Simple Invoice FAQs
1) What is a simple invoice?
A simple invoice is a financial document that a seller generates and issues to a buyer to request payment for goods or services. It details a transaction, listing the goods or services, their quantities, and their prices. The invoice serves as a request for payment from the buyer, a record of the sale for both parties, and documentation for accounting and tax purposes.
2) What are the mandatory fields for a simple invoice form?
Including the required invoice fields will help you ensure that you’ve provided all necessary information to enable payment. A simple invoice form should contain the following fields:
- Seller’s information: Provide the name, address, and contact details of the entity selling goods or services. You can also include the business logo.
- Buyer’s information: Include the name, address, and contact details of the entity buying the goods or services.
- Invoice number: Creating a unique number for each invoice helps with tracking and organizing financial records.
- Invoice date: This is the date that you issue the invoice.
- List of products/services: Include a detailed list of each product or service you’ve provided, along with a brief description.
- Quantity and unit price: Include the number of units for each product/service sold and the cost per unit.
- Line total: Calculate the total price for each line item using the product quantity and unit price.
- Subtotal: This should be the sum of all the line totals before any additional charges or deductions.
- Taxes, discounts, and other adjustments: Specify any sales taxes, discounts, shipping charges, or other applicable adjustments. List each of these separately and add or subtract them from the subtotal.
- Total amount due: Calculate the final amount the buyer owes after adding any taxes or charges or subtracting any discounts from the subtotal.
- Payment terms: Specify the payment terms, including the due date and accepted payment methods.
3) How do you create a simple invoice template?
You can use your favorite document editor to create a template — but be sure to include the mandatory fields listed above. Alternatively, you can use a Jotform template like this one to speed up the process of creating, delivering, and storing invoices.
To create a simple invoice using this free Jotform template, follow these steps:
- Click the Use Template button.
- Add your organization’s information and company logo by clicking on those spaces and selecting the gear icon.
- Using the menu on the left, customize the fields to match your needs. For example, you can create standard job or product definitions for quick data entry.
- Customize the design of the invoice by clicking the paint roller icon on the right.
- Once your document is ready, click on the Publish tab.
- You’ll now have the option to email the invoice or share a link to it straight from the Jotform platform.
4) How do you fill out a simple invoice template?
Filling out a simple invoice template is simple if you start at the top and work your way down. Using the mandatory fields as a guide, begin by inputting your business details at the top — including the unique invoice number and the date. Next, enter the buyer’s information, such as their name and contact details. Then detail the goods or services, indicating each item’s description, quantity, and unit price.
If applicable, add any taxes, discounts, or additional charges, and adjust the subtotal accordingly to get the total amount due. Finally, outline your payment terms, specifying the due date and acceptable payment methods. Before sending your invoice, review all the details for accuracy to ensure a smooth transaction.
5) How do you send a simple invoice to clients?
After finalizing the details of your invoice, decide on the best method of delivery based on your client’s preferences or the norms of your industry. You can email the invoice as a PDF attachment, use dedicated invoicing or accounting software that allows direct sending, or mail a printed copy if necessary. In the email or cover letter, briefly explain the communication, summarize the invoice details, and include any instructions needed for the payment.
Always remember to ask for a confirmation of receipt to ensure the invoice has reached the client and keep a record of all sent invoices.
6) When should a simple invoice be sent?
You should send a simple invoice immediately after you’ve delivered goods or completed services unless otherwise agreed upon in a contract or terms of service. Promptly sending the invoice helps to expedite payment and maintain cash flow. For long-term projects or recurring services, it’s common to send invoices periodically, such as monthly or at agreed-upon milestones. Finally, you can also send invoices in advance for custom orders or large projects.
7) How do you edit a simple invoice template?
Editing a simple invoice template is, well, simple. Open the template in your favorite document editor or digital form creator (like Jotform) and adjust the fields to match your business needs.
To add fields in Jotform’s simple invoice template, open the Add Element menu on the left. To customize the design of the invoice, click the paint roller icon on the right.
