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Your Company Name
123 Business Street
City, State 10001
Country
hello@yourcompany.com
+1 555 000 0000
SALES INVOICE
INV-2025-001
Bill To
Client Name
456 Client Avenue
City, State 20002
client@example.com
Issue Date
Due Date
Description
Qty
Unit Price
Total
Subtotal$0.00
Discount$0.00
Tax (10%)$0.00
Shipping$0.00
TOTAL DUE$0.00
Payment Details:
Bank: Your Bank Name
Account: 1234567890
Payment due within 30 days. Thank you for your business!
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What Is a Sales Invoice?
A sales invoice is a billing document specifically designed for businesses that sell physical products. Unlike a service invoice - which lists work performed - a sales invoice focuses on goods sold, including product descriptions, SKU codes, quantities, unit prices, and shipping or delivery charges.
Sales invoices are used by retailers, wholesalers, manufacturers, and any business that ships tangible goods to customers or other businesses. They serve as the official record of a sale and form part of both parties' inventory and accounting records. In many jurisdictions, a sales invoice is also required documentation for goods crossing borders or being transported.
Key Fields for Sales Invoices
Product descriptions and SKU codes - for accurate inventory matching
Quantity and unit price per item
Shipping address - separate from billing address if different
Shipping charges - listed as a separate line item
Discount applied - per item or as an overall percentage
Tax breakdown - sales tax, VAT, or GST as applicable
Frequently Asked Questions
Should shipping charges be listed on a sales invoice?
Yes. Shipping should be shown as a separate line item on the invoice, both for clarity and because shipping charges may have different tax treatment than the goods themselves in some jurisdictions.
How do I handle returns and refunds?
Issue a credit note for returned goods - this is the correct way to reverse or partially reverse a sales invoice. Do not simply delete the original invoice. A credit note references the original invoice number and shows the amount being credited back to the customer.
Do I need to include a purchase order number?
If your customer gave you a PO number before the sale, always include it on your invoice. Many large businesses will hold payment or even reject invoices that don't match a PO number in their system.
What is the difference between a sales invoice and a commercial invoice?
The terms are often used interchangeably. In domestic sales, "sales invoice" is the common term. "Commercial invoice" typically refers to invoices used in international trade, where additional information such as harmonised codes and country of origin is required.