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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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.
PrintInvoice helps you create, print and save sales-invoice PDFs for customers or your records. A self-created PDF is not automatically a tax-authority-coded e-invoice; use a licensed provider when your transaction requires that type of document.
You can start without an account and create up to 10 free invoices per month on the current plan. Check the details, total and print preview before sending or printing for a customer.
There is a place for the name, address and phone number of both parties.
The two fields you use to look an invoice up later, and the two most often skipped when in a hurry.
Each row holds the item name, quantity, unit price and line total; the line total is calculated.
The two lines always agree because they come from the same total.
List the item, quantity, unit price and amount due so the customer can check it before leaving the shop.
Ask for the company name, address and tax number first if the customer needs those details on the document.
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.
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.
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.