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Our sales invoice template is designed to go hand-in-hand with our purchase order template and packing slip template. Vertex42's Sales Invoice Template consists of a single Excel workbook with multiple worksheet tabs, giving you the option of including a remittance slip or selecting items from a pre-defined price list. Price List Option: If you want the ability to select products from a drop-down list, you can use the "Sales Invoice with Price List" worksheets (Invoice 1b and Invoice 2b). First, you define the list of products with their item #'s and unit prices in the PriceList worksheet. Any value within [brackets] is meant to be replaced with your company or customer's information. Salesperson: The name of the salesperson handling the order, and likely the person listed as the contact at the bottom of the invoice.
The recommended way to send this invoice to a customer (other than by printing and mailing it) is to first convert the invoice worksheet to a PDF file and then email the PDF file. If you need to insert more rows for additional items, then you need to insert the rows above the last row in the table so that the subtotal formula will stretch to include the new row.
After inserting the new row, you need to copy and paste from the row above so that the formatting, including the borders, ends up the same as the rest of the list. Service Invoice - Designed primarily for service providers (consulting, graphic design, repair and maintenance, accounting, etc.). The information, illustrations and code contained in my "Microsoft Word Tips" are provided free and without risk or obligation.
This Microsoft Word Help & Microsoft Word Tips page provides the home or small business Word user with a fully automated, interactive template for creating invoice documents. I want mention and thank Jeff Vandervoort for sharing with me the basic range monitoring technique that I employed in this project, Jason Frost Simpson for his interest in the project and assistance with structured code and Graham Mayor as, is customary, his comments, suggestions and critical eye always results in improvements. The invoice number and date are defined automatically by the template when each new invoice document is created. Default company information is defined by the user during template setup via a template displayed userform.
Customer information and general invoice information is defined by the user when each new invoice document is created via template displayed userform. Invoice line item section allows the user to invoice up to 16 products or services on a single page invoice document.
The dashed lines shown in the illustrations are table gridlines that appear on screen to define table and cell boundaries.
Default company information is defined by the user during setup with the template displayed userform "SET INVOICE DEFAULTS (FIRST USE)" shown below. When the user clicks the "Build\Update Invoice" command button the basic invoice appears and the user can begin creating invoice line item entries.
Creating the invoice line item entries takes full advantage of the active cell events described in Table Cell Events. This prevents the user from accidently using the tab key in the final cell as this would add a new row and corrupt the structure of the calculated table. To create and associate an "Invoice Item List" with the template use the "Create Item List" command button in the "Invoice List Tools" group of the "Invoice Manager" ribbon tab. Insert Logo - Opens the users default picture folder and allows the user to select and insert a small image "Logo" in the top left corner of the invoice. Create Item List - Builds a new pre-formatted products and services item list that users can associated with their invoice template.
Therefore, before attempting to create multiple data source files the current "Invoice Items List.docx" must be moved, renamed or deleted. Edit Item List - As the name implies, the control is used to open and edit the data file that the user has associated with the template. Item List Enabled - This is a toggle button control used indicate and control the state of an associated item list. Edit Invoice Data - Displays the template Userform used to define customer and general template information.
Stamp Invoice - Allows user to "stamp" or apply one of five pre-defined or a user defined background watermark to the invoice.

