Classic Blank Invoice
The standard business invoice, done properly. Bill To and Ship To, a bordered items table, sales tax and a boxed total. Fill it in and download as PDF.
Preview
This is the invoice most businesses picture when they think of one. A black banner across the top with your name on the left and the word INVOICE on the right, your address beneath it, then three columns: who is being billed, where the goods are going, and the reference numbers. The items sit in a fully bordered table, and the total is boxed so it cannot be missed.
Nothing here is decorative. It is a workhorse layout that any accounts department will recognise instantly, which is exactly why it gets paid without questions.
What this classic invoice includes
A black masthead band with your business name and the INVOICE title, and your address below
Bill To and an optional Ship To block for deliveries going elsewhere
A reference panel with Invoice number, invoice date, P.O. number and due date
A bordered items table: QTY, Description, Unit Price and Amount
A line amount that works itself out from quantity and unit price
Subtotal, sales tax and a boxed TOTAL
A signature slot
Terms and conditions and your bank details at the foot
How to create your classic invoice
Open the template and click Generate.
Enter your business name and address for the masthead.
Fill in Bill To. Add a Ship To block only if the delivery address differs; leave it out and the column disappears cleanly.
Enter the invoice number, date, P.O. number and due date.
Add one row per item, with the quantity and unit price. The amount fills itself in.
Set the sales tax rate. Subtotal, tax and total are worked out from your rows.
Add your terms and bank details, sign if you want to, then download the PDF.
Who this classic invoice is for
Suppliers, wholesalers, workshops and trades: anyone shipping goods or billing against a purchase order. It suits businesses selling to other businesses, where an accounts payable team needs a P.O. number to match the invoice against and a delivery address to confirm receipt.
Note: This template is provided for convenience and general information only and is not legal, tax or accounting advice. What an invoice must show, which sales tax applies and how long you must keep records depend on where you and your customer are based. Check your local rules, or ask your accountant, before relying on it.
- Professional formatting and layout
- Easy customization with guided questions
- Multiple export formats: pdf
- Legally reviewed and compliant
- Instant download after generation
What is the difference between Bill To and Ship To?
Bill To is who pays: usually the head office or the accounts department. Ship To is where the goods physically go, which for a chain or a construction firm is often a different address entirely. If they are the same, leave Ship To empty and the column disappears, so the invoice does not repeat itself.
Do I have to fill in the P.O. number?
Not technically, but if your customer runs a purchase order system their accounts team will hold the invoice until you supply one. Ask for the P.O. number before you start the work, not after you have invoiced. If the customer does not use purchase orders, put your own job or quote reference there so the invoice still ties back to something.
How do I enter the sales tax rate?
As a plain percentage: type 5 for 5%, or 7.5 for 7.5%. Do not enter 0.05. The tax amount is the subtotal multiplied by that rate and the total adds the two together, all worked out on the server when the document is generated so the figures cannot drift apart.
There are six invoices that look related. Which should I use?
They carry the same information and ask exactly the same questions, so you can switch between them without re-entering anything. Classic Black and Classic Blue lead with a banner and a bordered table, which reads as formal and traditional. Clean Green, Neat Navy, Ribbon Pastel and Snow Blue are lighter, with open tables and more colour. Pick by the impression you want to give.
Can I add my logo?
Not in this layout. The masthead is a solid band with your business name set in it, and dropping a logo into that band is what makes these invoices look assembled rather than designed. Clean Green and Neat Navy, which carry the same fields, both have a proper logo slot if you need one.
Where should the payment terms go?
In the terms and conditions block at the foot, with your bank details directly beneath. Keep it to the payment window and anything the customer specifically agreed to. Long contractual terms belong in the contract or on a separate sheet: an invoice that runs to a page of small print is less likely to be read at all.
How many items fit on one page?
Around fifteen with the compact bordered rows this layout uses. Longer invoices flow onto a second page. The totals block sits outside the bordered table so it stays with the last of the items rather than being stranded, and the terms block keeps itself together at the foot.
Does the signature do anything legally?
No. An invoice is payable on its terms whether or not it carries a signature, and no jurisdiction requires one to make it valid. It is there because some customers, particularly in trades and site work, expect a signed document as proof the job was completed. Leave it blank and the space stays empty rather than printing a placeholder.
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