Download Free Retail Store 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 Retail Store Invoice Template

Best for:

Logo, loyalty ID, PO and customer fields.

Editable Retail Store Invoice Template

Best for:

Edit discounts, shipping, gift receipt.

Printable Retail Store Invoice Template

Best for:

Totals, returns policy, signatures.

Free Retail Store Invoice Template

Best for:

Items, SKU, qty, price, tax, notes.

How to Invoice as a Retail Store

Keep checkout simple, record deposits for special orders, and show every add-on so totals are crystal clear.

Free Online Invoice Generator

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In 5 Steps:

Confirm items, availability, and any add-ons the customer wants.
For special orders, record terms and take a deposit.
Build the invoice with all items, services, and agreed add-ons.
Show totals, taxes, and delivery or assembly details, then get approval.
Collect payment, apply any deposit, and send the invoice and receipt.

Free Online Invoice Generator

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What to Include in a Retail Store Invoice

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

Invoice number
Invoice date
Store legal name, business license #, and contact info (check local rules)
Customer name and contact
Billing address and delivery address
Itemized products with SKU or UPC, description, quantity, and unit price
Subtotal, discounts or coupons, and fees summary
Tax breakdown with rate, taxable subtotal, and tax amount
Sales tax ID (check local rules)
Payment terms and due date
Return or exchange policy reference
Authorized signature or digital approval

Billing Scenarios for Retail Stores

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

Special Order Deposit; Balance Due at Pickup

Special order requires an upfront payment

Shows money paid now and the remaining balance so pickup is smooth.

Delivery Fee; Installation Service

Home delivery with installation

Separates transport from skilled labor so the fee split is clear.

Assembly Service; Hardware/Parts

In-store assembly requested

Flags labor and any extra parts added for the build.

Return Credit; Restocking Fee

Return within policy with a restocking fee

Verify line math and rounding with your POS totals before you print or email.

Price Adjustment; Refund to Original Payment

Price match after purchase within the adjustment window

Documents the new price and how money goes back to the customer.

Protection Plan; Plan Term

Shows the add-on and its duration for future claims.

Free Online Invoice

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Common itemized products, discounts, and taxes for retail stores

Itemize products, quantities, unit prices, discounts, and taxes with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Merchandise Item

Item

Taxable

Selling any product/SKU

Qty × unit price. Include SKU, variant, and return policy for clarity.

Special Order Deposit

Item

Taking a deposit for backorder/custom

Flat amount applied to final invoice. Reference order ID and terms to avoid disputes.

Gift Wrapping Service

Item

Adding gift wrap or boxing

Qty × rate. Note wrap style and message so staff can fulfill exactly.

Assembly/Setup Labor

Time

Assembling furniture or electronics

Hours × hourly rate. Log start/stop times and get customer sign-off.

Delivery Fee

Item

Scheduling local delivery or courier

Flat fee or distance × rate. Add carrier name if pass-through.

Custom Gift Basket

Item

Tax Varies

Bundling goods with assembly in one price

Bundle price. List contents; use when pricing cannot be split cleanly.

Return/Exchange Restocking

Item

Charging fee on eligible returns

Qty × fee per item. Reference store return policy and condition.

Warranty/Protection Plan

Item

Selling extended coverage at checkout

Qty × plan rate. Include provider name and contract number.

Personalization Materials

Item

Taxable

Supplying patches, nameplates, or decals

Cost × (1 + markup). List materials provided and keep scrap on file if required.

Personalization Labor

Time

Applying engraving, monogram, or heat-press

Hours × hourly rate. Attach approved proof or artwork ID.

Save and reuse your price lists and discounts

Create a free account and save price lists, discount rules, and tax settings once, so nothing gets retyped.

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Common Retail Store Invoicing Mistakes

Retail invoices get messy fast. Use these fixes to prevent confusion and chargebacks.

Mistake

How to fix it

Vague product descriptions cause disputes and chargebacks.

Use clear names with model, color, size, and SKU so staff and customers match items fast. Copy the product title from your catalog to keep wording consistent.

No tax breakdown or sales tax ID invites audits and penalties.

Show taxable subtotal, tax rate, and tax amount, and list your sales tax ID, then check local rules.

Record serials on the invoice and receipt, and store them in your POS for quick lookup.

Verify line math and rounding with your POS totals before you print or email.

Missing payment terms and due date leads to late or partial payment.

State accepted methods, due date, and any late fees in plain language, and check local rules.

No store contact details on the invoice slows support and angers customers.

Include phone, email, and hours plus the order or invoice number so help is quick.

Retail Stores Invoice FAQs

Point-of-sale billing for retailers, shop owners, and merchants. Taxes, returns, gift wrap, delivery, deposits, and terms. Retail Stores Invoice Template tips with clear answers.

How do I handle sales tax on mixed carts with taxable goods and non-taxable food?

Charge tax only on taxable items. Show separate taxed and non-taxed lines. Example: "T-shirt, Qty 2, $40, Taxed" and "Bread, Qty 1, $4, Non-taxed." Rules vary: check local rules.

What should I include when billing a B2B customer on net terms?

List PO number, terms like Net 30, and late fee policy. Add contact, ship-to, and any credit limit note. Example line: "Terms Discount, 2% if paid by 10/15, −$12."

How do I show a return with a restocking fee and tax reversal?

Add the returned item as a negative line, then add the restocking fee as a positive line. Reverse the tax on the returned item. Example: "Wireless Mouse, −$25, Tax Reversal −$2" and "Restocking Fee, $5."

How do I bill for special orders or preorders with deposits and later pickup?

Create a deposit receipt now and reference it on the final bill. Show the deposit as a negative line when the item is delivered. Example: "Deposit on Custom Sofa, −$200" and "Custom Sofa, $1,200."

Can I include delivery, assembly, and installation as separate line items?

Yes. Merchants often break out services so margins are clear. Example: "Delivery, $49," "Assembly, $30," "Installation Kit, $15."

How do I document coupons, promo codes, and loyalty redemptions so totals reconcile?

List each discount as its own negative line tied to the item or order. Keep the original price visible. Example: "Jacket, $120" and "Promo SAVE20, −$20."

What is the right way to record tax-exempt sales with a resale certificate?

Capture the reseller’s certificate number and expiration date on the sale. Mark items as tax-exempt and keep the certificate on file. Example: "Resale Cert CA-123456, Tax Exempt, $350." Rules vary—check local rules.

How should I handle split payments like cash plus card plus gift card?

Record each tender with an amount so totals match. Include last four digits for card and gift card. Example: "Cash $20, Visa ****1234 $47, Gift Card ****7788 $10."