How to Fill Out a Commercial Invoice


People aren't usually very eager to part with their money, even when they know that they owe you. This is true for professional business people to whom you supply goods and services. Some companies are so overwhelmed with invoices that they don't recognize every one. So when you're filling out your commercial invoices, you can't be vague in the language or other details because that could potentially give your clients a reason to hold off on paying you. You must give your client a full snapshot of how much they owe, why and how to pay their debt.

Type in the name and address of the company that you will be billing. You can also pull up a previous invoice that already contains the company's pre-filled information. Double check to be sure that you're sending this invoice to the accounts payable department and not the company's warehouse department or your invoice will most likely get lost.

Type in the invoice number. This is a number that you generate for the customer. Enter in the customer's purchase order. his is the number that the customer generates for the order.

Enter in general information describing the services performed. For example, "New Website Design."

Type in the invoice date if it is not already filled in for you by your computer program. The invoice date should be set to the date of delivery or later.

Itemize the invoice. Write a detailed description about products and services rendered. More information in the description could avoid the need for a phone call from your customer that would hold up payment.

Enter in the retail price, discount rate, and quantity for a product invoice. This could also be the billing rate and number of hours worked.

Enter in your sales tax rate, if a sales tax applies to this customer. Usually, wholesale agreements do not require sales tax.

Add the terms of sale at the bottom of your commercial invoice. Tell you customer exactly who the check should be made payable to, and where to send it. Don't give your clients any excuses for delaying your payment.

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