A sales invoice is an essential document used in business transactions to record the sale of goods or services. While many businesses use digital systems to generate invoices, writing one by hand can add a personal touch and serve as a useful tool in a low-tech or small business environment. Here’s how to create a sales invoice with pen and paper:
Step 1: Start with Your Business Information
At the top of the invoice, include the following details about your business:
- Business Name: Write the full name of your company or your name if you’re self-employed.
- Business Address: Include your full address so that the recipient knows where you operate.
- Phone Number and Email: Optional but helpful for contacting you with questions about the invoice.
Step 2: Include Customer Details
Directly below your business information, write the details of the customer:
- Customer’s Name: Write the name of the person or company receiving the goods or services.
- Customer’s Address: Include the customer’s address to make the invoice official.
- Phone Number and Email: Optional, but it can make follow-up easier if needed.
Step 3: Assign an Invoice Number
Sales Invoices should have a unique number for reference. You can create a simple numbering system (e.g., INV-001, INV-002, etc.). Writing down an invoice number helps you keep track of payments and avoid confusion.
Step 4: Include the Date of the Invoice
The date when the sale occurs should be noted clearly on the invoice. This will be important for both you and your customer when it comes to payment terms and record keeping.
Step 5: Detail the Goods or Services Sold
In the body of the invoice, list each item or service sold. Include the following details:
- Description: Write a brief but clear description of the product or service.
- Quantity: Note the quantity of each item or the number of hours worked.
- Price per Item/Service: Write down the cost for each unit or hour worked.
- Total Cost: Multiply the quantity by the price per item to get the total cost for each line.
Step 6: Calculate Subtotal, Taxes, and Total
At the bottom of the list of items, write:
- Subtotal: Add up the total cost of all items before tax.
- Sales Tax: Depending on your location, calculate and write the appropriate sales tax rate.
- Grand Total: Add the subtotal and the tax to get the grand total of the invoice.
Step 7: Include Payment Terms
Clearly state your payment terms, including:
- Due Date: When you expect to receive payment.
- Late Fees: If applicable, note any late fees that will be charged if the payment isn’t made on time.
Step 8: Add Notes or Special Instructions
If there are any special instructions, discounts, or terms that need to be communicated, write them clearly at the bottom of the invoice. You can also thank the customer for their business to maintain a friendly relationship.
Step 9: Sign the Invoice
Finally, sign the invoice. While this may not be required, it adds a personal touch and signifies that you’ve reviewed the invoice.
Example of a Handwritten Invoice:
[Your Business Name]
[Your Address]
[Phone Number]
[Email]
Invoice Number: INV-001
Date: February 20, 2025
Bill To:
[Customer’s Name]
[Customer’s Address]
[Phone Number]
DescriptionQuantityPriceTotalItem 12$10$20Item 21$50$50Service Charge3 hours$15/hr$45
Subtotal: $115
Sales Tax (8%): $9.20
Grand Total: $124.20
Payment Terms:
Due by March 20, 2025
Late Fee: $10 after 30 days
Thank you for your business!
[Your Signature]
Final Tips:
- Always use legible handwriting, as this helps prevent mistakes or confusion.
- Keep a copy of the invoice for your records.
- Be sure to write clearly and concisely to avoid misunderstandings with the customer.
Creating a handwritten invoice might seem like a step back in a digital world, but it can provide a unique and personal experience for your customers. Whether you’re running a small business, selling at a local market, or offering freelance services, a handwritten invoice can still be an effective tool for keeping your transactions in order.