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If you supply goods or render one form or service or the other to clients, the odds are that you have already used or drafted an invoice. Freelancers and independent contractors often use invoices to request payment for deliverables. An invoice is an official business document that highlights goods or services provided to a customer alongside the cost.

For service providers who have to issue recurring invoices to clients, maybe on a weekly or monthly basis, a fillable invoice would be a good option to explore. Fillable or blank invoices are the types used to handle recurring billing to enhance stress-free and faster invoicing. If you have a blank invoice template, you can easily format and details of a new transaction to bill another client. A typical fillable invoice template gives you the flexibility to include elements and modify the document to suit your branding style. 

Image Credits: invoice-form-blank.pdffiller

1. Why you should consider using a fillable invoice template

There are many invoicing solutions out there with varying flexibilities and advantages. The good news is a lot of the solutions have a fillable invoice template to make your work easier and faster. All you need to do is choose a blank template and add the relevant information required by your client to clear the bill. With a blank invoice template on an intuitive platform, you can create a professional template with little chances for mistakes.

Besides, there's the flexibility to modify and add elements like tables or lines to list your products or services. Also, you can save the document in any format and download it to your system if you wish to keep a local copy. The big advantage of a fillable invoice is to get a reusable template that you can always customize when the need arises. 

2. Elements of a fillable invoice template

Invoices should be unique to accommodate the details of the goods and services they cover. Also, they should have just enough billing information to allow clients to pay for your goods or services.

Below is a typical detail to cover when creating your fillable invoice template.

2.1. A professional header  

Create a header that stands out to give your invoice template a professional touch. Ensure the header includes the following information.

  • Business name / full name
  • Business logo
  • Contact details- mailing address, phone contact, email and website
  • Invoice number and date invoice was created
  • Product/ Service details
Image Credits: cisdem.com

2.2. Itemize the products or services you have supplied

You may categorize them in the following manner to ensure easy readability. 

  • A brief description of each product or service
  • Date purchase and supply or when service was performed
  • Hours worked or quantity of goods
  • Amount of goods or rate of services
  • Subtotal for the products or services listed

2.3. Tax details

Include any fees that affect the total amount like tax and delivery fees if applicable. Some fees that might affect the amount due include the following: 

  • Service tax
  • Sales tax
  • Delivery tax
  • VAT
  • Due date
  • Grand total

Create a space for a total in your fillable invoice template after you’ve included tax and other fees that might affect the amount. You may include the total payable amount at the top of the bill so that your client can quickly have a glance even before going through your list. Also, include your payment due dates like 30 Days Net, 45, or 60; the decision is totally up to you. 

2.4. Payment terms & conditions

Pay attention to this section when creating your fillable invoice template because it clarifies the details on how a client should make your payment. Payment terms and conditions may include your preferred payment method, late fees, discount offers, and return policies.

Fillable Invoice Template PDF

A fillable invoice tempalte PDF form is a bill of deliverables generated by a company or an individual to collect the receivables in lieu of the service offered to the customer. It lists out the quantity of the goods or services, the corresponding cost, and the taxes if any. They are useful to give a clear breakdown of the costs, to maintain a paper trail of the payment requests, and to keep an internal record of all the transactions. Most importantly, as they define the due date for settling the invoice, it also ensures that your clients pay you on time.

If these are recurring tasks, it would be convenient to keep a fillable invoice template in PDF ready at hand as all you need to do is enter the new and relevant details and share it with the customer. With a fillable invoice template PDF, all you need to do is make an invoice template in one go and reuse it for every billing cycle! It saves you a lot of time and effort as you only need to work on the first format.

Image credits: samples.net

1. Types of invoices

Some of the most prevalent types of invoices include:

  • Proforma or bid: An estimate of expenditure for the goods and services, often used as a preliminary appraisal
  • Interim invoice: Often used during long-term projects, these invoices facilitate periodical payments
  • Recurring invoices: These are used for recurring customers and can be replaced by fillable invoice template PDF
  • Past due invoices: Often enclosed with the original invoice, it is issued when a previous invoice is past its due date and includes the interest accrued if any.
  • Final invoice: Sent after the completion of the complete project

2. Parts of a fillable invoice template PDF

Here's what a professional fillable invoice template must contain for your business to get paid:

2.1. A standout header

If you want your invoice to have a professional header, then it must contain the following elements:

  • Your business name or full name.
  • Contact details including phone number, email address, and website.
  • Unique invoice number that acts as an identifier.
  • Date when the invoice is raised.
  • Business logo.

2.2. Details of goods or services

In this section of the fillable invoice template PDF, you must give an itemized breakdown of the products or services. You can categorize it in the following five columns:

  • Goods or services: A detailed description of the goods delivered or the service performed.
  • Date of purchase or when the service was performed.
  • Quantity, in terms of the number of items or number of hours put into the service.
  • The rate at which the product or service is charged.
  • Subtotal of each good or service.

2.3. Tax component

If your service attracts any tax or additional fees, it must be added to the invoice in a dedicated column. This includes local or state taxes, service taxes, delivery fees, sales tax, etc.

Image credits: pdffiller.com

2.4. Total amount due and due date

The grand total corresponding to the product and services of the invoice must be given separately so that even if someone is casting a cursory glance at your fillable invoice template PDF, they can find out how much they have to pay you. You may also include the amount in figures and words.

Bonsai allows you to set the payment due date at your discretion and you can choose your preferred timeframe such as 30 or 45 days. Alternatively, you can also choose a 'Due on receipt' for immediate payment. You may even automate your fillable invoice template PDF to be generated at a certain date of every month. 

2.5. Terms of transaction

When you are making use of fillable invoice template PDF from websites like Bonsai and deliver the invoices electronically, you must also specify your preferred mode of payment. You may also include a terms and conditions section that contains other related information such as return policy on goods, late fee rates, discounts, or any other policies. In the end, you can include a small "thank you" note to appreciate the client's interest in your business.

Making use of fillable invoice template PDF not only saves you time but also ensures that you get paid duly and on time. Online invoicing services like Bonsai allow you to dispatch invoices, subsequent reminders, and every other task in a click of a button.

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