing
Invoice for both products and services on the same document, with separate tax handling and clear line-item categorization for mixed transactions.
Multi-Location Tax Compliance
Calculate sales tax, VAT, or GST based on customer location, automatically applying the correct rates for different jurisdictions.
Accounts Receivable Aging Reports
Generate aging reports showing invoices by payment status (current, 30 days, 60 days, 90+ days) to prioritize collection efforts.
Client Credit Limit Tracking
Track customer credit limits and payment history, flagging invoices when accounts approach limits to prevent overextension.
How to fill in your business invoice
- Company Information: Business name, logo, address, phone, email, and website.
- Tax Identification: Tax ID, VAT number, or business registration number.
- Client details: Client company name, billing address, and contact person.
- Invoice Number: Unique sequential identifier for tracking.
- Invoice Date: Date of issue.
- Due Date: When payment is expected.
- PO Number: Purchase order reference if applicable.
- Line items: Description, quantity, unit price, and line totals.
- Subtotal: Sum of all line items before adjustments.
- Taxes: Sales tax, VAT, or GST as applicable.
- Discounts: Any applied discounts with clear explanation.
- Total Due: Final amount owed, prominently displayed.
- Payment terms: Due date, methods accepted, late fee policy.
- Invoice Promptly: Send invoices immediately after delivering goods/services.
- Be Consistent: Use the same format, numbering, and branding on all invoices.
- Include All Details: Complete invoices reduce questions and speed payment.
- Set Clear Terms: Specify due date, payment methods, and late fees upfront.
- Make Payment Easy: Offer multiple payment options: card, bank transfer, online.
- Track Everything: Maintain records of all invoices sent and payments received.
- Follow Up: Send reminders before and after due dates.
- Automate When Possible: Use invoicing software for recurring bills and reminders.
- Review Regularly: Analyze aging reports and address chronic late payers.
- Stay Tax Compliant: Include proper tax information and maintain records.
Common billing models for businesses:
By Timing:
- At delivery: Bill when product/service is provided
- Net terms: Payment due in X days (15, 30, 60)
- Prepayment: Require payment before delivery
- Deposit + balance: Partial upfront, rest on completion
By Structure:
- Per unit/item: Quantity × price
- Per hour: Time × rate
- Project-based: Fixed fee for scope
- Subscription: Recurring periodic fee
- Retainer: Ongoing commitment with regular billing
Additional Considerations:
- Volume discounts
- Early payment incentives
- Late payment penalties
- Shipping/handling fees
- Tax calculations
Best Practice:
- Match billing to business model
- Be consistent with customers
- Document terms in contracts
Payment terms to include on business invoices:
Common Terms:
- Due on receipt: Immediate payment expected
- Net 15: Due within 15 days
- Net 30: Due within 30 days (most common)
- Net 60/90: Extended terms for large clients
- 2/10 Net 30: 2% discount if paid in 10 days
Payment Methods:
- Bank transfer/ACH
- Credit/debit cards
- Check
- Online payments (PayPal, Stripe)
- Wire transfer (international)
Late Payment:
- Grace period (5-7 days typical)
- Late fee (1-2% per month)
- Interest on overdue amounts
- Collection procedures
What to Include:
- Specific due date
- All accepted methods
- Bank/payment details
- Late fee warning
- Early payment discount (if offered)
- Delayed Invoicing: Bill immediately. Waiting reduces your priority and cash flow.
- Vague Descriptions: Be specific about what was provided. Avoid generic terms.
- Missing Information: Include all required details to avoid payment delays.
- Inconsistent Numbering: Use sequential invoice numbers for tracking and auditing.
- No Due Date: Always specify when payment is expected.
- Wrong Client Info: Verify billing details. Wrong address = wrong payment.
- Tax Errors: Calculate taxes correctly and include proper documentation.
- Poor Follow-up: Track and follow up on overdue invoices promptly.
- No Backup: Keep copies of all invoices for records and taxes.
- Manual Processes: Use software to reduce errors and save time.
Business invoice: frequently asked questions
Related resources
Guides and articles
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