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Table of Contents

1. The Basics: What is an Invoice?
2. When This Template is Needed
3. The Consequences of Not Using One
4. The Most Common Situations for This Form
5. What Should be Included in This Form?

1. The Basics: What is an Invoice?

What is an Invoice?

An Invoice is a request for payment for itemized goods and services that is sent from the Seller to the Buyer.

A basic form should include the following details:

• Seller: person or company offering goods or services
• Buyer: person or company purchasing the goods or services
• Description: detail of each item sold or service provided
• Due Date: when payment is expected, either in 30 days or by a certain date
• Payment: whether the buyer should pay by check, money order, or other means
• Purchase Order Number: unique identifier used to keep track of orders

As a reference, this form goes by other names:

• Bill
• Bill of Sale
• Itemized Bill
• Purchase Invoice

2. When This Template is Needed

An Invoice is needed whenever a business transaction involves payment for goods or services. They are used to track inventory, accounts receivables, and expenses. The Seller can either send one to the Buyer once a transaction is completed or within 14 days of the transaction.

3. The Consequences of Not Using This Form

Without a written Invoice, the Seller has no written proof that a business transaction occurred. After the Seller provides goods or services, the Buyer could simply not pay if one is not sent. Practically, they also serve as a professional reminder that payment is still due. Legally, they are enforceable in court in case the Buyer continues to not pay what is due or the Seller provides bad goods or services.

Seller’s Preventable Consequences	Buyer’s Preventable Consequences
Loss of Money late payments unpaid for goods or services	Loss of Money defective goods poor services
Loss of Time time spent reminding customer to pay instead of working	Loss of Time no proof of who provided goods or services

Our free invoice can help you avoid unnecessary disputes about how much is owed and give you a stronger footing if you ever need to go to court.

4. The Most Common Situations for This Form

If you want to get paid for good or services provided, you should send an invoice. Freelancers, businesses, and service providers of all shapes and sizes use invoice apps or templates to collect payments from clients. 

Here are just a few of the professionals who may need one:

Freelancers	Businesses	Service Providers
Attorneys/Lawyers	Advertisers	Computer & IT Service Providers
Bookkeepers	Marketers	Drivers
Consultants	Market Researchers	Housekeepers
Graphic Designers	Printers	Janitors
Journalists	Recruiters	Jewelers
Photographers	Shipping and Package Providers	Landscapers
Technical Writers	Traders	Pet Sitters
Translators	Transporters	Pool Cleaners
Web Developers

5. What Should be Included in This Form?

A simple Invoice generally addresses the following basics:

• Who is the seller and buyer
• What item or service is being purchased, including a description
• Where the items should be delivered or service performed
• When the payment is due (i.e. 30 days from the invoice date or before a certain day)
• How the payment should be made (i.e. check or money order)