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How to Use a Commercial Invoice

Invoices are an integral tool for business success, no matter what your industry might be. Whether you operate an HVAC company, an auto repair shop, an office supply store or something completely different, you’re going to have to deal with invoices on a regular basis. Knowing how to use a commercial invoice is important, and you might be surprised at the wide range of options you have when it comes to formats, the amount of information that can be included and more.

Sections You Must Have

While your invoice may be as complex or simple as fits your needs, you’ll find that there are some important areas that must be present. One of those is your company name and contact information. This should be located at the top of the invoice, generally on the left hand side. Make sure that your company name, phone number, email address and mailing address are listed. This is important for ensuring that the company or individual receiving the invoice knows whom it’s for, and how to get in touch if necessary.

You’ll also need sections detailing the purchaser and where the items were shipped (if shipping was needed). It’s generally best to have several blank lines where the name of the purchaser can be written by hand, as well as a separate area for the shipping/delivery information.

Item Information

Invoices are useless without an itemized list of the products or goods sold/delivered to the buyer. Make sure your commercial invoice has an area for the quantity, item description/stock number, the unit price and the amount for all the units together. For instance, you might have something that looks like this:

QTY: 12    Item: #265669-9   Unit Price: $12   Total: $144

The more space you have for this information, the more accurate your invoices will be. However, you don’t have to be extremely detailed here. Just make sure there’s enough room for the information needed for accurate reporting.

Optional Elements

Each company will have its own unique needs when it comes to commercial invoice layout and format. Make sure you have optional elements that fit your specific requirements. What might those be? Here are a few examples:

Salesperson: This information can be helpful for both the buyer and the seller, particularly in a situation where compensation is based on commission, or where the buyer wants to develop a lasting relationship with a single salesperson.

Customer Number: Some businesses assign each customer a number. This is used for both manual and computerized recordkeeping. If your business follows this practice, make sure your commercial invoice has space for the customer number (somewhere near the top is best).

Order Number: Some companies track orders and shipments by number. If that’ the case for yours, make sure there’s somewhere to put that information.

As you can see, there are plenty of useful ways to use a commercial invoice. Make sure you’re buying yours from a high-quality company capable of delivering different invoice sizes and configurations to fit your needs, though.

 

Source:

http://designsnprint.com/printing/business-forms/102-invoice-forms.html

Posted on July 20, 2015