7 sales invoice templates to streamline your billing

Creating invoices from scratch every single time is a chore. Imagine looking up client addresses, payment terms, and product descriptions in your sales contract every time you need to create an invoice. Manual recreation of invoices significantly increases the chances of errors creeping in and eats away time at money-making opportunities.

Customizable sales invoice templates can be a lifesaver. With pre-designed layouts, fields, and calculations, you only need to fill in the blanks.

In this article, we cover what each sales invoice should include, highlight the different types of invoices, and provide customizable templates to get you started.

Key components of a sales invoice

Every invoice is different, but core elements remain consistent. You need these four components to make an invoice valid for legal purposes:

Contact information

Contact information on a sales invoice includes details like your business's name, address, phone number, and email. 

Your customers can contact you post-sale if they have questions about the invoice or your product or service. Contact info also makes your business look more credible and professional. 

A tip: Always double-check to ensure your contact details are current and visible on every invoice you issue.

Customer information

Customer information includes the name and address of the person or company you're billing.

If you're issuing an invoice to a business, include the correct legal name, tax ID number, and any other relevant identifying information. These details are critical for accurately tracking and reporting your sales and taxes, and can be effectively organized using a report sales template., and can be effectively organized using a report sales template.

Invoice number and date:

The invoice number is a unique identifier for each transaction that helps verify the sales agreement's terms. The date tracks financial flows and records the sale's exact time, which helps report sales revenue.

The invoice number helps you and your customer track the sale, ensuring no mix-up with other transactions. The date keeps track of money and shows when a sale happened.

Description of goods or services rendered

A description of goods or services rendered is a detailed list of what you're charging for. It clarifies what the customer is paying for and avoids disputes over charges. 

Be specific and clear in your descriptions (like stating "3 hours of graphic design" instead of just "design services") to maintain transparency.

Payment terms

Payment terms outline when and how the customer should pay. They detail how much time the customer has to pay and acceptable payment methods. 

Invoice payment terms identify when and how the customer should pay and align with the sales cycle for consistent cash flow. Clarifying payment terms encourages timely payments and avoids confusion.

Amount due

The total amount due is the final sum that your customer owes you which includes all charges, taxes, and fees associated with the transaction. Also, include any adjustments or discounts applied to the total amount due.

Types of sales invoices

There are different types of sales invoices, each with its own purpose and use.

• Standard invoice: You'll typically send a standard invoice after selling a service or product. It details the amount due and the payment terms.

• Proforma invoice: You send a proforma invoice before delivering the actual goods or services. It estimates the costs involved, but it's not a demand for payment.

• Credit invoice: A credit invoice shows you’re crediting the customer, often due to a return or an overpayment. It reduces the amount you owe or suggests a refund.

• Debit invoice: You send a debit invoice when there's an additional charge or a correction to a previous invoice. It increases the amount your customer owes.

• Commercial invoice: A commercial invoice is used in international trade. It provides details about the goods being shipped and is crucial for customs clearance.

Recurring invoice: A recurring invoice is an ongoing invoice for repeat services. It's usually automated and sent at regular intervals, like monthly or annually, for things like subscriptions or membership fees.

7 customizable invoice templates

Not sure where to start? These professional invoice templates are completely customizable and include all the necessary elements for proper invoicing.

Choose one, then export it to Microsoft Word, Microsoft Excel, Google Sheets, Google Docs, or even an online invoice generator to easily create and send invoices to your clients. Google Sheets and Excel are great for complex invoices with multiple calculations, while Microsoft Word and Google Docs’ simple invoices are perfect for small business owners.

Change up the fonts and colors based on your brand, add your logo or company information, and even include personalized messages to make the invoice more personal.

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Automated, hassle-free invoicing awaits

Invoicing may be just another administrative task occupying your calendar, but it’s also one of the most important pieces of the sales process. These blank invoice templates are a convenient way to get your records in order and ensure your customers pay you on time.

Ready to streamline invoicing even further? When leveraging an intuitive CRM like Freshsales, your sales team will not only benefit from the built-in AI lead scoring, activity capture, and collaboration tools. Sales teams have access to various integrations, such as Xero — the industry-leading accounting software that small businesses love. 

Filter for invoices and easily keep tabs of all outstanding balances — all without leaving Freshsales CRM. Simplify invoicing and enable your team to focus on the high-impact work that matters.