What a sales invoice contains
A sales invoice does not need to be elaborate, but if it is missing any of the parts below, reconciling it later costs a great deal of time. This page sets out each part and why it matters.
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An invoice missing a part means chasing it up later
- No issue date, so you cannot tell which period the sale belongs to
- No invoice number, so two different invoices can look identical
- No buyer details, so there is nobody to reconcile against
- Unit price and line total disagree because of manual arithmetic or a typo
One template with every part, and automatic totals
The invoice is built on a template that already has the necessary parts: seller details, buyer details, invoice number, issue date, an item table with quantities and unit prices, and the total in figures and in words. Line totals and the total are calculated automatically, so they cannot disagree with the unit prices.
Why it helps
- Every necessary part is present, so reconciling does not mean searching
- Each line total and the invoice total are calculated automatically
- The amount in words comes from the total, not typed by hand, so it cannot disagree
- Print it for the customer or save a PDF to send by message
Features
Seller and buyer details
There is a place for the name, address and phone number of both parties.
Invoice number and issue date
The two fields you use to look an invoice up later, and the two most often skipped when in a hurry.
Item table with unit prices
Each row holds the item name, quantity, unit price and line total; the line total is calculated.
Total in figures and in words
The two lines always agree because they come from the same total.
Who it is for
- Selling to a walk-in customer and needing an invoice straight away
- Selling wholesale to a regular customer and needing quantities and unit prices spelled out
- Needing an invoice to travel with the goods when delivering to a customer
Frequently asked questions
What must a sales invoice contain?
At minimum it should show the seller's name and address, the buyer's details, the invoice number, the issue date, the list of goods with quantities and unit prices, and the total. Depending on your line of business and the rules that apply to you, more may be needed, such as a tax code. Check with your accountant.
How should I number invoices?
Number them in sequence without gaps or duplicates, for example INV-0001, INV-0002. Sequential numbering tells you how many invoices you have issued and lets you spot a missing number when reconciling.
What if an amount comes out wrong?
Line totals and the invoice total are calculated from quantity and unit price, so a wrong figure usually means a wrong quantity or unit price. Correct those two fields and check the preview again.