Commercial Invoice Generator & Tracker
Professional Commercial Invoice Template. Export to PDF. Save time with product/services database. Record your past invoices.
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Commercial Invoice is a transaction record between the seller (exporter) and the buyer (importer). When used in foreign trade, this document can also be declared as a customs document as well. Commercial Invoices normally prepared by the sellers. As a company you should clearly describe the sold goods and the amount due on the customer. Our Commercial Invoice Template can be used to make this process faster and error-proof.
There are certain elements to be included in a formal Commercial Invoice such as item description, prices, terms, date and so on. Most companies use Excel spreadsheets to prepare commercial invoices and send their customers. Most of the time, a Packing List is also included together with the commercial invoice during goods delivery.
Why would I need this Commercial Invoice Template rather than using simple spreadsheets?
If you are using simple spreadsheet templates to prepare commercial invoices frequently, this tool may be a perfect fit for the following reasons:
- Professional and Well-Structured: A nice looking and neat commercial invoice improves your company image. It also includes all the necessary elements so that you don’t forget anything.
- Save time creating new invoices: This tool has a separate database section for your products / services which lets you to “select” instead of making inputs every time. You just keep your database section updated and prepare new invoices in 30 seconds!
- Record your past invoices: Do you ever wonder what was the price you issued or the item you delivered to XYZ customer? Instead of browsing through several documents, just record all of them to this template. You can later on make analysis and create reports with this data.
This template has many more handy features such as easy Export to PDF, Show / Hide discounts with a button, assigning and recording responsible person who created the invoice and so on. All these features are super easy to use and come with on-sheet instructions.
COMMERCIAL INVOICE TEMPLATE FEATURES
Basically, our templates consist of 3 main sections:
- Invoice Generator
- Product / Service Database
- Invoice Records & Tracking
The flow is: Input your product/service info in the database > Create your invoices in the generator section > Analyse your past invoices in the records section.
1. INVOICE GENERATOR SECTION
INVOICE GENERATOR – MENU BUTTONS
Create PDF: This creates a temporary PDF as you see your invoice on Excel. It makes some controls before creating the PDF like checking unique document no, Date, total amount and so on. When you create PDF of your invoice don’t forget to save it to the relevant folder on your computer.
Record Invoice Data: This sends the invoice data to Tracking section so that you can analyse what / when / how did you issued invoices to certain customers.
Show Discounts: Discount field is optional and sometimes you may want to hide it if there is no discount on item level. This button switches Discount column.
Reset Form: This button deletes all the existing information on the invoice, refreshes formulas and makes it ready for a new invoice. Use with caution.
INVOICE GENERATOR – OTHER
Company Logo: This is a dummy logo. You can easily replace this one with your own.
Document No: You should use Doc No for recording the invoices into Tracking Section. In order to distinguish the separate invoices from each other, you should use unique Doc No on each invoice you create. You can either write Doc No manually at the top section into the form OR click the “Auto Generate” button to create a new number quickly (you can also change prefix).
Responsible Person: Record Responsible Person to tracking section to be able to follow who created the invoice later on. You can add/remove people list at Dashboard section.
Products / Services Section: You can select your Product/Service items when you click on the first row under Description. All relevant info will appear automatically according to the data you input into Database section. You can change the Amount values specific to the current invoice (don’t worry about formulas as they will be recreated when you Reset Form). Currency is defined at Dashboard.
Instructions: You can show / hide instructions from the switcher at the top right section.
Show / Hide Total Discount Selector: You can Show or Hide Total Discount here with this selector shown below. The template automatically calculate the Discount you input here.
Customer Name Surname – Seal and Signature: This is an optional free-text field which your customers can sign or seal according to your agreement. You can hide this field if you don’t want to display on the form.
2. PRODUCT / SERVICE DATABASE SECTION
Clickable Info Links in the PDF: This is a unique feature of Commercial Invoice Template. It is a perfect method to send product links from your website in your invoice. So, your customer will be able to look at the details without asking you each item. If you put the links at Info column in database, they will appear in your invoice.
If you don’t want to use product links, you can put any other info to this column or leave empty.
Unit – Unit Price – Currency: These info will appear automatically in generator section when you select the relevant item while preparing your invoice as shown below. A great time saver!
Unit and Currency is defined at Dashboard in order to ensure data consistency throughout your workbook.
3. INVOICE RECORDS & TRACKING SECTION
All these information comes from Invoice Generator. Every time you create a new commercial invoice, the tool asks you if you want to record the data to tracking section as shown below:
This is really useful if you want to keep track of your past invoices, responsible person, prices you charged and so on.
- Simple professional Commercial Invoices
- Works both on Mac and Windows
- No installation needed. Ready to use.
- User friendly and sleek design
- Export to PDF feature
- Full Print Ready
- White Label
- Database section for products/services
- Tracking section for invoice records
- On Sheet Instructions
- Compatible with Excel 2007 and later versions
COMPLETE YOUR TOOLKIT WITH OTHER FORM GENERATORS: