Invoices plays an important in the defining the face of the business. Perhaps, it is the most important document of your business. Factually, it is most viewed document of your business. So, if document is viewed numerous number of times, then do not you think it would create an image, or tells a story of your brand. In other words, it is your image, your face, and your business identity. Your clients or customers judge you and your professionalism by looking at your invoices. It defines your credibility, and originality of your business. It can used as a tool to create credibility and genuineness. So, anyone who would not consider its importance in the age of millennials are far behind from rest of the business world. 

Free Invoice Template

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Before moving on towards the discussion of invoice templates (Online free availability) and important elements of invoice, let’s define the term “Invoice” academically. 

Origin and Definition of Word Invoice

The word invoice has French origin, and it was written as “Envoyer” in its early stages. By then the word envoyer was used in the meaning of “to send”. However, with the passage of time, it had gone through the phase of transformation afterwards. By the time of 16th century, it evolved and emerged as “Invoice” in English Dictionary. Since, then it has not changed much and read and write as “Invoice” until recent times. According to Online Etymology Dictionary, it can be defined as details and particulars of the shipped or sent goods or the written account of merchandise that have been sold or provided to the purchasing party, where document has been issued by the seller itself. According to Business Law & Taxes in business language, it is also known as sales invoice. It is a document that is issued by the seller of goods or services to the buyer of goods and services. It is a kind of written verification of the agreement that took place between the parties at first place. It obliges purchaser to pay a certain amount against the acquired goods and services. In business world, these invoices are widely used for bookkeeping, accounting, to keep track record of inventory and sales.

Benefits of Keeping a Proficient Invoicing Framework

Before moving on the elements of good invoice that a person should consider while choosing an online template, this guide would review some of the benefits of having or maintaining an effective invoice system. 

According to Sighted, there are several reasons that makes invoice an important business document. First of all, every business get paid through invoices. It is the easiest and most efficient way of making a request to your client or customer to pay. This process has been facilitated and expedited with the help of and emergence of e-invoice system. Secondly, invoices are an effective way to manage your financial stream. You can keep record of every transaction by or cash flow by keeping track record of your invoices. You can track your income, spending, and even investment by keeping track record of your invoices. It can also keep record of your exchanges that have been made in business. By using some of the software, you can even track record of your past and future receipt record as well. You can also track the recovery and the progress of the business as well. Even if you are doing business on credit, then it would keep instalments record for you as well. Moreover, use of invoice also allows you to project or demonstrate the actual cost of the good or service provided. In other words, your client might inquire about the reason of the high amount, and invoices give you this opportunity to project your efforts in delivering required services or quality of goods. Issuer of the invoice can create a through invoice to project the efforts (in case of service provided) or quality (in case of goods) to make their case strong. By using this tool effectively, you can actually convince your client that the money they have spent was worth for the service or goods that have been provided by you. Furthermore, using an exceptionally well drafted invoice can develop your professional image. Its demonstrates that as being a professional or specialist you even take care of small things very keenly. You will be considered as an actual expert if you show your expertise in handling your documents. In other words, you would not like to give signs of being amateur. You have to be proficient, when it comes to your documents. Finally, you can use the method of solicitations to expedite instalment process. You can accelerate this process by setting up proficient invoicing framework. 

According to bizfluent, other than getting paid through invoices, they can also be used to establish legal rights. It is a kind of an evident that goods/ services have been delivered/ rendered, and upon acknowledgment of invoice, importer of the goods/services are bound to pay the agreed amount. So, invoices also establish legal rights between the parties in the transaction. Furthermore, it is another established fact that invoices can provide evidence for audit purposes. In case of any IRS audit, properly managed invoices will help you to clear that. If invoices are inconsistent then you would have to bear the burden of giving proof to justify or clarify the source of income. 

There are multiple things that should be consider before considering an online template. You would like to consider content, presentation, and provision of communication through an invoice.

According to Paypal, there are certain things that should be considered while keeping the presentation of the invoice in mind. To ensure that your invoice is presentable, you must work on developing a great logo. You can also acquire services of graphic designer to develop an attractive logo. You can also consult freelance firms to get this task done for you. Try to make a crystal clear and sharp logo for your business. Finally, use only one logo at every place. Ensure that whatever logo is placed on your website should also be placed on your invoice. Try to keep things monotonic. It looks more professional, and genuine. You can also use a cool graphic to design your business logo. These graphic logos seems more attractive and eye catching. Furthermore, in case you are a service provider, then try to keep yourself concise while developing your invoice. Try to develop one page invoice for any service provided. Do not sweat yourself for adding all the details while being comprehensive. Try to develop easy to read service invoice. Try to follow black and white theme for service invoices. By adding colours, you might distract reader or receiver of the invoice from the main objective, and they might end up missing some crucial points like the due date of the payment or request of the payment, which is the ultimate objective of your invoice. 

