Invoices are the only real proof that a business exchange has taken place. Ensure you get them right with these templates.
If you are involved in any type of business, chances are you’re going to need to know the ins and outs of invoicing. Invoices are legal documents which detail an an exchange of goods or services. They are needed by both parties involved in the transaction as they act as proof of the agreed-upon terms and they also act as a tax receipt for government and legal purposes.
Even though they’re common, people often make mistakes when filling out invoices. It’s important to have all of the necessary information to ensure that the invoice is valid. The team at finder.com.au has put together everything you need to know about invoices, and provided you with some free invoice templates that you can use for all your invoicing needs.
Table Of Contents:
Adding professionalism to your invoices
Tax invoice template and checklist
Template for under $1,000 invoice:
Template for over $1,000 invoice:
Proforma template and guide
Job work invoice template and checklist
Adding professionalism to your invoices
It’s no secret that stationary and invoices which are structured correctly and have a professional appearance can put your business ahead of others, so sometimes it pays to use a professional letterhead when making an invoice.
There are many companies which can take care of this for you. One such company is Vistaprint, which has a large range of standard designs which you can use for your invoices, and also allows you to upload your own custom logo design.
Vistaprint will print out your letterheads and uses high quality full-colour printing and papers to achieve the best result for you.
Here are some designs which are available from Vistaprint now
Swirly A4 Letterhead
Balloons A4 Letterhead
Manufacturing A4 Letterhead Gear Industry
Growth Chart A4 Letterhead
Big Ben A4 Letterhead
Types of invoices
There are three main types of invoices that you may need to use:
Tax invoice.This type of invoice is usually issued by the seller and shows the price of sale, whether it includes GST and the amount charged. These types of invoices are usually automated using accounting or cashier software at shops and other businesses, but many small businesses still write these out manually.
Proforma invoice.This type of invoice details a transaction which is going to take place. It sets out an agreed upon price and quantity for the transaction which needs to be honoured by both parties.
Job work invoice.This type of invoice is usually used by contract workers and freelancers, and is used to detail the amount of work they have done and how much they need to be paid. These are extremely important for tax purposes as they determine income and how much tax the contractor will need to pay.
Tax invoice template and checklist
There are two types of tax invoices: invoices for sales of less than $1,000 and sales of more than $1,000.
Sales of less than $1,000 must include the following:
The seller’s identity
The seller’s Australian Business Number (ABN)
The date the tax invoice was issued
Description of items sold, including quantity and price
GST amount payable in relation to the sale
The extent to which the sale on the invoice below is taxable
Template for under $1,000 invoice:
Tax Invoice
Jack's Windows and Glass
ABN: 32 323 198 777
17 Keller Street
Redfern NSW
2016
Date: 20th February 2014
To: Jane's Flowers
17 Smith Street
Sydney NSW 2000
Description of supply Total
Glass window panes $900
Total price incl. GST $900
Sales of $1,000 and more must include the following:
The seller’s identity
The seller’s ABN
The date the tax invoice was issued
The buyer’s identity or ABN
A description of items sold, including the quantity and price
The GST amount payable in relation to the sale
The extent to which the sale on the invoice is a taxable sale
Template for over $1,000 invoice:
Tax Invoice
Jack's Windows and Glass
ABN: 32 323 198 777
17 Keller Street
Redfern NSW
2016
Date: 20th February 2014
To: Jane's Flowers
17 Smith Street
Sydney NSW 2000
Qty
Description of supply
Unit price
GST
Total
20
Glass window panes
$100
$10
$2,200
Total amount payable
$2,200
Proforma template and guide
A proforma invoice is slightly more complicated invoice as it needs to include all costs associated with the sale, not just the cost of the goods or services that are being exchanged. Here’s a quick guide on how to put together a proforma invoice:
You need to decide on the price and sale terms of the prospective transaction, these may have been laid out in an initial agreement between you and the buyer. Your invoice needs to include additional costs that you will incur for the transaction including shipping, transport, insurance, taxes, custom fees and duties. Make sure this is as detailed as possible because it’s regarded as a binding sale agreement.
Make sure the invoice is clearly labelled as a proforma invoice. You need to include full names and mailing addresses for the seller and buyer and the date. If the invoice is only valid until a certain date, make sure to include that date as well.
Include as much detail as possible about the goods or services that are a part of the transaction, and include the country of origin as this is a requirement for some country’s custom requirements.
Outline the financial and shipping terms of the sale, including the type of currency you will use. You should also include a cost per unit for each item and also a total price.
Sign and date the proforma and send it off.
Template:
Proforma Invoice
Shipper:
Receiver:
Lucy Jones
Tom Fitzgerald
27 Richardson St
27 Arnott St
Sydney NSW 2000
Chicago, Illinois, 60667
Comments:
Mode of transport
Total Packages
Total gross weight
Air
26
526kg
ID
Description
Quantity
Unit Price $
Total
1
Green plates
20
17.99
$359.80
2
Blue bowls
20
17.99
$359.80
2
Yellow forks
20
3.24
$64.80
Subtotal
$784.40
Tax rate
10%
Sales Tax
-
Shipping and handling
$200
Total
$1,062.84
Job work invoice template and checklist
When you are invoicing for a freelance or contract job, you should pick a template and stick to it for the sake of consistency. Here’s what to include:
You and your client’s name and address
Your client or your own job number or order number
Details about the work you completed, including hours
Dates you completed the work, if relevant
An invoice number and date
Payment amount and terms
Your registered business address, business name and ABN
Your bank details
Template:
Invoice Number 42
Invoice date: 20th February 2014
To:
New Beginning Magazine
Simon Jones
79 Cross Ave
12 Wayward Lane
Sydney NSW 2000
Drummoyne NSW 2076
Job number: ART467
Description
Hours
Price
Total
Article - How to start fresh
4.5
$40
$180
Article - Valentines Day
4
$40
$160
Total
$340
Payment due: 27th February 2014
Please make cheques payable to: Simon Jones
Electronic payments:
Commonwealth Bank
BSB: 062 345
Account number: 12 345 678 9
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