If you're looking for a great, easy-to-use format for creating your export invoices - look no further! In this blog post, we're offering 10 templates you can download and use immediately.
With our export invoice format in place, getting up and running with overseas transactions will be as simple as it gets - plus, all templates are free to use!
Keep reading to learn more about getting started, and ensure your documentation is on point from the beginning.
What is an Export Invoice?
An export invoice is a commercial document that details the transaction between an exporter and an importer. It acts as legal proof of sale and is used to calculate the customs duties and taxes that are levied on imported goods.
The export invoice must contain accurate information about the goods or services being exported and the value of the transaction. This information is used to determine the customs value of the goods and the amount of duty and taxes payable.
Key Uses
The primary purpose of an export invoice is to document the sale of goods or services from one country to another. It is also used to calculate customs duties and taxes and to comply with legal and regulatory requirements. Other key uses of an export invoice include:
Record keeping - The export invoice is an essential document for record-keeping purposes. It provides a detailed record of the goods or services sold, their value, and payment terms.
Payment collection - The export invoice serves as a demand for payment from the importer to the exporter. It outlines the payment terms and the total amount due.
Dispute resolution - In case of any disputes between the exporter and the importer, the export invoice provides a clear transaction record.
The Basics of Export Invoice
Now that you know what an export invoice is, let's look at some components that make up an export invoice.
Types of Invoices
There are several types of export invoices, including:
Proforma Invoice - This is a preliminary invoice issued before the sale occurs. It outlines the terms of the sale and provides an estimate of the cost of the goods or services.
Commercial Invoice - This is the final invoice issued after the goods or services have been sold. It contains detailed information about the transaction, including the goods or services sold, their value, and payment terms.
Consular Invoice - This type of invoice is used when exporting to countries that require the consular invoice for customs clearance purposes.
Customs Invoice - This type of invoice is used for customs clearance purposes and contains information customs authorities require.
Essential Elements of an Invoice
Several essential elements must be included in an export invoice. These include:
Date: The date of the invoice should be clearly stated. This is important for record-keeping and for tracking payments.
Description of goods/services: The goods or services sold should be clearly described, including the quantity, unit price, and total price.
Price per unit: The price per unit should be clearly stated. This is important for calculating the total value of the transaction.
Total value or amount due: The amount due should be clearly stated. This is the amount that the importer is required to pay.
Payment terms: The payment terms should be clearly outlined. This includes the payment method, payment due date, and any other terms and conditions of the sale.
Currency Type: The currency type should be clearly stated. This is important for calculating the goods' customs value and tracking payments.
Using a Ready-Made Template
A ready-made template can save you time and effort when creating an export invoice. You can download and customize many free templates online to suit your needs.
These templates usually include all the essential elements of a standard export invoice and space for additional information.
How to Design a Bill Using an Invoice Format?
Now that you know the basics of export invoices, let's look at how to design a bill using an invoice format.
Step #1. Choose an Appropriate Invoice Format
The first step in designing your invoice is choosing an appropriate format. Many different invoice formats are available, including Excel spreadsheets, Word documents, and PDF files.
Consider the needs of your business and the needs of your clients when choosing an invoice format. For example, if you frequently work with international clients, you may want to choose an invoice format that includes multiple currency options.
Step #2. Use an Invoice Title
The second step in designing your invoice is to use an invoice title. Your invoice title should clearly identify the document as an invoice and include your company name or logo. This will help your clients easily identify the document and ensure it gets processed quickly.
Step #3. Write an Attractive Professional Summary
Writing an attractive professional summary is the third step in designing your invoice. This is where you can briefly overview your company and the products or services you provide.
Use this section to highlight your unique selling proposition and any special features that make your business stand out.
Step #4. Summarize Your Educational Achievements Related to This Job
The fourth step in designing your invoice is summarizing your educational achievements related to this job. If you have any relevant degrees or certifications, list them here.
This will help establish your credibility and show your clients you have the expertise to provide high-quality work.
Step #5. Highlight Your Work Experience
The fifth step in designing your invoice is to highlight your work experience. This is where you can list any relevant jobs you've held in the past, along with a summary of the responsibilities and accomplishments associated with each job. Be sure to emphasize any experience particularly relevant to the job you're billing for.
Step #6. Mention the Skills Relevant to This Job
The sixth step in designing your invoice is to mention the skills relevant to this job. This is where you can list any technical or soft skills that are particularly relevant to your billing job. For example, if you're billing for web design work, you might mention your HTML, CSS, and JavaScript expertise.
Step #7. Extra Parts Which Can Help You Gain the Job
The final step in designing your invoice is to include any extra parts to help you gain the job. This might include a section where you outline your process for completing the work or a section where you provide references or testimonials from previous clients. Be creative and consider what extra information you can provide to help set yourself apart from the competition.
10 Best Free Export Invoice Formats
Now that you know how to design an export invoice, let's look at some of the best free export invoice formats available.
#1. Video Business Invoice.docx
The Video Business Invoice is a simple and professional template suitable for small businesses providing video services. It includes spaces for the company logo, customer details, invoice number, date, and service description.
