Free sales invoice template: PDF, Excel & Word downloads

You’ve closed the deal, delivered outstanding work, and earned a loyal customer. Now, it’s time to get paid for your products, services, and efforts. A well-organized invoice not only speeds up payment but also reinforces your brand’s professionalism and keeps everything moving efficiently. Whether you’re selling to consumers, managing B2B accounts, fulfilling custom orders, or billing for ongoing services, every sales invoice should include the following:

1. Business details

Add your company name, logo, address, phone number, and email. A branded header builds recognition and trust. It matters for every kind of customer—from new clients and repeat buyers to large accounts with ongoing orders.

2. Customer information

Include your customer’s full name, business name, billing address, phone number, and email. For B2B sales, list the key contact or department to ensure the invoice reaches the right hands without delay.

3. Invoice number and date

Assign a unique, sequential invoice number and include the date the invoice was issued. These details make it easier to track payments, reference sales history, and keep your financial records in order for reporting and taxes.

4. Itemized description of goods or services

Break it all down: what you sold, how much of it, and when it was delivered. Whether you’re billing for 20 hours of consulting, 100 units of product, or three catered events, a clear line-item format removes ambiguity, which can contribute to faster approvals. Descriptions and format will differ based on your business specifics, but here are some examples:

• Sales training workshop – 2 sessions @ $350 each
• Wholesale apparel order – 1,200 units @ $8.50 each
• Lead generation services – 500 qualified leads @ $3 each
• Promotional items – 5,000 custom pens @ $0.85 each

5. Rates and quantities

Specify price per unit, number of units or hours, and total for each line. Consistency here ensures your invoice aligns with sales quotes, proposals, or contracts.

6. Additional charges

Avoid surprises by detailing any extra charges not covered in the base fee, such as:

• Delivery or shipping
• Weekend or after-hours rates
• Equipment rentals
• Rush orders or expedited service
• Mileage or travel fees

7. Total amount due

Sum up the subtotal, taxes, fees, discounts, and any other adjustments to calculate the final amount due. 

8. Payment terms and instructions

Minimize payment delays by clearly outlining your payment terms and everything your customer needs to know to pay you on time:

• Due date: Net 30, Due on Receipt, etc.
• Accepted payment methods: Bank transfer, check, credit card, ACH, digital wallet
• How to pay: Include your mailing address, online payment link, or banking info
• Late fees: Mention any late penalties to set expectations
• Early payment perks: Offer a discount for early payment if applicable

What is a sales invoice?

A sales invoice is a document sent to customers to request payment for goods or services delivered. It outlines what was sold, how much it cost, and the agreed-upon payment terms. Sales invoices are essential for tracking revenue, managing accounts receivable, and keeping financial records accurate—especially in transactions where payment isn't collected immediately.

Common businesses that use sales invoices

Sales invoices are a standard part of doing business for companies that provide goods or services without immediate payment. 

Wholesale and distribution businesses

Wholesale and distribution companies regularly invoice retailers or resellers for bulk product shipments, often with payment terms like Net 30 or Net 60.

Professional service providers

Consultants, agencies, freelancers, and firms in industries like marketing, legal, and IT send sales invoices for hourly work, project-based services, and retainer agreements.

Contractors and tradespeople

Builders, electricians, plumbers, and other trades invoice clients after completing milestones, service visits, or custom work.

B2B sales and e-commerce 

Invoices are essential for managing account-based relationships, offering flexible payment terms, and handling repeat transactions across both online platforms and direct sales channels.

Manufacturers

Manufacturers use sales invoices to bill customers for custom products, parts, or large-scale production runs, often with shipping and handling fees included.

Subscription and SaaS companies

These businesses invoice for recurring software access, licensing, or subscription-based services, usually on a monthly or annual basis.

How long to keep sales invoices

Keep sales invoices for at least seven years to meet IRS requirements and facilitate tax, financial, and customer recordkeeping. Some industries or state laws may require you to keep them longer, so check for specific regulations that apply to your business.

Sales invoice template best practices

An effective sales invoice reflects your professionalism, reduces payment friction, and supports strong client relationships. Follow these best practices:

Include business branding

Customize your invoice template with your company logo, brand colors, and business details. Consistent branding is a great way to reinforce your identity.

Date and number every invoice

Add a unique invoice number and the invoice issuance date. These essentials help organize your records, make payment tracking easier, and support accurate tax reporting. They also make it simpler to follow up with clients when needed.

Customize for each client

Tailor each invoice with your customer’s name, company, and any relevant purchase order numbers or delivery references. Personalized invoices are easier to understand and more likely to be paid promptly.

Break down charges clearly

List each product or service by name, rate, quantity, and total. Whether you’re billing for units sold, hours worked, or flat fees, clear line items can minimize confusion and reduce back-and-forth.

Set clear payment terms

Include due dates, accepted payment methods, late fees, and any early payment discounts. Transparent terms help set expectations and improve cash flow.

Check for accuracy

Before sending, review for any pricing, tax, or client info errors. Mistakes—even small ones—can delay payment or create customer concerns.

Send as a PDF

Finalize your invoice in a clean, universally readable format like PDF. It ensures the layout stays intact and looks professional on any device or platform.

Sales invoice templates vs. QuickBooks

Basic Excel, Word, or PDF templates can work for small operations or one-off transactions, but they often require manual entry and offer limited flexibility. For growing sales teams or service providers managing recurring clients, QuickBooks offers a faster, more reliable way to create invoices, track payments, and stay organized.

Less manual work, fewer errors

Traditional invoice templates require continual retyping of customer details, pricing, and services. This is time-consuming and increases the risk of mistakes. QuickBooks saves customer and item details, so you can invoice in just a few clicks and trust that your numbers are accurate.

Automate invoicing 

If you manage regular clients, subscription sales, or repeat orders, automation saves serious time.

• Batch invoicing: Quickly generate and send multiple sales invoices simultaneously, cutting down on manual data entry. With batch invoicing, you can generate invoices 37% faster.¹
• Automated workflows: Set up customized workflows to automate tasks such as sending invoice reminders, ensuring timely communication and consistency. ​
• Real-time tracking: Monitor when an invoice is sent and viewed.

Invoice from anywhere

Whether you're on the road closing deals or in the office managing accounts, QuickBooks makes it easy to invoice from your phone, tablet, or desktop. Attach quotes, delivery summaries, or service agreements so everything your client needs is in one place.

Track cash flow in real-time

Always know where your money stands. With QuickBooks, you can see what invoices have been sent, viewed, and paid or which are overdue. Built-in reporting tools also help forecast revenue and spot trends.

Get paid faster

QuickBooks makes it easy for clients to pay you right from the invoice. Accept credit cards, ACH transfers, PayPal, and Apple Pay. The easier it is to pay, the faster the money hits your account.

Send invoices via email or SMS

Deliver invoices to match your client’s preferences. Send directly by email or text, and add a personal touch that helps keep relationships strong and payments on track.

Try our free sales invoice generator

Create a custom sales invoice online with QuickBooks. Autofill job and customer info, add your logo and branding and send with ease. Prefer a simple template? Download free printable versions in Word, Excel, or PDF.

When you're ready for a more efficient way to manage sales invoicing, try QuickBooks. You’ll streamline your billing, stay organized, and gain insights that help you sell smarter and scale faster.