Download Free Ecommerce Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Ecommerce Invoice Template

Best for:

Logo, brand colors, PO and customer IDs.

Editable Ecommerce Invoice Template

Best for:

Edit discounts, shipping, taxes, notes.

Printable Ecommerce Invoice Template

Best for:

Totals, ship-to, return policy, barcode.

Free Ecommerce Invoice Template

Best for:

Items, SKU, qty, price, tax, shipping.

How to Invoice for Ecommerce

From order to paid, keep the handoff clean whether you ship now or later.

Free Online Invoice Generator

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In 5 Steps:

Confirm the cart and order details including items, prices, shipping, taxes, and any discounts.
If the item is custom or a preorder, request a deposit and note it on the invoice.
Create the invoice with clear lines and terms, then send it with payment options.
Collect payment or mark it paid if charged at checkout, then send the receipt and tracking.
On shipment or final delivery, apply any deposit, update the balance, and issue the final invoice.

Free Online Invoice Generator

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What to Include in an Ecommerce Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number
Issue date and due date if on terms
Order or PO number
Seller legal name, address, and tax ID
Customer billing name and address
Shipping address and carrier or method
Itemized products with SKU, quantity, and unit price
Discounts and gift cards applied
Taxes by rate and amount (check local rules)
Subtotal, shipping and handling, total, and amount paid or due

Billing Scenarios for Ecommerce Businesses

How to label charges so every invoice makes sense the moment your clients see it.

Deposit Received; Balance Due on Ship

Preorder or custom item

The buyer pays part now and the rest when you ship, so the invoice shows the split clearly.

Partial Shipment; Remaining Shipment

Split shipment to meet a delivery date

You ship what is ready now and the rest later, so charges map to each box.

Backordered Item; Separate Shipping Charge

Backordered item fulfilled later

The delayed item and its extra delivery show as their own charges for clarity.

Duties & Import Taxes; Customs Clearance Fee

International order where you collect duties

Use clear product names with SKUs and key specs so the buyer can match the invoice to the box.

Restocking Fee; Return Shipping Deduction

Return processed with a fee

The invoice reflects money kept for restocking and the cost to send it back.

Subscription Renewal; Prorated Credit

The renewal posts and a credit offsets unused time so the math is clear.

Free Online Invoice

No sign-in. Save as PDF.

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Items, shipping, and taxes for ecommerce stores

Itemize items, shipping, discounts, and taxes with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Product SKU

Item

Taxable

Selling a standard product

Qty × unit rate. List the SKU and variant; include return terms.

Wholesale Case Pack

Item

Taxable

For B2B carton or case orders

Qty × case rate. Note units per case and any order minimums.

Gift Wrap & Card

Item

Taxable

When buyer adds gift wrap

Qty × wrap rate. Include message handling and packing note.

Personalization/Engraving

Item

When customizing a product

Qty × customization rate. Specify character limits and placement on the item.

Shipping Fee

Item

For carrier postage and handling

Pass-through as billed. Add tracking number and service level.

Rush Order Processing

Item

When same-day cut-off is met

Qty × rush rate. Note cut-off time and exclusions clearly.

Returns Processing

Time

When handling a return/RMA

Hours × hourly rate. Covers inspection, repack, and system updates.

Restocking Fee

Item

When goods are returned opened

Qty × fee rate. State basis and condition rules to reduce disputes.

Marketplace Listing Setup

Time

For new SKU listing creation

Hours × hourly rate. Includes attributes, SEO, and compliance checks.

FBA Prep & Labeling

Time

For prep to marketplace specs

Hours × hourly rate. Covers barcodes, poly-bagging, and carton labels.

Save and reuse your item prices and shipping

Create a free account and save item prices, shipping rates, and discount codes once, so nothing gets retyped.

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Common Ecommerce Invoicing Mistakes

Real pitfalls that slow cash and spark disputes, with simple fixes you can add to your template.

Mistake

How to fix it

Bundling shipping or handling into product prices hides costs and can inflate taxes.

Show these charges on separate lines and in totals. This keeps pricing transparent and taxes calculated on the right base.

Not showing tax rates and amounts by category makes audits hard and refunds slow.

List the rate and amount for each tax you charge, grouped by category. If rules vary, check local rules.

Include the order ID or PO in the header and in the email subject so payments match fast.

Use clear product names with SKUs and key specs so the buyer can match the invoice to the box.

Stating net terms without a due date or late-fee policy invites late payment.

Set a due date and note any late fees in plain language. If rules vary, check local rules.

Hiding discounts or gift cards inside line prices muddies totals and support tickets.

Show each discount and gift card as its own reduction and keep the original unit price visible.

Ecommerce Invoice FAQs

Confidently bill online orders with tax, shipping, discounts, subscriptions, returns, and wholesale terms spelled out. For U.S. ecommerce sellers using the Ecommerce Invoice Template. Clear answers.

How should I show sales tax for multi-state orders?

Show the destination state, rate, and tax basis per shipment. Add a note if a marketplace collected tax. Example: “Sales Tax: CA 7.25% on $120.00: $8.70.” Rules vary: check local rules.

Can I list shipping, handling, and insurance as separate charges?

Yes. Break them out so customers see cost drivers. Example: “Shipping (UPS Ground): $9.95,” “Handling: $2.00,” “Parcel Insurance: $1.50.”

What’s the right way to display discount codes and gift cards?

Show the discount as a negative line tied to the code and list gift cards as a payment method. Example: “Promo CODE SPRING15: -$15.00,” “Gift Card XXXX-1234: -$20.00.”

How do I bill subscriptions or memberships with trials or proration?

Include the plan name, period, and any proration math. Example: “Monthly Coffee Club 10/01–10/31: $29.00,” “Proration 10/15–10/31: -$14.00,” “Trial: $0.00.”

How do I handle partial shipments and backorders on the invoice?

Split items by fulfillment status and reference each shipment. Example: “SKU-REDMUG x2 Shipped: $24.00,” “SKU-REDMUG x1 Backorder ETA 10/10: $12.00.”

How do I document returns, exchanges, and restocking fees?

Show the original item, the credit, and any fee. Example: “Return Credit SKU-REDMUG: -$12.00,” “Restocking Fee 10%: $1.20,” “Prepaid Return Label: $5.00.”

How should a wholesale B2B order with net terms be laid out?

Include the buyer’s PO, resale certificate note, tiered pricing, and payment terms. Example: “PO 4567,” “Wholesale Case SKU-TEA12 x10 @ $60.00: $600.00,” “Terms: Net 30,” “Tax Exempt: certificate on file.”

What belongs on international orders: duties, VAT, and Incoterms?

State who pays duties and taxes and list the Incoterms. Example: “Incoterms DDP,” “Estimated Duties: $18.00,” “VAT 20%: $24.00,” “Brokerage: $10.00.” Rules vary—check local rules.