Therefore you should ensure any stamp text is sized to fit within the white space defined by the line item rows.
E-Mail Invoice - Gets or creates an instance of Microsoft OUTLOOK and creates a new addressed mail item.
Currency Symbol - Use the dropdown field to apply one of six alternative currency symbols to the invoice calculated values. Tax Rate Edit Boxes - The tax rate edit boxes displayed on the U\I show the current tax rates applied to the invoice. Do you want to make a payment for consulting work or donate to help support this site?
Then, when you select the items from the drop-down list, the Item # and Unit Price will be included automatically.
This information is usually tied to the a specific Customer ID, while the Ship To field may be different. You could also include a hyperlink to a web page that explains the particular method of shipment. PDF conversion software often allows you to 'Print' to a PDF by selecting the PDF driver as if it were a separate printer (it would be listed along with your other printers in the Print window). If you insert a row below the last item in the list, then the subtotal won't be updated correctly (you'd need to manually modify the formula). The proforma invoices by nature are very similar to the sales quote or confirmed purchase order in the form of an invoice prepared by the seller, which provides detailed information about the items and shipping cost, which will appear on the commercial invoice when transaction is finalized. The template is based on a previous template that I co-developed with Microsoft Word MVP and longtime friend MVP Graham Mayor Interactive Invoice Template, and a VBA method that I have refined to monitor table cell events described here: Table Cell Events. It consist of a company information section, customer information section, general invoice information section, and a section for invoice product and service line item entries. Company information can be revised at any time in a current invoice document via the content controls or by using the invoice defaults userform.
Customer information and most general invoice information can be revised in the current invoice document via the content controls or the template displayed userform. The "Qty., Item #, Price and Totals" cells for each line item entry are monitored by the template and detect user actions. Mapped content controls are placed in the invoice footers and multi-page headers that display company name, invoice number and date. This form displays automatically on first use to allow the user to set the default values for new invoices.
Due to the method used in sequencing the invoice number the starting number must be defined in the "Invoice No." field including any desired leading zeros. The "Default Tax Rate (A)" defines the tax rate applied to all invoice lines items when an individual line item tax rate is not explicitly defined in the invoice column "T" using tax rate B, C, or D. Initial data entry for the invoice is accomplished using the interactive template displayed userform shown below.
The template user can enter customer information manually or use the "Pick from Address Book" or "Pick From OUTLOOK" command buttons to retrieve customer data. Using the "Pick from OUTLOOK" may take a little longer or be noticeably slower for users with a large OUTLOOK contact list.
If you use this method and experience OUTLOOK problems then always start OUTLOOK before preparing invoice documents using this template. The form can be redisplayed at any time in an open invoice document if the user wishes to make changes. With the exception of "Invoice number, Invoice date and Due date," users can edit invoice data in the current invoice directly using the content controls. Click "Edit Invoice Data" if you decide later to add the deleted information to the current invoice. Associating an external data source or "Invoice Item List" simplifies entering frequently invoiced products or services. The line item total and invoice totals are automatically calculated when the entry is made. This creates a new pre-formatted products and services item list like the example shown above that you can customize for you own use.

User's with more than one business may create multiple item list but only one item list can be associated with the template at a given time. Item lists can be associated or disassociated with the template using the "Data Source" section of the template displayed Userform "SET INVOICE DEFAULTS" dialog shown below. Logos can be applied to individual invoices or a default logo can be applied to the template file by opening the template file and executing this function. The new item list is automatically named "Invoice Item List" and saved in the default "Archive Folder." User's with more than one business may create multiple item list but only one item list can be associated with the template at a given time. Any stamp text that exceeds (won't fit) in the invoice line item rows will be masked by the shading applied to the heading and total rows. User the "Before\After number" toggle button to place the currency symbol before or after calculated values. I have refrained from making this statement in other tips pages but feel that it is appropriate here. Unlike our service invoice, the sales invoice includes shipping information and lets you specify the item number, quantity, and unit price.
Then save your customized spreadsheet as a template file so that you have ready-access to a pre-populated invoice when you need it. Details that don't fit within the Terms field can be described in more detail in the Special Instructions block. Proforma is also almost identical to a commercial invoice and is usually considered as binding agreement, depending on the circumstances. It can be displayed again at any time that an invoice document is open should the user wish to change default data, the archive folder location, or associate\unassociated an external data source with the invoice. The "Invoice Item List" is simply a formatted Word document that lists these items and associated details. The new item list is automatically named "Invoice Item List.docx," saved in the default "Archive Folder" and associated with the template. Use the "Set Defaults" and "Data Source" section of the "Invoice Defaults" form to associate and unassociated data sources.
If the insertion point is is row 16 (or the last line item entry row) then this function inserts rows to fill the current page and adds a new page to the invoice (35 rows are added in total). Features Requires OpenOffice 2.0 or higher For businesses that need to bill and collect one sales tax like GST, VAT, HST and others. The calculations are done for you, and you can specify the tax rate, shipping and handling, or other fees. Tax rates "B, C, and D" are optional, but if you invoice products or services that are not taxed then you must define a tax rate "0.00" as shown in the "Tax Rate B" field enter "B" in the ""T" column of the invoice when invoicing those products or services. While what have demonstrated and provided here may be rudimentary in some circles, it represents over 60 hours of tedious and often frustrating work, testing, and re-work. We have also put together some useful information about how to use proforma invoices and few references to the source of information where you can read more about regulations of use of this document.
I was happy to do it because I enjoy the challenge and I am pleased to share it with the Word user community. However, I will not respond to requests to further refine or customize this project without demonstrated willingness from the requester to compensate me for the work.
Government site that contains a guidelines and regulations for conducting international trade, with relevant articles and references. Department of Foreign Affairs & Trade - Australian Government site with source of information about international trade policy, regulations and general information on Export and Import to Australia. Foreign Affairs & International Trade - Canadian Government site with source of information about import and export to Canada, general regulation and policy. GOV.UK - UK government's online resource for business that provides an advise and source to regulations related to making business within European Union including international trade.

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