How to complete a Retail & Service Invoice

Use this invoice when you sell goods or services to a business or individual customer and need to document quantities, unit prices, applicable sales tax, and the total amount due. Lenders review your invoices to verify revenue, confirm pricing consistency, and assess accounts receivable aging.

- Your business legal name, address, phone number, and tax identification number (EIN or SSN). - The customer's full legal name (or business name), billing address, and any purchase-order number they provided. - A detailed list of each item or service sold: description, quantity delivered, unit price, and any discounts agreed upon. - Your state and local sales-tax rates (you must select your governing state to apply the correct rate; this form will calculate tax automatically once you enter it). - Your payment terms (net 30, net 15, due on receipt) and accepted payment methods (check, ACH, credit card).

1. Select your governing state at the top of the form so the correct sales-tax rate populates; without this choice the form cannot generate a bank-ready PDF. 2. Fill in your business information in the "From" section: legal name, street address, city, state, ZIP, phone, and tax ID. 3. Complete the "Bill To" section with your customer's legal name, full address, and contact information; add their purchase-order number if they issued one. 4. Enter a unique invoice number and the invoice date; use a sequential numbering system (INV-001, INV-002) to help lenders trace revenue chronologically. 5. Specify your payment terms and due date; most lenders expect to see standard terms like "Net 30" rather than vague language like "pay when you can." 6. In the line-item table, add each product or service on a separate row: write a clear description, enter the quantity sold, and input the rate (unit price); the form will multiply quantity times rate to calculate the line total automatically. 7. Add as many line items as needed, then review the subtotal that appears below the table; this is the sum of all line totals before tax. 8. Confirm the sales-tax percentage displayed matches your state and local rate, then check the calculated tax amount; the form applies the rate to your subtotal. 9. Review the final total (subtotal plus tax); this is the amount your customer owes and the figure that will appear on your accounts-receivable aging report. 10. Download the completed invoice as a PDF and send it to your customer; save a copy in your accounting files for lender review during underwriting.

- Banks cross-reference invoice dates, amounts, and customer names against your general ledger and bank deposits, so every invoice must match a corresponding deposit within your stated payment terms. - Inconsistent pricing for the same item across multiple invoices raises red flags; maintain a standard price list and document any discounts or promotional rates in writing. - Missing tax calculations or incorrect tax rates suggest poor record-keeping; always select your governing state and verify that sales-tax percentages reflect current law.