Sending invoices doesn’t have to be complicated. With the Sample Invoice Template from Bonsai, you can create, edit, customize, and send professional invoices in a matter of minutes—no accounting experience required.
Importance of Invoices in Business
Invoices are a important element in any business, as they serve as a formal request for payment from clients or customers. Invoices clearly outline the services or products provided to a client, the costs for each, the total amount owed, accepted payment methods, and more. Invoices play a pivotal role in cash flow management, serving as an official record that helps track business revenue and accounts receivable.
Detailed invoicing is absolutely essential when it comes to maintaining transparent financial records. These records help ensure accurate bookkeeping, tax filing, and financial planning. Further, invoices can help provide legal protection for both your business and your client, serving as evidence in case of a dispute over payment.
The Need for Sample Invoices
Sample invoices allow businesses and individual service providers to create a go-to invoice format to be used with future customers. Rather than creating invoices from scratch for each new transaction, a sample invoice can serve as a template for all projects.
For example, a business can create a sample invoice that includes all of the relevant features or fields they need for invoicing, such as:
- Company name, address, phone number, and website URL
- Product or service line items
- Itemized costs
- Descriptions for each product or service
- Invoice number
- Payment terms
- Accepted credit cards, payment methods, etc.
- Taxes owed
- Formulas for subtotal and grand total
- Pricing and additional fees
- Business logos, colors, and fonts
- Notes and comments
That way, businesses can have a ready-to-use format that’s specific to their needs and the needs of their customers. With the Sample Invoice Template from Bonsai, you can generate, edit, format, save, and export your own sample invoice in a matter of minutes.
Click to Download Free Sample Invoice Template for Businesses
Components of a Good Sample Invoice
A good sample invoice is a document that your business can use time and time again for all client invoicing. Having a sample invoice format that’s ready to go can help streamline your billing, documents management, payments collection, and more.
Here are a few components that make a great sample invoice.
Your company’s logo is an important part of your brand’s identity. Including your logo on your invoices helps clients know who the invoice is coming from, and creates consistency with all your other marketing materials.
Including your business details on every invoice is also important, as this allows clients to contact you if they need additional support. It’s a good idea to include your contact email address, phone number, website URL, and physical address, if applicable.
Clear Breakdown of Charges
Avoid miscommunication and mishaps by providing a detailed breakdown of all charges, including itemized services or products. That way, clients know exactly what they are paying for and what the exact costs are for each item on the invoice.
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Tips for Invoice Clarity
An invoice document can serve as a detailed receipt of services rendered—assuming you include all the important details. When invoicing clients, be sure to be as accurate as possible, thoroughly describing the work provided, the costs, and the total owed.
Here are a few tips to improve clarity with your clients during the invoicing process.
Separating Work Parts
When creating an invoice, you don’t want to merge everything into one section. If you do this, clients may not know what work you are invoicing for, the costs for each, and so forth. Instead, try to separate work parts by section. This may include a line item for Materials, a line item for Hours and Hourly Rate, a line item for Additional Fees, etc. The content of your invoice matters a ton when it comes to getting paid accurately.
There should be no mystery to what a client owes you. Indicating totals by line item, calculating the subtotal, and providing the grand total helps ensure that a client know what they are paying you for. If they need to contest an invoice, they can specify which item needs revising; if you need to pursue payment, you can be specific about what they still owe you.
Specifying Payment Details
In order to collect money for products or services, you need to specify which payment methods are available to clients. These might include ACH transfer, credit card, Stripe, PayPal, and the like. Not all businesses accept all payment methods, so be sure to be specific with your clients.
Essential Elements of an Invoice
Regardless of the file format you choose (Microsoft Word, PDFs, Google Sheets, etc.), every invoice needs to have a few key elements.
- business name
- client name
- products or services rendered
- invoice number
- total owed
- due date
- accepted payment methods
However, if these fields seem limited, you are right—there are a range of other fields and features that you might need for your business invoicing. Many free invoice templates are limited in these capabilities, so it might be worthwhile to use a specialized invoice software solution.
Advanced Features with Invoicing Software
Sample invoice templates are great for businesses that have simple invoicing requirements. However, they don’t provide the level of customization, automation, or functionality many businesses need to scale their invoicing. With this in mind, many businesses turn to online invoicing tools like Bonsai to further streamline their invoicing process.
There are a range of advanced features available with common invoicing software tools. For example, the Bonsai invoice platform:
- is designed for quick customization, with ready-to-use designs
- is editable to fit specific business needs
- provides a professional appearance with beautiful templates
- can be shared and collaborated on with clients or team members
- is formatted with essential invoicing elements, such as client details, service pricing, etc.
- can create templates that are saved in various formats (e.g., PDF, Word)
- is used as a reference for creating invoices for all future transactions
- is adjusted to include branding elements, such as company logo and colors
- can be accessed from online platforms or software
- is incorporated into your accounting systems
- is regularly updated with new information or design changes
- is linked to payment gateways or platforms
- is optimized for both desktop and mobile viewing
- can be collaborated on in cloud-based environments
Related Invoice Free Templates
Want an invoice template that’s more specific to your business? If so, you’ll be happy to discover the wide range of invoice templates available from Bonsai. Leave a lasting positive impression with your clients, simplify your business invoicing, and collect payment faster with these related free templates.
Word Invoice Template
The Word Invoice Template is ideal for businesses looking for an easily customizable and user-friendly invoicing solution. Love Microsoft Word? Create new invoices in your favorite platform.
Google Docs Invoice Template
Our Google Docs Invoice Template offers a flexible and collaborative approach to creating invoices. Plus, it’s accessible from anywhere with internet connectivity.
PDF Invoice Template
The PDF Invoice Template provides a secure and professional invoice format for businesses, freelancers, and more. Preserve your layout and design across all devices and platforms.
Excel Invoice Template
The Excel Invoice Template is perfect for businesses that need to perform automatic calculations and manage detailed billing data within spreadsheets.
Freelance Invoice Template
The Freelance Invoice Template is designed to accommodate the unique needs of freelancers, including variable pricing, project-based charges, and retainer projects.
Consulting Invoice Template
Is consulting your gig? The Consulting Invoice Template is tailored to consultants, complete with fields for hourly rates and project descriptions.
Photography Invoice Template
The Photography Invoice Template is specifically crafted for photography services, allowing for detailed descriptions of sessions, photoshoots, editing, and associated costs.
Graphic Design Invoice Template
The Graphic Design Invoice Template is created with graphic designers in mind, offering space for creative services (such as posters, YouTube graphics, blog images, and beyond) and project costs.
Construction Invoice Template
The Construction Invoice Template caters to the construction industry, with sections for itemizing labor, materials, and other project-related expenses.
Contractor Invoice Template
The Contractor Invoice Template is designed for independent contractors. The template includes sections for detailed job descriptions, or separate labor and material costs.
Rental Invoice Template
The Rental Invoice Template is ideal for rental companies, including event space rentals, equipment rentals, technology rentals, and the like.
Pro-forma Invoice Template
A Pro Forma Invoice Template is used to outline the projected costs and descriptions of goods or services before delivery. This can serve as a preliminary bill of sale with your clients.
Itemized Bill Template
Sending an Itemized Bill Template is crucial for detailed accounting. Use a template that breaks down all charges to ensure clients know exactly what they are paying for.
Printable Invoice Template
The Printable Invoice Template is designed to be easily printed and filled out by hand, suitable for clients that prefer physical invoices.
Professional Invoice Templates
Professional Invoice Templates provide a variety of industry-specific and customizable designs so you can make them unique to your business. Send invoices like a pro, without designing invoices from scratch.