Sales invoice template

With a tool like Djaboo, you can send your invoices, track payments, and receive alerts for pending invoices, without multiplying spreadsheets.

Summary

• The invoice is a commercial document that triggers payment and proves the transaction in case of dispute.
• An invoice template reduces information errors: you keep the same structure, you only change the customer and the items sold.
• The essentials: invoice identifier, invoice issue date, invoice reference, table of items, terms and method of payment.
• DOC/Google Docs for layout, Excel/Google Sheets template for calculations, then export to final format.
• If your volume grows, an invoice generator or online invoicing simplifies management and follow-ups.

💡 Did you know?

With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎

Reviews

5 / 5 - (1083 votes)

💡 Did you know?

With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎

Reviews

5 / 5 - (1083 votes)

What is a sales invoice?

A sales invoice is the document you provide after selling products or services. It summarizes what was delivered, the agreed price, applicable taxes, and the payment terms. In France, it also serves as proof: it's useful if a customer disputes a quantity, price, or date.

The idea is not to write a novel. A properly drawn-up invoice is above all a short, precise, and standardized document.

Invoice template: which formats to choose (DOC, Excel, Google Docs, Google Sheets, PDF)?

An invoice template is a template: you customize it once, then duplicate it for each new transaction. It's the easiest way to create an invoice without starting from scratch.

Invoice in Word and Google Docs

An invoice in DOC format (or in Google Docs) is perfect for a clean presentation: header, clear sections, basic table. It's a good choice if you want a professional look without any complexity.

Excel and Google Sheets invoice template

An Excel (or Google Sheets) template quickly becomes indispensable when you have multiple items: automatic calculations, totals, discounts, taxes. You save time and reduce errors.

PDF: the easiest sending format

Once your document is ready, export it as a PDF before sending. It's stable, printable, and the layout won't change, even if your client opens the file in another tool.

Mandatory information: the minimum to include without making it too long

To prevent a customer invoice from being returned or put "on hold", keep this essential information:

• company contact details (name, address, email, telephone);
• customer details (name, billing address);
• unique number + consistent numbering;
• invoice issue date + due date;
• description of products or services;
• volume, unit price, total per item;
• taxes (VAT if applicable);
• payment terms and method of payment.

You can add a useful element from the invoice for reconciliation: purchase order, project reference, or internal code. In B2B, this often speeds up processing.

Invoice number and invoice numbering: the easy rule

The invoice number must be unique. Invoice numbering must be continuous and logical (without "odd" gaps or duplicates).

Examples:

• 2026-001, 2026-002…
• SALE-2026-001, SALE-2026-002…

This point is both practical (you can find a file in 10 seconds) and useful for staying in line with your obligations under the Commercial Code.

VAT, General Tax Code and Tax Code: remain clear on the amounts

Your invoice must reflect your tax status. Two common scenarios:

You invoice with VAT

Enter the amounts excluding VAT, the rate, then the total including VAT. This is the basis for proper accounting.

You invoice without VAT

Use a VAT-free invoice template and add the relevant statement for your situation (reference to the French General Tax Code). The goal is simple: to avoid any issues on the customer's end and ensure the accuracy of your tax returns.

Tip: If you have any legal doubts, clarify once and for all with your accountant, then keep the same structure.

Products or services: build positions that are quickly validated

The heart of this support is the table. For each position, maintain a stable structure:

• title (product / service);
• short description;
• quantity ;
• unit price;
• total.

If you offer a discount, display it clearly. If you collect a deposit, separate it from the balance: your customer will immediately understand what they are paying today and what remains.

Examples of effective wording

• “Article X – Ref. 1452 – lot of 10”
• “Installation and commissioning”
• “Service provision: monthly maintenance”
• “Delivery charges”
• “Trade discount”

Wholesale invoice, retail invoice, store invoice: use the same template

You don't need three different templates. The same file works, but the level of information changes.

Wholesale invoice

Basically, we're waiting for references, batch numbers, and sometimes delivery conditions. Include the order reference if it exists: it's one of the number one causes of delays when it's missing.

