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Car Dealer Invoice Template

A vehicle sale invoice for dealers that keeps the price and options, the documentation fee and government fees apart, applies the sales tax rate you enter and takes off the trade-in and deposit before the amount due, in PDF, Word and Excel

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Quick answer:A car dealer invoice bills a buyer for a vehicle: the price and any options, the dealer's own fees, government fees passed through at cost, sales tax, and what is still owed after a trade-in and deposit. This page has one vehicle sale invoice as a blank PDF plus Word and Excel files with sample values. It identifies the vehicle by year, make, model, VIN, odometer reading, stock number, condition and color, and the trade-in by year, make, model, VIN, odometer and any lien. The totals run from the vehicle and options subtotal through the dealer documentation fee, a sales tax line with its own rate, and government title and registration fees at cost, to "Less: trade-in allowance", "Less: deposit received" and the amount due. Fee limits, what is taxed and how a trade-in affects sales tax depend on your state's rules. In the US, for a used car, the FTC Buyers Guide is a separate requirement.

VEHICLE SALE INVOICE

Dealer

Business name:
Example Auto Sales LLC
Address:
1200 Example Highway, Sampletown
Phone / email:
[Phone or email]
Dealer license no.:
[Dealer license no.]

Invoice details

Invoice no.:
VS-20417
Invoice date:
Nov 7, 2026
Payment terms:
Due at delivery
Due date:
Nov 7, 2026
Salesperson:
[Salesperson name]

Bill to (buyer)

Buyer name:
Casey Example
Address:
88 Sample Road, Sampletown
Phone / email:
[Phone or email]
Co-buyer:
[Co-buyer, if any]

Vehicle

Year / make / model:
2022 Example Motors Sedan LX
VIN:
[17-character VIN]
Odometer:
28,415 miles
Stock no.:
U-4471
Condition:
Used
Color:
Silver

Trade-in

Year / make / model:
2015 Example Motors Hatchback
VIN:
[Trade-in VIN]
Odometer:
112,380 miles
Lien on trade-in:
None

Vehicle and options

  • Description: 2022 Example Motors Sedan LX, stock no. U-4471Amount: 18,900.00
    Qty:
    1
    Unit:
    vehicle
    Price:
    18,900.00
  • Description: All-weather floor mats, set of 4Amount: 145.00
    Qty:
    1
    Unit:
    set
    Price:
    145.00
  • Description: Extended service contract, 36 months or 36,000 miles (optional)Amount: 1,295.00
    Qty:
    1
    Unit:
    contract
    Price:
    1,295.00
Vehicle and options subtotal20,340.00

Government fees, at cost

  • Description: Title fee, as charged by the stateAmount: 75.00
    Qty:
    1
    Unit:
    fee
    Price:
    75.00
  • Description: Registration and plate fees, as charged by the stateAmount: 185.00
    Qty:
    1
    Unit:
    fee
    Price:
    185.00
Government fees subtotal260.00
Subtotal
20,340.00
Dealer documentation fee
199.00
Sales tax, if applicable (0%)
0.00
Government fees, at cost
260.00
Total
20,799.00
Less: trade-in allowance
4,500.00
Less: deposit received
500.00
Amount due
15,799.00

How to pay

Accepted methods:
Cashier's check, bank transfer or lender payment
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice no. VS-20417

About this sale

  • Government fees are passed through at cost, with no markup. The figures shown are sample figures: use the amounts your state charges.
  • Check your state's rules on dealer fees, on which charges are taxable and on how a trade-in affects sales tax before setting the tax rate.
  • The deposit of 500.00 was received on Nov 2, 2026.

This invoice lists the charges for the sale. Title, registration and any disclosure forms are separate documents.

Vehicle sale invoice (dealer): sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Dealer details with a dealer license number, and invoice details with payment terms, due date and salesperson
Buyer and co-buyer under "Bill to (buyer)"
Vehicle year, make and model, VIN, odometer, stock number, condition and color
Trade-in year, make and model, VIN, odometer and any lien
"Vehicle and options" table for the vehicle, accessories and optional products, with its own subtotal
"Government fees, at cost" table for title, registration and plate fees, kept apart from the dealer documentation fee
Sales tax line with a rate cell starting at 0%, then "Less: trade-in allowance", "Less: deposit received" and amount due
Blank PDF, plus Word and Excel files with sample values; the Excel file calculates the subtotals, tax, total and amount due

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a quantity × rate formula, and so are the section subtotals, subtotal, tax, pass-through costs, total and amount due. The amount due is the total minus the trade-in allowance and deposit received. The tax rate sits in its own cell, so you can change it.

VEHICLE SALE INVOICE

Dealer

Business name:
Example Auto Sales LLC
Address:
1200 Example Highway, Sampletown
Phone / email:
[Phone or email]
Dealer license no.:
[Dealer license no.]

