Professional Sales Invoice Template
Accelerate your billing process with our Sales Invoice Template, designed for Sales Professionals to maximize efficiency and accuracy.
Fill in your sales 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).
Sales invoices document transactions where you sell products or services to customers. Whether you're in retail, wholesale, B2B sales, or commissioned sales, professional invoicing ensures you capture revenue accurately, maintain proper records, and get paid on time. This guide covers everything sales professionals need to know about invoicing.
What the sales invoice covers
What you can do with this template, and what it does not do.
Sales Order to Invoice Conversion
Convert sales orders directly into invoices with automatic population of customer, product, and pricing information, reducing data entry errors.
Commission Rate Calculation
Calculate sales commissions automatically based on product margins, tiered rates, or flat percentages, ensuring accurate sales rep compensation.
Customer Credit Limit Checking
Check customer credit limits before invoicing, preventing sales to customers with overdue accounts and managing credit risk.
Sales Territory and Rep Assignment
Assign invoices to sales territories and representatives, tracking performance by rep and ensuring proper commission allocation.
Volume Discount Application
Automatically apply volume discounts based on order quantities, encouraging larger purchases while maintaining profitability.
Sales Pipeline Integration
Link invoices to sales pipeline stages, tracking conversion from quote to invoice and analyzing sales cycle performance.
How to fill in your sales invoice
- Seller Information: Your company name, address, phone, email, and tax ID.
- Buyer Information: Customer name/company, billing address, and contact.
- Invoice Number: Unique sequential identifier.
- Invoice Date: Date of sale or invoice issue.
- Due Date: When payment is expected.
- PO/Order Number: Customer's purchase order reference.
- Product/Service Description: Clear description of what was sold.
- Quantity: Number of units sold.
- Unit Price: Price per item.
- Line Total: Quantity × unit price.
- Sales Tax: Applicable state/local sales tax.
- Total Due: Final amount owed.
- Payment terms: Methods accepted and due date.
- Invoice Immediately: Send invoices at time of sale or delivery.
- Be Accurate: Double-check quantities, prices, and calculations.
- Calculate Tax Correctly: Apply the right sales tax rate for the customer's location.
- Include All Details: Complete invoices get paid faster.
- Reference POs: Include customer PO numbers for corporate sales.
- Make Payment Easy: Offer multiple payment options.
- Track Commission: If paid on commission, track sales for compensation.
- Follow Up: Send reminders for unpaid invoices.
- Keep Records: Maintain copies for accounting and taxes.
- Use Software: Sales invoicing software reduces errors and saves time.
Components of sales invoice pricing:
Product Sales:
- Product name and SKU
- Unit price (wholesale or retail)
- Quantity
- Volume discounts if applicable
- Shipping/freight charges
Service Sales:
- Service description
- Time/units
- Rate
- Any materials included
Sales Tax:
- State sales tax
- Local/county tax
- Special district tax
- Exempt items noted
- Resale certificate reference
Discounts:
- Volume discounts
- Early payment discounts
- Promotional pricing
- Customer-specific pricing
Additional Charges:
- Shipping and handling
- Rush/expedite fees
- Setup/installation
- Extended warranty
Payment terms for sales invoices:
Common Terms:
- COD: Cash on delivery
- Net 30: Due within 30 days
- 2/10 Net 30: 2% discount if paid in 10 days
- Due on Receipt: Immediate payment
By Customer Type:
- Retail: Payment at purchase
- Wholesale: Net 30 (with credit approval)
- B2B: Net 30-60 typical
- Government: Net 45-90 common
Credit Terms:
- Credit application for new accounts
- Credit limits for approved customers
- COD until credit established
Payment Methods:
- Credit/debit cards
- Cash
- Check
- Bank transfer/ACH
- Terms (Net 30, etc.)
Late Payment:
- Grace period (if any)
- Late fees (1-2% per month)
- Credit hold for overdue accounts
- Wrong Prices: Verify prices match quotes and agreements.
- Tax Errors: Calculate sales tax correctly for each jurisdiction.
- Missing PO Reference: Corporate customers need PO numbers for payment.
- Delayed Invoicing: Invoice at time of sale. Don't wait.
- Incomplete Information: Include all details to avoid payment delays.
- Math Errors: Double-check all calculations.
- No Payment Instructions: Tell customers how to pay.
- Poor Follow-up: Track and follow up on unpaid invoices.
- Not Tracking Commission: Maintain records for commission calculation.
- Inconsistent Pricing: Apply agreed-upon pricing consistently.
Sales invoice: frequently asked questions
Related resources
Guides and articles
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Sales Invoicing With Built-In Tracking
Experience hassle-free invoicing with AgencyPro. Customizable, automated, and compliant!