Businesses always focus on becoming profitable. To do that, increasing revenue is the name of the game. Of course, revenue can only be achieved through sales. However, to complete a sale of any product, the customer must be given a sales invoice. It serves as a bill for the customer and informs them about the products they plan to purchase, the quantity, and the costs involved. From the sales invoice, the customer can examine what they are buying, how many units they are purchasing, the price per unit, the price for the lot, the taxes associated with the purchase, and the overall cost they will have to settle to finally get the goods they ordered and receive the official receipt that closes the transaction.
Normally, most companies use customized software to prepare, write, and print invoices. The software is often linked to an inventory system. However, some businesses—those still in the dark ages—prefer to prepare sales invoices manually. If that is the case with your business, you will definitely want a guide to follow to create your own sales invoice. Here is that simple guide.
- Create the letterhead. While it is all right to prepare a handwritten sales invoice, it is better to do it digitally. Use a regular word processing program such as MS Office. Open a blank document and use the first two lines at the top of the page to create your letterhead. The company logo and name go at the top in a decently sized font. If you have a .jpg version of the logo and name, you can insert it into the document. Below that, insert your company details, particularly the business address and contact information.
- Indicate the invoice number. In order to distinguish a sales invoice from other invoices, assign a number to each invoice you create. This number should be located at the top right, beneath the letterhead. This will enable you to track invoices easily later on.
- Add the client’s details. On the left side of the page, start entering the client’s details, beginning with their name, address, phone number, and the order number (if necessary).
- Add the sales transaction. Below the client’s details, add a table with about four columns. The first column will be for the name, type, and description of the product to be purchased. The second column should be for the price per unit of that product. The third column is for the quantity of each product listed. The last column is for the subtotal cost for the product based on the quantity and the price per unit. There should also be a single row below that indicating the overall charge for the transaction, which should include all taxes associated with the transaction. If your inventory system requires each product to be coded, make sure to include those codes in the product description column as well.
The final part of the sales invoice is a section for the client to sign, as well as for the business’s authorized representative to approve the transaction and legitimize the invoice. Print and submit the invoice to the client, and wait for them to settle the charges. Once they complete payment, give them a receipt along with the goods they have just purchased. Keep the sales invoice for filing.
Write a Sales Invoice
Write a Sales Invoice : Multi-thousand tips to make your life easier.
Businesses always focus on becoming profitable. To do that, increasing revenue is the name of the game. Of course, revenue can only be achieved through sales. However, to complete a sale of any product, the customer must be given a sales invoice. It serves as a bill for the customer and informs them about the products they plan to purchase, the quantity, and the costs involved. From the sales invoice, the customer can examine what they are buying, how many units they are purchasing, the price per unit, the price for the lot, the taxes associated with the purchase, and the overall cost they will have to settle to finally get the goods they ordered and receive the official receipt that closes the transaction.
Normally, most companies use customized software to prepare, write, and print invoices. The software is often linked to an inventory system. However, some businesses—those still in the dark ages—prefer to prepare sales invoices manually. If that is the case with your business, you will definitely want a guide to follow to create your own sales invoice. Here is that simple guide.
- Create the letterhead. While it is all right to prepare a handwritten sales invoice, it is better to do it digitally. Use a regular word processing program such as MS Office. Open a blank document and use the first two lines at the top of the page to create your letterhead. The company logo and name go at the top in a decently sized font. If you have a .jpg version of the logo and name, you can insert it into the document. Below that, insert your company details, particularly the business address and contact information.
- Indicate the invoice number. In order to distinguish a sales invoice from other invoices, assign a number to each invoice you create. This number should be located at the top right, beneath the letterhead. This will enable you to track invoices easily later on.
- Add the client’s details. On the left side of the page, start entering the client’s details, beginning with their name, address, phone number, and the order number (if necessary).
- Add the sales transaction. Below the client’s details, add a table with about four columns. The first column will be for the name, type, and description of the product to be purchased. The second column should be for the price per unit of that product. The third column is for the quantity of each product listed. The last column is for the subtotal cost for the product based on the quantity and the price per unit. There should also be a single row below that indicating the overall charge for the transaction, which should include all taxes associated with the transaction. If your inventory system requires each product to be coded, make sure to include those codes in the product description column as well.
The final part of the sales invoice is a section for the client to sign, as well as for the business’s authorized representative to approve the transaction and legitimize the invoice. Print and submit the invoice to the client, and wait for them to settle the charges. Once they complete payment, give them a receipt along with the goods they have just purchased. Keep the sales invoice for filing.