Pros
Easy to use and customize
Suitable for small businesses that provide video services
Professional design
Cons
Limited features and sections compared to other templates
It may not be suitable for businesses in other industries
#2. Simple Yellow Invoice.pdf
The Simple Yellow Invoice is a straightforward and easy-to-use template suitable for any business. It includes spaces for company and customer details, invoice number, date, and a table for items, quantity, price per unit, and total.
Pros
Simple and easy to use
Suitable for any business
Includes a table for items and pricing
Cons
Limited customization options
Lacks sections for payment terms and other details
#3. Orange Modern Invoice.docx
The Orange Modern Invoice is a visually appealing and modern template suitable for businesses in various industries. It includes spaces for company and customer details, invoice number, date, and a table for items, quantity, price per unit, and total. It also includes sections for payment terms and notes.
Pros
Visually appealing and modern design
Suitable for businesses in various industries
Includes sections for payment terms and notes
Cons
It may not be suitable for more traditional or conservative industries
Limited customization options
#4. Fresh Blue Invoice Chart.xls
The Fresh Blue Invoice Chart is an Excel-based template suitable for businesses that need to provide a detailed breakdown of items and pricing. It includes spaces for company and customer details, invoice number, date, and a table for items, quantity, price per unit, and total. It also includes a chart for a visual representation of the pricing breakdown.
Pros
A detailed breakdown of items and pricing
Includes a chart for a visual representation of the pricing breakdown
Suitable for businesses in various industries
Cons
Limited customization options
Requires basic knowledge of Excel
#5. Dog Adopt Invoice.docx
The Dog Adopt Invoice is a creative and fun template suitable for animal shelters and pet adoption agencies. It includes spaces for company and customer details, invoice number, date, and a table for items, quantity, price per unit, and total. It also includes sections for adoption fees, donations, and other information.
Pros
Creative and fun design
Suitable for animal shelters and pet adoption agencies
Includes sections for adoption fees and donations
Cons
Limited customization options
It may not be suitable for businesses in other industries
#6. Company Bill Invoice.docx
The Company Bill Invoice is a simple and professional invoice format that businesses of any size can use. This invoice is designed to be customizable, allowing businesses to add their logo and branding elements to the design. The format is easy to use and includes all the information required for invoicing.
Pros
Simple and professional design
Customizable with logo and branding elements
Easy to use and understand
Includes all necessary information for invoicing
Suitable for businesses of any size
Cons
It may not be suitable for businesses requiring more detailed invoicing information
Limited design options
#7. Electronic Service Invoice.docx
The Electronic Service Invoice is a clean and modern format perfect for service-based businesses. This invoice is designed to be easily customizable to fit your specific business needs. It has a professional and sleek look that can help build your brand and impress your clients.
Pros
Easy to customize to fit your business needs
Professional and modern design
Provides a clear breakdown of services and pricing
Suitable for service-based businesses
Has the option to include payment information and terms
Cons
Limited color options
It may not be suitable for product-based businesses
No built-in calculations or formulas for calculating taxes or discounts
#8. Simple Pink Invoice.docx
The Simple Pink Invoice is a clean and minimalistic format perfect for small businesses. This invoice is designed to be easy to use and customize, allowing you to add your branding and logo. It has a simple yet elegant design that can help your business look more professional.
Pros
Easy to use and customize
Minimalistic design that looks professional
Suitable for small businesses
Has space for adding your business logo
Displays services and pricing
Cons
Limited color options
No built-in calculations or formulas for calculating taxes or discounts
It may not be suitable for larger businesses or corporations
#9. Invoice Simple Modern.docx
The Invoice Simple Modern is a sleek and stylish format perfect for businesses that want to impress their clients. It has a modern and minimalist design can help you stand out from the competition. This invoice is designed to be easily customizable, allowing you to add your branding and logo.
Pros
Sleek and modern design
Easily customizable to fit your business needs
Suitable for a variety of businesses
It can help your business look more professional
Has space for adding your business logo
Cons
Limited color options
No built-in calculations or formulas for calculating taxes or discounts
It may not be suitable for businesses that require more detailed information on the invoice
#10. Colour Shaps Invoice.docx
The Colour Shaps Invoice is a unique and colorful invoice format that can help your business stand out. It has a modern design is perfect for businesses that want to add a bit of personality to their invoices. This invoice is easily customizable, allowing you to add your branding and logo.
Pros
Unique and colorful design
Can help your business stand out
Easily customizable to fit your business needs
Suitable for a variety of businesses
Has space for adding your business logo
Cons
It may not be suitable for businesses that require a more professional and serious invoice format.
Limited space for adding detailed information
No built-in calculations or formulas for calculating taxes or discounts
Still Confusing? Customize Export Invoice Format Easily With WPS Office!
With the right set of tools, you can tailor the export invoice to fit the exact needs of your business.
The 10 templates provided are an excellent start to making that happen. All you need is great software like WPS Office that lets you easily customize and rearrange your invoices.
You can easily share them with customers and partners as it also supports cloud storage! So take advantage of our free templates today – no hassle required – and get to know exactly what works for your business’s needs.
And if you have any questions or suggestions, feel free to comment below!
We’re always happy to answer any questions or provide assistance in getting those invoices sorted out quickly. Now get cracking and make those invoices count for the success of your business. Don’t forget to use WPS Office!
