Retailer Invoice Template

Free invoice templates for retailers built for line items, discounts, and sales taxes. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: retailer invoice, retailer bill, or retailer sales invoice.

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Download Free Retailer 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 Retailer Invoice Template

Best for:

Logo, PO and customer ID fields.

Editable Retailer Invoice Template

Best for:

Edit items, promos, shipping fees.

Printable Retailer Invoice Template

Best for:

Totals, tax, return policy, signatures.

Free Retailer Invoice Template

Best for:

Items, SKU, qty, price, discount lines.

How to Invoice as a Retailer

Move from order to cash with simple steps and clean documentation.

Free Online Invoice Generator

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In 5 Steps:

Gather the order details, buyer info, and delivery or pickup method.
Confirm taxes, shipping zone, and any add-ons the buyer accepted.
Take a deposit for custom or special orders and issue a receipt.
Fulfill the order and capture serials and proof of delivery or pickup.
Build the invoice, apply the deposit, add taxes and fees, set the due date, and send.

Free Online Invoice Generator

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What to Include in a Retailer Invoice

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

Invoice number
Invoice date
Seller legal name, address, and contact
Buyer name, address, and contact
Order or PO number
Payment terms and due date
Itemized products with SKU, variant, and quantity
Serial or IMEI numbers for tracked items
Subtotal, discounts, shipping, and taxes as separate lines
Delivery or pickup method and tracking or reference #
Return and warranty terms
Seller tax ID or VAT number and business license # (check local rules.)

Billing Scenarios for Retailers

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

Custom Order Deposit; Balance Due

Custom or special order requires money down

Shows money collected upfront and what remains after credit.

Delivery Fee; Stair Surcharge

Home delivery with extra handling like stairs or long carry

Explains the base delivery and the added effort charge.

Pickup Handling; Packaging

Store pickup with handling and packaging

Covers time and materials beyond the product price.

Assembly; Installation

Assembly or installation requested

List taxable and non-taxable lines separately and show tax on the correct lines only. Capture any buyer exemption ID and keep it on file, and check local rules.

Restocking Fee; Refund Amount

Return after the return window or opened packaging

Shows the deduction and the amount sent back.

Split Shipment; Backorder

Tells the buyer what shipped now and what is still coming.

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Products and unit prices for retailers

List items, 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 (SKU)

Item

Taxable

Selling an inventory unit

Qty × unit price. Include SKU, variant, and any notes to avoid mix-ups.

Case lot / bulk pack

Item

Taxable

Customer buys by the case

Qty × case price. Note pack size and approved substitutions.

Special order deposit

Item

Reserving a non-stock product

Flat amount. Apply as credit on final invoice; record lead time and refund terms.

Freight/shipping pass-through

Item

Charging carrier costs

Pass-through as billed. Attach carrier invoice or tracking for transparency.

Local delivery

Item

You deliver to the customer

Zone rate × stops. Capture recipient name, address, and time window.

Assembly/installation

Time

Building furniture or equipment

Hours × hourly rate. Document serials and confirm tested operation.

Return restocking fee

Item

Processing an eligible return

Qty × fee per item. State return condition, window, and exclusions.

Gift wrapping service

Item

Wrapping purchased items

Qty × per-item rate. Note style or occasion for consistency.

Gift wrap materials

Item

Taxable

Wrapping includes paper/ribbon

Qty × materials cost. Split materials from labor for clean tax treatment.

Rush handling

Item

Prioritizing order speed

Flat fee per order. Use when moving ahead of standard queue.

Save and reuse your product prices and discounts

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

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Common Retailer Invoicing Mistakes

Invoices go sideways when basics are missing. Use these fixes to prevent disputes and keep cash moving.

Mistake

How to fix it

No unique invoice number leads to lost records and delayed payment.

Use a numbered sequence generated by your system and never reuse IDs. Tie credits and returns to the original number for easy lookup.

Leaving off payment terms or a due date slows cash collection.

State clear terms like Due on Receipt or Net 7 and display the exact due date. Add late fee language if allowed and check local rules.

List SKU, model, and variant details for every item. Add serials for electronics or any tracked goods.

List taxable and non-taxable lines separately and show tax on the correct lines only. Capture any buyer exemption ID and keep it on file, and check local rules.

No proof of delivery or pickup invites chargebacks and disputes.

Attach a signed receipt, a delivery photo, or a carrier tracking event. Store it with the invoice so support can find it fast.

Missing warranty or return window makes customers expect unlimited fixes.

State the warranty length, coverage, and how to claim service. Add the return window and condition rules in plain language.

Retailers Invoice FAQs

Charge sales tax right, show POs, backorders, restocking, EDI compliance, and delivery add-ons. Get paid faster with itemized examples and clear answers.

How do I bill a wholesale order with a PO and net terms?

List the PO number, payment terms, and any early-pay discount. Example: “SKU 1007 Widgets 500 @ $4.00,” “PO #45677,” “Terms: 2/10 Net 30,” “Early Pay Discount −$40.00.” Use our Retailers Invoice Template once, then duplicate for reorders.

Do I tax shipping and gift wrap?

Often yes, but rules vary—check local rules. Example: “Ground Shipping (taxable) $18.00,” “Gift Wrap (non-taxable) $5.00,” “Sales Tax 7% $1.26.”

How do I handle partial shipments and backorders?

Bill only what ships now and note the backorder. Example: “Shipped: 120 units $600.00,” “Backorder: 30 units, est. ship 10/05, $0.00 this bill.”

What prevents big-box EDI chargebacks?

Match their compliance guide. Include PO, ship-to, carton count, GS1 barcodes, and ASN. Example: “Compliance Prep Fee $25.00,” cheaper than a $150.00 chargeback.

How do I show returns and a restocking fee?

Add an RMA credit, then a fee as a separate line. Example: “RMA #8843 Credit −$200.00,” “15% Restocking Fee $30.00,” “Net Credit −$170.00.”

Can I bill consignment sell-through?

Yes. Settle by period with sold quantities, not shipped. Example: “Consignment Period 09/01–09/30,” “Sold: 42 units @ $12.00 $504.00,” “Store Commission 20% −$100.80.”

Can I charge for assembly or white-glove delivery?

Yes. Show services as their own lines. Example: “Assembly per item $15.00 x 3 = $45.00,” “White-Glove Delivery Zone B $95.00.”

How do I show tiered or promo pricing without confusion?

Itemize MSRP, discount, and final price. Example: “Jacket MSRP $120.00,” “Promo SAVE20 −$24.00,” “Customer Price $96.00,” “Buy-10 Tier Discount −$30.00.”