Invoice details

Invoice no.:
VS-20417
Invoice date:
Nov 7, 2026
Payment terms:
Due at delivery
Due date:
Nov 7, 2026
Salesperson:
[Salesperson name]

Bill to (buyer)

Buyer name:
Casey Example
Address:
88 Sample Road, Sampletown
Phone / email:
[Phone or email]
Co-buyer:
[Co-buyer, if any]

Vehicle

Year / make / model:
2022 Example Motors Sedan LX
VIN:
[17-character VIN]
Odometer:
28,415 miles
Stock no.:
U-4471
Condition:
Used
Color:
Silver

Trade-in

Year / make / model:
2015 Example Motors Hatchback
VIN:
[Trade-in VIN]
Odometer:
112,380 miles
Lien on trade-in:
None

Vehicle and options

  • Description: 2022 Example Motors Sedan LX, stock no. U-4471Amount: 18,900.00
    Qty:
    1
    Unit:
    vehicle
    Price:
    18,900.00
  • Description: All-weather floor mats, set of 4Amount: 145.00
    Qty:
    1
    Unit:
    set
    Price:
    145.00
  • Description: Extended service contract, 36 months or 36,000 miles (optional)Amount: 1,295.00
    Qty:
    1
    Unit:
    contract
    Price:
    1,295.00
Vehicle and options subtotal20,340.00

Government fees, at cost

  • Description: Title fee, as charged by the stateAmount: 75.00
    Qty:
    1
    Unit:
    fee
    Price:
    75.00
  • Description: Registration and plate fees, as charged by the stateAmount: 185.00
    Qty:
    1
    Unit:
    fee
    Price:
    185.00
Government fees subtotal260.00
Subtotal
20,340.00
Dealer documentation fee
199.00
Sales tax, if applicable (0%)
0.00
Government fees, at cost
260.00
Total
20,799.00
Less: trade-in allowance
4,500.00
Less: deposit received
500.00
Amount due
15,799.00

How to pay

Accepted methods:
Cashier's check, bank transfer or lender payment
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice no. VS-20417

About this sale

  • Government fees are passed through at cost, with no markup. The figures shown are sample figures: use the amounts your state charges.
  • Check your state's rules on dealer fees, on which charges are taxable and on how a trade-in affects sales tax before setting the tax rate.
  • The deposit of 500.00 was received on Nov 2, 2026.

This invoice lists the charges for the sale. Title, registration and any disclosure forms are separate documents.

Vehicle sale invoice (dealer)

A dealer's invoice for a vehicle sale: the buyer, the vehicle's year, make, model, VIN and odometer reading, the price and options, the dealer documentation fee, a sales tax rate cell, government title and registration fees at cost, the trade-in allowance and deposit taken off, and the amount due.

A request for payment — shows the amount due

Download

What a vehicle sale invoice is for

A car dealer invoice bills the buyer for a vehicle. It sets out what the buyer is paying for, which charges are the dealer's and which are government fees, the sales tax, and what is still owed once a trade-in and any deposit are taken off. Its figures should match the purchase agreement the buyer signs and, if the purchase is financed, the financing contract.

The invoice doesn't replace those documents, the title and registration paperwork, or, for a used car, the FTC Buyers Guide. The template's footnote says the same: title, registration and any disclosure forms are separate documents.

If you are selling your own car privately rather than as a dealer, a car sale receipt is the better fit: it records the payment between seller and buyer.

What goes on the invoice

Dealer and invoice details. Your business name, address, phone or email and dealer license number. Then the invoice number, invoice date, payment terms, due date and salesperson. The sample's terms are "Due at delivery".

Bill to (buyer). The buyer's name, address and phone or email, plus a co-buyer if there is one. Use the same names as on the purchase agreement.

Vehicle. Year, make and model, VIN, odometer reading, stock number, condition (new or used) and color, so the invoice can only refer to one car.

Trade-in. If the buyer is trading in a vehicle, its year, make and model, VIN, odometer reading and whether there is a lien on it. The sample trade-in has none.

Vehicle and options. The vehicle on the first line at its agreed price, then each accessory or optional product on its own line. The sample adds floor mats and an extended service contract marked "(optional)". This table has its own subtotal.

Government fees, at cost. Title, registration and plate fees in a separate table, with its own subtotal.

Dealer fees vs government fees

The template keeps the two kinds of fee apart on purpose:

  • The dealer documentation fee is a charge you set. It sits on its own line in the totals, below the vehicle and options subtotal. Whether a documentation fee is capped or needs particular disclosure wording depends on your state's rules, so check them before you set or print one.
  • Government fees, at cost are amounts the state charges for the title, registration and plates, passed through to the buyer with no markup. The template's notes say so. Use the amounts your state charges; the sample figures (75.00 and 185.00) are placeholders.

Don't describe a dealer fee as a government or "official" fee, and don't put your own charges in the government fees table.

Sales tax

The totals have one "Sales tax, if applicable" line with its own rate cell, which starts at 0% in the Excel file. Which charges are taxed, whether a trade-in reduces the taxable amount, whether the documentation fee or a service contract is taxable, and who collects the tax all depend on your state's rules and any local rules. Check your state's rules before you set the rate; don't copy it from another dealer or another state.

In the Excel file, the tax is the rate multiplied by the vehicle and options subtotal plus the documentation fee. Government fees are added after tax, and the trade-in and deposit come off after the total, so neither reduces the taxed amount in the template as it comes. If your state's rules tax a different amount, change the tax formula to match. To leave tax off, set the rate to 0% rather than deleting the row: the total refers to it.

