Invoice

Use an invoice template to create invoices for your customers who have agreed to pay for the items listed on the invoice.

The invoice is essential to a vendor or merchant because it documents outstanding bills and outgoing inventory. After paying the bill, the paid invoice also records any taxes collected (in the United States, mostly the state sales tax collected) and other charges (such as shipping costs) separately from the business income. The invoice usually contains the seller's contact information and the buyer's billing information (billing address).

Invoices are used for:

• Tracking sales

• Tracking inventory

• Predicting future sales

• Requesting payments from buyers

• Tax filings based on business revenue

What Is An Invoice?

An invoice is a commercial document recording a transaction between a seller and a buyer. An invoice lists items (goods and services) sold and may contain acceptable payment methods and due dates.

Other Names for Invoice

Depending on the context and preferred lingo, an invoice may also be known as:

• Statement

• Statement of Charges

• Bill

• Reckoning

Who Needs an Invoice

Before anything else, you need a template to generate invoices for your company. The seller sends an invoice to a buyer containing a list of items sold, unit cost, payment terms, shipping and handling, and other terms. In turn, the invoice is an expense record for the buyer.

Why Use Swyft Forms for Your Invoice

Customized for you, by you

Create your own documents by answering our easy-to-understand questionnaires to get exactly what you need out of your Invoice template.

Specific to your jurisdiction

Laws vary by location. Each document on Swyft Forms is customized for your state.

How to Create an Invoice with Swyft Forms

Invoices are crucial for any business as records of payments or receipts for goods and services. With a suitable invoice template containing your company's information, you can generate invoices customized for each of your customers.

Let Swyft Forms help with our extensive library of attorney-vetted legal forms. The process is fast and easy. All you have to do is fill out our easy-to-understand questionnaire. Once complete, simply download your form as a PDF or Word document from your secure online account.

What Information Will I Need to Create My Invoice

To create your invoice template, please provide:

• Invoice information: This includes the invoice number and date and, optionally, the account number and purchase order.

• Customer information: Name and address of the purchasing company or individual. You can add a contact person for a business customer.

• Customer Shipping Information: Select if the shipping address is not the same as the billing address.

• Seller information: The name and address of the seller. The fax number and email address are optional.

• Items list: Line by line, the description of the item sold, quantity, and unit price.

• Sales Tax: Define the sales tax to be collected in percentage (according to the state).

• Shipping: The shipping cost, if applicable.

• Other Charges (Optional): If there are additional charges, list them and the charges individually.

• Discount (Optional): Any discount offered, if applicable.

• Payment: Accepted payment methods may include credit and debit cards, cash, cashier's check/money order, personal check, PayPal, and more. Also, select if the payment is flexible or has a due date.

• Shipping Date (Optional): Desirable if the items are to be shipped.

Invoice Terms

• Invoice Number: A number assigned by the seller with which to identify the invoices.

• Billable Expenses: Expenses incurred by the seller and which can be charged to the customer.

• Sales Tax: According to the state, the seller is required and registered to collect sales taxes. The no-sales-tax states are Oregon, Alaska, New Hampshire, Montana, and Delaware.

• PO: A purchase order is a contract for selling and purchasing goods and services. In practice, the purchaser or customer issues a purchase order to the seller, which bills the purchaser with an invoice.

• Net 30: The payment term indicating the invoice is to be paid within 30 days of receipt. Standard terms include net 10 (within ten days), net 15 (within 15 days), and more.

Invoice Signing Requirements

In general, signatures on invoices are not required. There are instances where the seller or the buyer may be asked to sign an invoice. For example, a seller may ask a buyer to sign an invoice to confirm the goods' receipt.

What to Do with Your Invoice

After generating your invoice template on Swyft Forms, download and use it to create invoices for your customers. The seller and the buyer keep their copy of the invoice, which is needed for bookkeeping and potential dispute resolution.

Typically, notarization is not required.