Wholesaler Invoice Template

Free invoice templates for Wholesalers built for products and quantities, unit prices and discounts, and shipping charges and taxes. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: wholesaler invoice, wholesaler bill, or wholesale vendor invoice.

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

Custom Wholesaler Invoice Template

Best for:

Logo, PO, warehouse and customer IDs.

Free Wholesaler Invoice Template

Best for:

SKU, qty, unit price, discounts, ship.

Editable Wholesaler Invoice Template

Best for:

Edit items, tiers, freight, and fees.

Printable Wholesaler Invoice Template

Best for:

Totals, tax, terms, and signatures.

How to Invoice as a Wholesaler

Keep the PO-to-cash flow tight by billing what shipped, tracking deposits, and making terms obvious.

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In 5 Steps:

Match the customer PO to your quote and confirm quantities, ship method, and payment terms.
If a deposit is required, collect it up front and record the amount received.
Ship available items, capture tracking details, and note any carrier charges.
Create the invoice for what shipped, add freight and handling as needed, and apply the deposit.
Schedule follow-ups for any remaining items, send the invoice, and set reminders for collections.

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What to Include in a Wholesaler Invoice

These fields keep invoices clear, matched to the PO, and compliant.

Legal business name, address, phone, and email
Customer billing and ship-to addresses
Invoice number
Invoice date and due date
Customer PO number
Payment terms and early payment discount, if offered
Itemized SKUs with descriptions, unit of measure, and quantities
Freight and delivery terms (e.g., Prepaid & Add, Incoterms)
Tax ID or VAT ID, tax status, and resale certificate reference when applicable; check local rules
Remit-to address and bank details for ACH or wire

Billing Scenarios for Wholesalers

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

SKU + Unit Price; Volume Discount

Large order qualifies for a volume break

Shows the per-unit price and the discount so buyers see how the break was applied.

Shipped Quantity; Backorder Quantity

Partial shipment with items on backorder

Separates what was delivered from what is still owed, so payables can match receipts.

Freight (Prepaid & Add); Handling

Freight prepaid and add

Keeps transportation costs visible and separate from goods.

Subtotal (Tax Exempt); Resale Certificate #

Sale to a tax-exempt reseller

Capture and print lot or serial data on the invoice and packing list. Align with your product compliance rules and check local rules.

Returned Quantity; Credit Memo #

Return of damaged cases with credit

Documents the goods coming back and the credit value linked to the reference.

Pallet Deposit; Deposit Refund

Separates the temporary deposit from product costs, making the refund easy to reconcile.

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Products and unit prices for wholesalers

List products, quantities, unit prices, discounts, and shipping or tax charges with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Case Pack (SKU)

Item

Taxable

Selling standard case quantity

Qty × unit price. Include SKU, pack size, and lot if needed for traceability.

Each Unit (SKU)

Item

Taxable

Selling singles outside a case

Qty × unit price. Note SKU and pack-break so pricing and inventory stay clean.

Broken Case Surcharge

Item

Filling less than full case

Qty × fee. Add when a case is split; covers extra handling and labeling.

Pallet Deposit

Item

Shipping on returnable pallets

Qty × deposit per pallet. Credit back on return; reference pallet IDs on the PO.

Freight Out (Third-Party)

Item

Passing through carrier charges

Pass-through as billed. Attach BOL or tracking so charges match the shipment.

Cold Chain Handling

Item

Shipping refrigerated or frozen goods

Qty × surcharge per shipment. Note temp range and seal check to document custody.

Hazmat Handling

Item

Shipping regulated materials

Qty × fee. Record UN number and packing group to show compliance.

EDI Setup & Mapping

Time

New buyer EDI onboarding

Hours × hourly rate. Covers document mapping and testing so orders flow cleanly.

Kitting & Light Assembly

Item

Tax Varies

Shipping a bundled kit

Bundle price. Includes minor materials and labor that can’t be split; list kit contents on the PO.

Restocking Fee (Return)

Item

Returning saleable goods

Return value × fee rate. Apply when items are unopened and within policy; cite RMA.

Save and reuse your wholesale prices and discounts

Create a free account and save product lists, unit prices, and discount rates once, so nothing gets retyped.

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Common Wholesaler Invoicing Mistakes

These slip-ups slow payment and spark disputes, but simple tweaks fix them fast.

Mistake

How to fix it

No PO or mismatched ship-to causes receiving delays and unpaid invoices.

Always reference the customer PO and confirm the ship-to before billing. Mirror the PO exactly on names and addresses.

Vague SKUs or missing unit of measure creates count disputes and chargebacks.

Use standardized SKUs with clear descriptions and units. Train staff to enter each unit consistently.

Calculate the due date on the invoice. Add the cutoff time if you use it.

Capture and print lot or serial data on the invoice and packing list. Align with your product compliance rules and check local rules.

Leaving out currency or exchange info on cross-border invoices triggers short payment.

Show the billing currency and any conversion rate and date used. Keep it consistent across documents.

No stated returns or restocking policy invites disputes and lost margin.

Publish the policy on every invoice and point to full terms online. Use clear thresholds and timelines, and check local rules.

Wholesalers Invoice FAQs

Line-item help for MOQs, tiered pricing, freight terms, EDI fees, and returns. Use our Wholesalers Invoice Template to bill faster with clear answers.

How do I show MOQ and tiered pricing on the bill?

List each break clearly. Add the MOQ as a separate line if it forced a higher price. Example: “SKU A100: 500 units @ $4.80,” plus “MOQ Adjustment: 100 units @ $5.00.”

How should shipping be billed under FOB terms?

Note the term and carrier. Add freight as its own line when prepaid-and-add. Example: “Freight: LTL, FOB Origin: $245.00.”

Can I add pick-and-pack and pallet fees?

Yes. Show each warehouse service as a separate charge. Example: “Pick & Pack: 40 cartons @ $0.30 = $12.00,” and “Palletization: 3 pallets @ $15 = $45.00.”

What should an invoice show for split shipments and backorders?

List shipped now and backordered later, with quantities and dates. Do not bill what has not shipped unless terms say otherwise. Example: “SKU B220: 300 shipped @ $3.10,” and “Backorder: 200 units, est. 10/05.”

Where do I show 2/10 Net 30?

Put payment terms near totals and again in notes. Include the exact discount math. Example: “Terms: 2/10 Net 30. Discount if paid by 10/02: $68.40.”

How do I bill a restocking fee for returns?

Reference your policy and the original PO. Add a percent or flat fee line. Example: “Restocking Fee: 15% of $1,200 = $180.00.”

Do I charge sales tax to retailers with a resale certificate?

No, if you have a valid certificate on file. Rules vary—check local rules. Example: “Sales Tax: $0.00, Resale Cert #123456 on file.”

How do I handle EDI or UCC-128 labeling fees?

If the buyer caused chargebacks or needs special labels, add compliance lines. Example: “UCC-128 Labels: 40 cartons @ $0.20 = $8.00,” and “EDI Chargeback: ASN late: $75.00.”