Trade-in and deposit credits

Both are credits that come off after the total:

  • Less: trade-in allowance. The amount you agreed to allow for the buyer's trade-in. The trade-in's details are in their own block, so the credit can be matched to the vehicle. If the trade-in has a lien, record it there and handle the payoff the way your purchase agreement does; the credit line is for the allowance.
  • Less: deposit received. Any deposit the buyer has already paid. The sample's notes record the date it was received.

The amount due is the total minus both credits. In the sample, a total of 20,799.00, less a 4,500.00 trade-in allowance and a 500.00 deposit, leaves 15,799.00 due. If the buyer has no trade-in or deposit, set that line to 0.00 in the Excel file instead of deleting it.

Financing terms belong in the financing contract, not on the invoice. The template's accepted payment methods include a lender payment, so the amount due can be paid by the buyer, their lender or both.

Used cars: the Buyers Guide

In the US, the FTC's Used Car Rule (16 CFR Part 455) applies to used vehicle dealers, which 16 CFR 455.1 defines as anyone selling or offering a used vehicle after selling or offering five or more used vehicles in the previous twelve months. According to the FTC's Dealer's Guide to the Used Car Rule, a dealer must post a Buyers Guide on a used vehicle before displaying it for sale and give the buyer the original or a copy at the sale. The rule also requires the sales contract to say that the information on the window form (the Buyers Guide) is part of the contract and overrides any contrary provisions in it.

The Buyers Guide states whether the car is sold "as is" or with a warranty, and the FTC says a dealer can sell "as is" only where state law allows it. The invoice can't stand in for the Buyers Guide, and nothing on it should contradict it.

Odometer disclosure is separate too. Under 49 CFR 580.5, when ownership is transferred the seller discloses the mileage to the buyer on the physical or electronic title, or on the physical document being used to reassign the title. A seller in whose name the vehicle is titled must make the disclosure on the title, not on a reassignment document. Vehicles listed in 49 CFR 580.17 are exempt. The odometer reading on the invoice is a record, not that disclosure.

How to fill it in

  1. Add your dealership's details and license number, then the invoice number, invoice date, payment terms, due date and salesperson.
  2. Under "Bill to (buyer)", enter the buyer and any co-buyer.
  3. Fill in the vehicle block from the title and the car itself: year, make and model, VIN, odometer, stock number, condition and color.
  4. If there is a trade-in, fill in its block, including whether it has a lien.
  5. List the vehicle and each option on its own line in "Vehicle and options".
  6. Enter the title, registration and plate fees your state charges in "Government fees, at cost".
  7. Enter your documentation fee and set the sales tax rate under your state's rules.
  8. Enter the trade-in allowance and the deposit received, and check that the amount due matches the purchase agreement.
  9. Fill in "How to pay" with your own details in place of the placeholders, edit the notes, and send the invoice.

The PDF is a blank form for filling in by hand. The Word and Excel files have the same layout with sample values that you overwrite. The Excel file calculates each line amount, both table subtotals, the tax, the total and the amount due with formulas.

When the buyer pays, confirm it with a payment receipt. If you invoice in Billed, buyers can pay online by card or PayPal, Billed can send automatic reminders for overdue invoices, and it sends a payment receipt after each online payment.

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What's included in this invoice template

Part What it holds In the sample
Dealer and invoice details Business name, address, phone or email, dealer license no.; invoice no., invoice date, payment terms, due date, salesperson VS-20417, due at delivery on Nov 7, 2026
Bill to (buyer) Buyer name, address, phone or email, co-buyer Casey Example
Vehicle Year, make and model, VIN, odometer, stock no., condition, color 2022 sedan, used, 28,415 miles, stock no. U-4471
Trade-in Year, make and model, VIN, odometer, lien on trade-in 2015 hatchback, 112,380 miles, no lien
Vehicle and options Description, qty, unit, price, amount; subtotal Vehicle 18,900.00, floor mats 145.00, optional extended service contract 1,295.00 = 20,340.00
Government fees, at cost Title fee; registration and plate fees; subtotal 75.00 + 185.00 = 260.00 (sample figures)
Totals Subtotal, dealer documentation fee, sales tax, government fees, total, less trade-in allowance, less deposit received, amount due 20,340.00 + 199.00 + 0.00 tax + 260.00 = 20,799.00; less 4,500.00 and 500.00 = 15,799.00 due
How to pay and notes Accepted methods, account name, bank details, payment reference; notes about the sale Placeholders for your details; deposit received Nov 2, 2026
Formats Blank PDF; Word and Excel with sample values Excel calculates the subtotals, tax, total and amount due

When this isn't for you

This invoice bills a buyer for a vehicle you sell. It does not replace the purchase agreement, a financing contract, the title and registration paperwork or, for a used car, the FTC Buyers Guide. If you are selling your own car privately rather than as a dealer, use the car sale receipt to record the payment. For service and repair work, use an auto repair invoice.

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Frequently Asked Questions

Common questions about this invoice template.

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