What is an Order Invoice?
An order invoice is a piece or sheet of an electrical or printable document that issues to notify the buyer of a certain product or service that the payment of their order would be due in a certain period of time. It is a summary of the goods or service ordered and is usually issued after the order purchase and that would confirm that the transaction occurred. Once the invoice has been issued and agreed upon, it will be served as a legal binding document indicating that the buyer owes the seller a certain amount.
How to Write an Order Invoice
In the goods and service industry, it is likely to happen that an invoice would be issued. The order invoice would detail the product or service's quantity, cost, and each of its description. It would also act as a contractual agreement between the buyer and seller. After the procurement department issued the products, you can make an invoice for it. If you are assigned to the company's order management software and was assigned to work for the company's order invoice but you do not know what to do, here are sections you need to consider in writing an order invoice.
1. Include your Company Details
First things first. As a seller, you must indicate your company's complete name, logo, contact details, mode of payment, etc. If you are a freelancer, indicate your complete name instead of the company. If your company holds a legal status, include it into your first section. If you are in a place wherein a VAT number is required, include it as well.
2. Indicate the Rules for Invoice
In this section, specify the order invoice options such as issue date, date of invoice, due date, currency, net terms, and P.O number. Usually, in business, net 30 is used to indicate that the payment due would be in 30 days or can be in installment like 15/30 or to be paid on the fifteenth and thirtieth of the month issued. But also, consider buyers who do not know about the terms and explain it thoroughly. A pro tip — to avoid ambiguity, write the date in letters, not in numbers. Instead of saying 10/12/1, you can write October 12, 2019, for clarification.
3. Address your Client
This part would contain the personal details of your buyer. If you are issuing your order invoice into a multi-office company, directly address it to the person responsible in making the order. To avoid confusion as to who would pay the order, address it to the person properly as invoices would be easily misplaced.
4. List the Products or Services Ordered
The listed items that have been charged must be clearly described. Name the product or service description, quantity, unit price, discount (if applicable) tax and the total amount charged. Be specific in naming the products so that it would suit into the agreed terms between you and your buyer. For instance, if you are providing service for landscaping and repair, list the activities you complied and its corresponding working hours and hourly rate. If you provide HVAC, make sure that you list the tools and types of equipment you used. After making sure that you include it all, check for typos and computational errors as it would mess the whole work invoice.
5. Include a Commentary Section
You can include an extra section for any comments or further clarifications about your invoice terms. For instance, is there any options for payments? Specify those if present. Also, set clause that would include that a late fee would be charged if the payment is delayed. After issuing the invoice and the payment, you can now issue a receipt as the proof of the payment.