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Sales Invoice Format Free Download in Excel, Word & PDF

Every business relies heavily on its invoicing system, yet creating a sales invoice format can be a time-consuming and tedious task. Fortunately, many tools are now available to make the process easier, including free sales invoice templates that can be downloaded in Excel, Word, and PDF formats.

It doesn't matter what line of business you are in; free downloadable sales invoice templates can help you save time and ensure that your invoices are professional and accurate. Explore how you can download the sales invoice format for free and streamline your invoicing process today!

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Sales Invoice Format in Excel, Word, and PDF

What Is a Sales Invoice?

A sales invoice is a document typically issued by a business to a customer to request payment for goods or services that have been sold or provided. The sales invoice format serves as a record of the transaction, and it contains essential details such as the date of the sale, description, quantity of the goods sold, total amount due, and price per unit.

The seller is responsible for providing a sales invoice to the buyer to facilitate an accurate transaction record. Furthermore, a sales invoice can be used to generate financial reports, analyze business performance, and track sales and inventory. A sales invoice is a vital document for businesses of all sizes and types, and it helps ensure accurate record-keeping, facilitates payment, and provides valuable insights into business operations.

What Is a Sales Invoice Used for?

There are multiple reasons why a sales invoice is used for:

  • A sales invoice is used as a document for a sales transaction between a seller and a buyer, and it serves as a legally binding agreement between the two parties, outlining the details of the sale.
  • The primary purpose of a sales invoice format is to request payment from the buyer for the goods or services the seller provides.
  • For keeping track of purchases, customers use sales invoices. Customers can use invoices as proof of purchase when returning or exchanging items.
  • Businesses use sales invoices as a valuable record of sales transactions, which can be used for bookkeeping and accounting purposes. It also helps small businesses to track their sales revenue, inventory, and cash flow.
  • A sales invoice format can help resolve disputes between sellers and buyers if there is a disagreement over the quantity, quality, or price of goods or services provided.
  • What Gets Included in a Sales Invoice?

    There are various points or elements in a sales invoice format or a sales invoice template. The seller or the vendor needs to outline details about the product or services they provided to the buyer. Here is a list of things that get included in a sales invoice:

  • Company name and logo.
  • Seller's contact information.
  • Each product or service purchased.
  • Each item on the list must be associated with the price of the product or service given.
  • Net bill amount, including taxes.
  • Invoice number.
  • Date.
  • Payment Terms.
  • Side Notes, if any.
  • How to Create a Sales Invoice?

    Whether you run manufacturing operations on a small or on large scale, knowing how to create a professional-looking sales invoice sample or sales invoice format can help make your payment channel more efficient. The steps to creating a sales invoice are as follows:

  • Choose and download a pre-made sales invoice format sample from free software programs or create one.
  • Include your logo in the invoice header.
  • Add your company's information, including name, e-mail address, and phone number.
  • Include your client's contact information, including their name, email address, and contact number.
  • Assign a unique invoice number to the invoice, the date, and the due date for payment.
  • Create a list of the products or services describing each item's quantity, unit price, and total price.
  • Calculate and list the total amount due, taxes, and discounts on each item sold.
  • Include the payment terms.
  • Add additional notes like warranty information, payment terms, late payment charges, and return policy.
  • Your completed invoice can be sent via email or postal mail.

    Sales Invoice Format in Excel

    Here are the steps to follow to create a sales invoice format in Excel:

  • Create a new workbook in Excel and set up the layout of the sale bill format.
  • Include headers: Invoice Number, Date, Company Information, Customer Information, Description, Quantity, Unit Price, Subtotal, Tax, Discount, Total, and Payment Terms.
  • You can add formulas to automatically calculate the subtotal, tax, discount, and total.
  • Add data to the invoice template and save the invoice template as an Excel file.
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    Sales Invoice Format in Word

    Here are the steps to follow to create a sales invoice format in Word:

  • Create or open a new document in Word, and set up the sales invoice layout. Or use the existing invoice layout in Word.
  • Include headers: Invoice Number, Date, Company Information, Customer Information, Description, Quantity, Unit Price, Subtotal, Tax, Discount, Total, and Payment Terms.
  • Add the table to the invoice template using the 'table feature' to put the headers in rows and columns in an organized manner.
  • You can add formulas using the 'Equation' option to automatically calculate the subtotal, tax, discount, and total.
  • Add data to the concerned invoice template and save it as a Word file.
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    Sales Invoice Format in PDF

    Creating a sales invoice format in a PDF format is very easy. You can use MS Word or another PDF converter application to do the same:

  • Download the invoice template, and edit the template that suits your business needs. Or open a new Word document, and set up the sales invoice layout.
  • Include headers: Invoice Number, Date, Company Information, Customer Information, Description, Quantity, Unit Price, Subtotal, Tax, Discount, Total, and Payment Terms.
  • If using MS Word, add the table to the invoice temple to put the headers in rows and columns in an organized manner.
  • You can add formulas to automatically calculate the subtotal, tax, discount, and total in MS Word.
  • Add data to the invoice template and download the invoice template as a PDF file or save it as a PDF invoice template.
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    Sales Invoice Format in Google Sheets

    Here are the steps to follow to create a sales invoice format in Google Sheets:

  • Create or open a new Google Sheet in Excel and set up the layout of the sales invoice format.
  • Include all the necessary headers including the Invoice Number, Date, Company Information, Customer Information, Description, Quantity, Unit Price, Subtotal, Tax, Discount, Total, and Payment Terms.
  • You can add formulas to automatically calculate the subtotal, tax, discount, and total values.
  • Add data to the invoice template and save the invoice template in Google Sheets.
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    Sales Invoice Format in Google Docs

    Here are the steps to follow to create the sales invoice format in Google Docs:

  • Open a new document in Google Docs, and set up the sales invoice layout. Or use the existing invoice layout in Google Docs.
  • Include headers: Invoice Number, Date, Company Information, Customer Information, Description, Quantity, Unit Price, Subtotal, Tax, Discount, Total, and Payment Terms.
  • Organize all the data in the template by adding the table to the invoice template using the 'table' option to put the headers in rows and columns.
  • Add data to the invoice template and calculate the subtotal, tax, discount, and total using formula features.
  • Move the Google Doc file into the desired folder.
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    FAQs on Sales Invoice Format

    • What are the invoice types of retail sales?

      There are four types of invoices for the retail sales sector, these are Standard Invoices, Recurring Invoices, Commercial Invoices, and Credit Invoices.

    • Can I invoice without GST?

      It is not possible to generate an invoice without GST. However, some goods are exempt from the GST and other taxes, for which you can make an invoice without GST.

    • Is the GST number mandatory on an invoice?

      Yes, having a GST number on the invoice is mandatory, and it allows for easier tracking and verification of the taxes paid and received by the business.

    TranZact

    TranZact is a team of IIT & IIM graduates who have developed a GST compliant, cloud-based, inventory management software for SME manufacturers. It digitizes your entire business operations, right from customer inquiry to dispatch. This also streamlines your Inventory, Purchase, Sales & Quotation management processes in a hassle-free user-friendly manner. The software is free to signup and gets implemented within a week.