AvoSales Invoice Template (Free Fillable PDF)
A sales invoice bills goods rather than hours: what was sold, how many, at what unit price, plus tax and shipping. The buyer's accounts department checks it against a purchase order, so the lines have to match the order exactly and the tax has to be shown by rate. This template is built for that: SKU and description, quantity × unit price, a tax line with the rate, shipping and handling, and a PO field in the header.
Free, fillable, US Letter. No email, no sign-up. Fill in your business and tax permit once. For each sale change the buyer, the PO, the lines and the shipping.
What the PDF looks like. The hints in the line table show the lines a seller typically bills; type over them.
Why sales invoices get paid late
Lines that do not match the PO
If the PO says 24 units at $11.50 and the invoice says “widgets, $276”, accounts payable rejects it. Mirror the PO: same descriptions, same quantities, same unit prices.
Tax as a mystery number
A tax line without the rate cannot be checked and gets the invoice sent back. Write “Sales tax 8.25%” and tax only the taxable lines.
Shipping folded into prices
Buyers compare unit prices to the quote. Keep shipping and handling on its own line so the units match.
What to include on a sales invoice
- Your business name, address and sales tax permit numberThe permit number is what a reseller needs to accept your tax, and what an exemption certificate references.
- Buyer name, billing address and ship-to addressOften different. Tax is usually based on the ship-to address.
- Invoice number, date, due date and PO numberNo PO number, no payment, at most companies. Ask for it before shipping.
- Item lines: SKU or model, description, quantity, unit price, amountOne line per item, in the order of the PO.
- Subtotal, sales tax with the rate, shipping, totalTax before or after shipping depends on your state; be consistent.
- Deposit or credit appliedA negative line so the total is the balance due.
- Payment terms and methodsNet 30 for business buyers, with the early-payment discount if you offer one (2/10 Net 30).
- Return policy or warranty lineOne sentence. It is enforceable only if it is on the document.
Example sales invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Reclaimed oak side table, 24″ (SKU RT-24) | 4 × $240.00 | $960.00 |
| Matching bench, 48″ (SKU RB-48) | 2 × $410.00 | $820.00 |
| Sales tax 8.25% | $146.85 | |
| Freight, 1 pallet, curbside | 1 | $185.00 |
| Deposit received Mar 2 | −$500.00 | |
| Total due | $1,611.85 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each seller job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
What is the difference between a sales invoice and a sales receipt?
The invoice is issued when the buyer will pay later and shows what is due; the receipt is issued when payment is made. If the buyer pays at the time of sale, give a receipt; if you ship first and bill, send an invoice.
Do I need the buyer's PO number on a sales invoice?
For business buyers, yes. Their accounts payable matches invoices to purchase orders and rejects invoices without one. Get the PO before you ship.
How do I handle sales tax when the buyer is a reseller?
Collect their resale or exemption certificate before the sale, keep it on file, and show the tax line as $0.00 with “resale certificate on file”. Without the certificate you owe the tax.
Should shipping be taxed?
It depends on the state: some tax delivery charges when the goods are taxable, some do not, some only when shipping is not separately stated. Keep it on its own line and apply your state's rule.
What payment terms are normal for product sales?
Net 30 for established business buyers, prepayment or deposit for new buyers and custom orders, and card or Zelle on delivery for consumers. An early-payment discount (2/10 Net 30) is common in wholesale.