Electronic invoice template
Send digital invoices with embedded payment buttons, automatic read receipts, and real-time status tracking for every transaction.
Fill in your electronic 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).
Electronic invoicing (e-invoicing) represents the modern standard for business billing. Digital invoices offer advantages over paper: faster delivery, automated processing, better tracking, and reduced costs. Whether you're transitioning from paper or optimizing your existing digital process, understanding electronic invoicing best practices helps you get paid faster and maintain better records. This guide covers everything you need to know about electronic invoicing.
What the electronic invoice covers
What you can do with this template, and what it does not do.
E-Invoice Standards Compliance
Complies with electronic invoicing standards (UBL, PEPPOL, EDI) for automated processing by client accounting systems.
Digital Signature Support
Includes fields for electronic signatures and authentication, meeting legal requirements for digital invoice acceptance.
Automated Email Delivery
Designed for automated email sending with tracking capabilities, read receipts, and delivery confirmation.
Machine-Readable Format
Structured data format allows client systems to automatically extract invoice data without manual data entry.
Online Payment Integration
Embedded payment links and buttons enable one-click payment processing directly from the electronic invoice.
Digital Archive Storage
Optimized for cloud storage and digital archiving systems, ensuring long-term accessibility and compliance with record-keeping requirements.
How to fill in your electronic invoice
- Sender Information: Your business name, address, phone, email, and tax ID.
- Recipient Information: Client company, billing address, contact person, and email.
- Invoice Number: Unique sequential identifier (auto-generated recommended).
- Invoice Date: Date of issue (timestamp in digital systems).
- Due Date: Clear payment deadline.
- Line items: Description, quantity, unit price, and line totals.
- Calculations: Subtotal, tax, discounts, and total due.
- Payment Link: Digital payment option (pay now button/link).
- Payment Instructions: Bank details, accepted methods.
- Terms & Conditions: Payment terms, late fee policy.
- Digital Signature: Electronic signature or authentication (if required).
- File Format: PDF for human-readable, XML/EDI for machine processing.
- Automate Generation: Use software to generate invoices automatically from orders/time entries.
- Include Payment Links: Make it easy to pay with one-click payment options.
- Send Immediately: Digital means no delay. Send invoices as soon as work is complete.
- Use PDF Format: Universal, preserves formatting, works everywhere.
- Enable Tracking: Know when invoices are opened and viewed.
- Set Up Reminders: Automated payment reminders before and after due dates.
- Maintain Security: Use secure transmission, encrypt sensitive data.
- Archive Digitally: Store invoices in organized, searchable digital archives.
- Comply with Standards: Follow e-invoicing regulations (varies by country/industry).
- Integrate Systems: Connect invoicing with accounting and CRM for efficiency.
Options for electronic invoicing:
Software Options:
- Free tools: Wave, PayPal invoicing, basic spreadsheets
- Small business: QuickBooks, FreshBooks, Xero ($15-50/month)
- Mid-market: Zoho Invoice, Sage ($50-150/month)
- Enterprise: SAP, Oracle, NetSuite (custom pricing)
- Specialized: AgencyPro for agencies, industry-specific tools
E-Invoice Standards:
- PDF: Human-readable, universally accepted
- UBL (Universal Business Language): EU standard
- PEPPOL: European cross-border invoicing
- EDI: Traditional B2B electronic data interchange
- ZUGFeRD: German hybrid PDF/XML format
Considerations:
- Integration with existing systems
- Client/vendor requirements
- Compliance requirements
- Volume of invoices
- Payment gateway integration
Payment terms for electronic invoices:
Standard Terms:
- Due on receipt: Immediate payment expected
- Net 15/30/45: Due within X days
- 2/10 Net 30: 2% discount if paid in 10 days
Digital Payment Methods:
- Credit/debit card (instant)
- ACH/bank transfer (1-3 days)
- PayPal/Stripe (instant)
- Wire transfer (same day)
- Digital wallets
Advantages of Digital Payments:
- Faster processing
- Automatic reconciliation
- Lower error rates
- Better tracking
- Reduced manual handling
Automation Options:
- Auto-charge on file
- Scheduled payments
- Recurring billing
- Payment plan installments
- Late fee auto-calculation
- No Payment Link: Always include one-click payment options. Friction reduces payment speed.
- Wrong Email Address: Verify recipient email. Bounced invoices mean delayed payment.
- No Read Receipts: Use tracking to know if invoices are opened.
- Ignoring Compliance: Some industries/countries require specific e-invoice formats.
- Poor Mobile Display: Ensure invoices render well on mobile devices.
- No Backup System: Digital files need backup too. Use cloud storage.
- Missing Automation: Manual e-invoicing defeats the purpose. Automate what you can.
- Weak Security: Protect invoice data, especially payment information.
- No Integration: Standalone invoicing creates double entry. Integrate with accounting.
- Skipping Reminders: Set up automated follow-ups for unpaid invoices.
Electronic invoice: frequently asked questions
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