Retail invoice

In retail, keep it simple: one item per product, one volume, one price, one total. Clarity is your best sales tool.

Store receipt

For a store invoice, you can add a short note: return policy, store contact information, or order reminder. Keep the page concise: the goal is for your customer to approve it quickly.

Create an invoice in 10 steps (without spending the whole evening on it)

Here is a process that works in 95% of cases:

1. Download the template (DOC, Excel invoice template, Google Docs or Google Sheets).
2. Enter your contact details and logo.
3. Fill in the customer + billing address.
4. Add the invoice reference and number.
5. Indicate the invoice issue date and the due date.
6. List the products or services on separate items.
7. Add quantity, unit price, discount if needed.
8. Check applicable taxes (VAT or no VAT).
9. Specify the payment terms and method of payment.
10. Export, save, then send.

You can then archive the source file and keep the version you sent. This is useful in case of an audit or a request for a duplicate.

Email invoices: the solution that eliminates back-and-forth communication

Sending by email is fast, but the subject line makes a huge difference. An effective format: “Invoice 2026-014 – due date 15/02/2026 – Client X”.

Attach the file and include your contact information in the message. If the invoice goes into the wrong mailbox, it "disappears." A clean document saves time.

Managing and creating invoices: keeping it easy every day

If you invoice frequently, your focus isn't on formatting, it's on management. The goal is to be able to create a new invoice in two minutes, generate invoices for each order, and then easily retrieve the history. A good practice is to keep one folder per client, one source file (DOC/XLS/Docs/Sheets), and one copy of the invoice sent. With an invoicing tool, you also centralize invoices, received payments, and associated files.

Automatic invoicing, electronic invoices and online invoicing: when to take the next step

If you have recurring transactions (subscription, maintenance, monthly billing), you can save a lot of time with:

• an invoice generator;
• electronic invoices;
• an online invoice.

The main advantage is the management: alerts, tracking, history, and invoice creation in just a few clicks. You also avoid having to edit ten files manually.

Credit invoice, debit invoice, mixed invoice: managing corrections properly

Adjustments happen: product return, pricing error, option added after the fact.

• Credit invoice: for a refund, a credit note, a discount applied after invoicing.
• Debit invoice: to add an additional charge (fee, option, difference).
• Mixed invoice: when there is both a credit and a debit over a period.

The idea is to keep a clear record and avoid "tampering" with the old file: you keep a clean history.

Editing an invoice: the checklist before sending

Before sending, check:

• client + address;
• reference and number;
• issue date and expiry date;
• items (quantity, unit price, total);
• terms and payment method.

If you need to modify an invoice that has already been sent, create a new invoice: keep the previous version and briefly explain the change. This avoids confusion.

Example of an invoice: a format that is acceptable in accounting.

Easy structure:

• Item A – Quantity 5 – Unit price €49 – Total
• Item B – Quantity 1 – Unit price €190 – Total
• Delivery – flat rate €15 – total
• Discount (if applicable)

Then: subtotal, VAT or without VAT, total to pay, payment deadline, terms.

Self-employed invoice template: same basic principles, points to watch out for

If you're using a self-employed invoice template, you maintain the same logic: a clear format, numbering, and legible line items. The adjustments mainly concern tax matters (VAT or not) and how you describe the service.

FAQ

Can you create your own invoice template?

Yes. Creating an invoice template in DOC, XLS, or Google Docs/Sheets is a good starting point. Just be sure to include the required information and maintain consistent numbering.

How to deal with an unpaid invoice?

Keep a record of the outstanding invoice. Follow up after the due date, reminding them of the invoice number and amount. An invoicing tool makes follow-up easier if you have many clients.

Can an invoice serve as proof?

Yes. It proves the transaction and can be used in case of non-payment. Keep your business documents.

Conclusion

A good invoice is one that is quickly validated. By using an invoice template (DOC, Excel invoice template, Google Docs/Sheets) and sending a final file, you simplify payment, secure your accounting, and save time on every transaction.