As mentioned before, the main objective of the invoice is to notify the customer or client about the money that he/she owe to you for the services you have rendered to them. So, it is very important for you to make sure that all the required information is delivered or understood or comprehend by the customer. Furthermore, the invoice should contain all the relevant material that is necessary to make payment. It should also contain maximum information that is relevant to client. In other words, invoicing address of customer, place of service provided/ details regarding goods that have been delivered, address and contact numbers of focal person from both parties, and many other. The details of these elements will be given in the next section of the guide. Finally, the ultimate objective of invoice, is not the only objective of the same. Indeed getting paid is the primary purpose, however there are some secondary objectives of an invoice too. Businesses often use these invoices as a marketing tool. In today’s world, invoice is the only document amongst emails, voicemails, and letters that always gets read. So, it is advisable to add message in the invoice. You can give short invitations or inform your clients about the upcoming events. You can also inform them about your future discounts or other offerings or about the new addition in range of products. You can also show courtesy by using this note section. In other words, it is very important for you take your invoice seriously. Do not shrug it off as it is of secondary importance. Try to develop a great looking invoice. It will pay you off in the long-run. 

Since, this guide is about availability of free invoice template, so it is important for reader to know about important elements of a typical invoice. These elements are important for reader to absorb, as without it there are probable chances that you would end up selecting a wrong template for you. In any invoice, presence of specific elements should be checked properly. So, in the next section important elements of a typical invoice will be discussed. 

Important Elements of an Invoice

Before selecting any online source to acquire your desired invoice, please make sure that these online templates have these elements in them. According to Paypal, there are several elements that one must consider before an online template. 

Contact Information of the Exporter or Seller

It is one of the most important element of an invoice. Any invoice must contain relevant information of the issuer, which in this case is exporter or seller of the goods or services. 

This information must contain company’s name, address, contact number, email address, fax number, focal person, mobile number, law partners and address of the website. 

Information of the Importer or Buyer

Since, issuer of the invoice is providing all the relevant information of the company or business or himself/ herself, he/she must add all the details of the importing company or buyer of the goods or service. Try to add email ID, name of the focal person, contact number, and physical address of the importing company. These details are very important to locate the importer of the goods. 

Invoice Serial Number

Issuer of the invoice must add a unique number in it. Try to keep it simple. However, assign these numbers in chronological order. 

Date of Invoice Issued

Issuer of the invoice must add date in it. This should be the date when you send out the invoice to the buyer and not the day you have created it. 

Due Date of the Payment

Do not forget to add due date in the invoice. Due date would be the date, when payment will be due from the buyer. In other words, suppose your buyer agreed upon on paying after 30 days, then a date of 30 days from the date when invoice was issued will be mentioned on the invoice. Try to spell out the name of the month, to avoid confusion, as international date standard across region. 

Details or Description of the Services Rendered or Goods Provided

Issuer of the invoice would be giving details of the services rendered to the acquirer or details of the goods provided to the buyer. These details could include specifications/characteristics/ Features of the goods provided or services rendered. 

Billing Rate or Per Unit Price

This would include breakdown of charges for the services provided or goods supplied. It would provide per unit price along with its unit of measurement and quantity ordered. 

Total Amount 

A typical invoice also provides subtotal and total amount of the ordered placed. 

Tax/ Discount/ Shipment Charges

Issuer of the invoice must include relevant fees/ charges explicitly in it. This would give a clear picture of how much cost a buyer/ acquirer of the services or good is going to bear. 

A Section for Notes

To make a lasting impression you must include a specified section for notes. As mentioned earlier, this section can used as a marketing tool as well. You can write any note even if it says “Thank you for doing business with us” or “Hope you would like the services we have rendered”. You can also inform your customers and clients about the upcoming promotions, events, and discounts that your business is giving away.

Assigned Section for Terms and Conditions

It is one of the most important section in an invoice. You can all the terms and conditions that you have agreed upon on it. This section could include terms and conditions regarding exchange policies, refund policies, repair policies, review policies, and warranty policies, etc.

That is it for the important elements of an invoice. If your invoice template includes all these features then you are good to go. 

You can access templates of different types of invoices by using the keyword that related to the type of invoice. There are several types of invoices that one can use as per their requirement. To know about the difference between the types of invoices, you can read The Six Different Kinds of Invoices by Due. 

Below templates for several types of invoices are provided for your reference. You can consider these invoices or you can take an idea from these invoices and can develop an invoice of your own. 

Types of Invoices

Standard Invoice

Recurring Invoice

Proforma Invoice

Past Invoice

Final Invoice

Commercial Invoice

Sample Template of all these types are given below for your reference. 

Standard Invoice

Recurring Invoice

Proforma Invoice

Past Invoice

Final Invoice

Commercial Invoice

Above six different types of invoice templates are given for your reference. You can use any of the template to draft your own invoice template. Just try to include all these elements that have stated above to draft a professional looking invoice. You can use any of these templates to develop your own invoice that serves your purpose fully. You can also find online invoice generators and invoice making application from Play Store and Apple Store. You can also use Microsoft Word, and Microsoft Excel to build your own invoices. The use of invoice templates, invoice generator applications and online sources will not only save time for you, but it will make your invoicing process more proficient. In any case, if you considering these invoices just to take an idea, then do not forget to be creative. These invoices defines the outlook, genuineness, and authenticity of your business. So, do not take this document lightly. 

So that is it. This is everything you need right now. You can always learn more, and be more creative with your invoice. Thank you for sparing time from your busy schedule. We hope that you would like this article. If you have any comments and suggestions for me then please write us back. We would love to hear your remarks about us. If you find this article relevant enough, then please share it with those who might need it.