E-Commerce Order Invoice Template

• Store: store name, address, support email and website
• Invoice details: invoice number, invoice date, payment terms and due date
• Bill to (customer): customer name, email and billing address
• Order and shipping: order number, order date, ship-to address, shipping method and "Payment status"
• Order items: item, SKU, quantity, unit price and amount
• Totals: "Subtotal", "Discount" with its rate, "Shipping", "Sales tax, if applicable" with its rate, and "Amount due"
• How to pay: accepted methods, account name, bank details and a payment reference, with placeholders for your own details
• Order notes: the discount, what the tax applies to, and the payment status

The sample is order #10482 for three products:

• 3 tote bags at 18.00, 54.00;
• 2 enamel mugs at 16.50, 33.00;
• 4 notebooks at 9.75, 39.00.

That's a subtotal of 126.00. Less a 15% welcome discount (18.90), plus 7.95 standard shipping, with tax at 0%, the amount due is 115.05, due in 14 days.

• Shipping is an amount you type, from your shipping rate or the carrier's charge. Name the shipping method in "Order and shipping", so the customer knows what they paid for.
• Discount is a percentage of the subtotal, with the rate in its own cell. In the Word and Excel files, the sample's note calls the 15% "a sample offer" with a welcome code. Say which offer the discount comes from, so the customer can see why it's there.
• Sales tax, if applicable has its own rate cell, starting at 0%. In the sample it applies to the subtotal less the discount, plus shipping, and the note says so: "The tax applies to the subtotal less the discount, plus shipping."

Whether you need to collect sales tax on an online order, at what rate, and whether shipping is taxed depend on the rules where your customers are. Check with the tax agencies where you ship. If your rules tax a different amount, change the tax formula and the note.

Marketplace sales. If you sell through an online marketplace, the marketplace may be responsible for the tax instead of you. For example, California's tax agency (CDTFA) says that beginning October 1, 2019, a marketplace facilitator is generally responsible for "collecting, reporting, and paying the tax on retail sales" made through its marketplace for delivery to California customers. It also asks marketplace sellers to keep documentation showing this (CDTFA, Tax Guide for Marketplace Facilitator Act). For other places, check with the tax agency there.

1. Add your store's details, then the invoice number, invoice date, payment terms and due date.
2. Under "Bill to (customer)", enter the customer's name, email and billing address.
3. Fill in "Order and shipping": the order number and date, the ship-to address, the shipping method and the payment status.
4. List each product with its SKU, quantity and unit price.
5. Set the discount rate (or 0%), type the shipping amount, and set the tax rate if tax applies.
6. Edit the order notes, replace the placeholders in "How to pay" with your own details, 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 the sample order filled in, for you to overwrite.

In the Excel file:

• each line amount is quantity × unit price;
• the subtotal, discount, tax and amount due are formulas, and the discount and tax rates have their own cells;
• to leave out the discount or tax, set its rate to 0%; to leave out shipping, set it to 0.00. Don't delete those rows, because the amount due refers to them;
• the order table has five rows. For more products, insert rows inside the table and copy the amount formula into them so the subtotal includes them.

In Word or on the PDF, work out the amounts yourself.

For a general layout, see the invoice templates for Word, for Excel, as a PDF, for Google Docs and for Google Sheets.

• Online receipt for orders that were paid at checkout
• Delivery note for the list of goods packed in a shipment
• Proforma invoice for quoting an order before it's confirmed
• All invoice templates