Professional E-Commerce Business Invoice Template
Generate order-based invoices with SKU tracking, shipping cost breakdowns, and tax compliance fields for e-commerce sellers.
Fill in your e-commerce 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 an e-commerce business means managing a high volume of transactions, often across multiple sales channels. Whether you sell on your own website, marketplaces like Amazon and Etsy, or through wholesale accounts, professional invoicing keeps your finances organized, satisfies tax requirements, and provides customers with clear purchase documentation. This guide covers everything e-commerce businesses need to know about professional invoicing.
What the e-commerce invoice covers
What you can do with this template, and what it does not do.
Order Number Integration
Link invoices to order numbers and tracking numbers, making it easy for customers to match invoices to their online purchases.
Multi-State Sales Tax Calculation
Automatically calculate sales tax based on customer shipping address, applying correct rates for each state and local jurisdiction.
Shipping and Handling Itemization
Separately itemize shipping costs, handling fees, and insurance, providing transparency for customers on delivery charges.
Product SKU and Inventory Tracking
Include product SKUs, descriptions, and quantities on invoices, maintaining clear records for inventory management and customer service.
Subscription Recurring Billing
Set up automatic monthly or annual invoices for subscription products, with automatic renewal date tracking and payment processing.
International Shipping Documentation
Include customs information, harmonized system codes, and country of origin for international orders, ensuring smooth customs clearance.
How to fill in your e-commerce invoice
- Business Information: Business name, address, phone, email, website, and tax ID.
- Customer Information: Customer name, billing address, shipping address, email, and phone.
- Invoice/Order Number: Unique identifier linking to your order management system.
- Order Date: Date the order was placed.
- Products Ordered: SKU, product name, description, quantity, and unit price.
- Subtotal: Total before shipping and tax.
- Shipping: Shipping method and cost.
- Tax: Sales tax, VAT, or GST with rates and amounts.
- Discounts: Coupon codes, promotions, or discounts applied.
- Total: Final amount charged.
- Payment Method: How payment was made (credit card, PayPal, etc.).
- Return Policy: Brief return policy reference or link.
- Automate Invoicing: Use e-commerce platform integrations to generate invoices automatically.
- Include Order Numbers: Link invoices to orders for easy tracking and customer service.
- Show Full Product Details: Include SKUs, descriptions, and quantities for clarity.
- Calculate Tax Correctly: Use tax automation tools for multi-state/country compliance.
- Send Immediately: Email invoices upon order completion or shipment.
- Keep Consistent Format: Use the same template across all channels.
- Include Shipping Info: Show shipping method, tracking, and delivery estimates.
- Make Returns Easy: Include return policy and process information.
- Maintain Records: Keep digital copies organized for accounting and taxes.
- Support Multiple Formats: Offer PDF download and email delivery.
Automate your e-commerce invoicing:
Platform Integrations:
- Shopify, WooCommerce, BigCommerce
- Amazon Seller Central
- Etsy, eBay
- Square, Stripe
What to Automate:
- Invoice generation on order
- Tax calculation by location
- Shipping cost calculation
- Customer email delivery
- Order number assignment
Multi-Channel Considerations:
- Consistent invoice format
- Unified order numbering
- Centralized record keeping
- Cross-channel reporting
B2B/Wholesale:
- Net 30 payment terms
- Purchase order references
- Volume pricing tiers
- Account statements
International Sales:
- Currency conversion
- VAT/GST handling
- Customs documentation
- Duty and tariff info
E-commerce payment and invoice practices:
Consumer Sales (B2C):
- Payment at checkout (most common)
- Credit card, PayPal, Apple Pay
- Buy Now Pay Later (Affirm, Klarna)
- Invoice after payment confirmation
Business Sales (B2B):
- Net 30 common for established accounts
- Credit application required
- Purchase order reference
- Monthly statements
Subscription/Recurring:
- Auto-charge on billing date
- Invoice on successful charge
- Failed payment notifications
- Dunning management
Refunds & Credits:
- Issue credit memo for returns
- Process refunds promptly
- Document return reasons
- Update original invoice status
Tax Compliance:
- Collect sales tax where required
- Include tax on invoice
- Report and remit on schedule
- Missing Tax Compliance: Use tax automation tools. Nexus rules are complex.
- Wrong Shipping Address: Verify billing vs. shipping addresses are correct on invoices.
- No Order Link: Always reference order numbers for easy customer service.
- Missing Product Details: Include SKUs and full descriptions, not just item names.
- Manual Processing: Automate invoice generation to reduce errors and save time.
- Inconsistent Formats: Use the same template across all sales channels.
- Poor Record Keeping: Maintain organized digital records for accounting and taxes.
- No Return Info: Include return policy information or links on invoices.
- Late Delivery: Send invoices immediately upon order/shipment.
- Currency Confusion: Show correct currency for international orders.
E-commerce invoice: frequently asked questions
Related resources
Guides and articles
Related invoice templates
Explore more professional invoice templates for different industries
Excel invoice template
Free Excel invoice template (.xlsx) with working formulas for line amounts, subtotal, tax, amount paid, balance due and due date, plus a filled-in example sheet and an invoice log.
Word invoice template
Free Word invoice template (.docx): a line-item table with formula fields for amounts, subtotal, tax, total and balance due, bracketed placeholders and PDF export steps.
Google Docs invoice template
Google Docs invoice template: download the free .docx, upload it to your own Google Drive and save it as a Google Doc. Includes setup steps and what Docs cannot calculate.
PDF invoice template
Free PDF invoice template: fill in the invoice online and download a PDF on US Letter or A4, or print a blank invoice with a remittance slip. Itemized, Net 30 and blank versions.
E-Commerce Invoicing With Order Tracking
Simplify invoicing with our template and watch your efficiency soar!