Why Use Invoice Book Templates?
Invoice book templates offer a simple, organized way to create and track invoices, especially for businesses that prefer a manual or hybrid approach. They eliminate the need to design invoices from scratch each time, ensuring consistency and saving valuable time. Choosing the right template depends on your specific needs, whether you require carbon copies, specific field layouts, or pre-printed numbering. A well-designed invoice book promotes professionalism and facilitates accurate record-keeping.
Choosing the Right Invoice Book Template
Consider factors like the number of invoices per book, the paper quality, and the inclusion of features like carbon copies or perforated pages. Also, think about the fields you regularly need to include, such as customer information, item descriptions, quantities, unit prices, taxes, and payment terms. Some templates offer customization options to add your company logo and branding, enhancing your professional image. Think if you need pre-numbered invoices or if you will add the number manually.
Tips for Effective Invoice Management
Always fill out invoice books clearly and legibly. Keep a copy of each invoice for your records. Establish a system for tracking invoice numbers and payment due dates. Regularly reconcile your invoice book with your bank statements to ensure accurate financial management. Consistent invoicing practices are crucial for maintaining healthy cash flow and avoiding late payments. Also consider using sequentially numbered invoices for traceability.
17 Sample Invoice Letter Formats
Sample 1: Basic Invoice Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for the following services/products:
[Description of Services/Products]
Total Amount Due: $[Amount]
Due Date: [Due Date]
Thank you for your business!
Sincerely,
[Your Name]
Sample 2: Invoice Letter with Payment Instructions
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for the following services/products:
[Description of Services/Products]
Total Amount Due: $[Amount]
Due Date: [Due Date]
Payment Instructions:
You can pay via:
– Bank Transfer: [Bank Details]
– Check: Payable to [Your Company Name]
Thank you for your business!
Sincerely,
[Your Name]
Sample 3: Invoice Letter with Late Payment Fee Notice
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for the following services/products:
[Description of Services/Products]
Total Amount Due: $[Amount]
Due Date: [Due Date]
Please note that a late payment fee of [Late Payment Fee Percentage]% will be applied to invoices not paid within [Number] days of the due date.
Thank you for your business!
Sincerely,
[Your Name]
Sample 4: Invoice Letter with Discount Offer
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for the following services/products:
[Description of Services/Products]
Total Amount Due: $[Amount]
Due Date: [Due Date]
As a valued customer, we’re offering a [Discount Percentage]% discount if you pay within [Number] days.
Thank you for your business!
Sincerely,
[Your Name]
Sample 5: Invoice Letter for Recurring Services
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for your recurring [Service Name] for the month of [Month].
Total Amount Due: $[Amount]
Due Date: [Due Date]
Thank you for your continued business!
Sincerely,
[Your Name]
Sample 6: Invoice Letter with Project Reference
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for services rendered for project: [Project Name].
[Description of Services/Products related to the project]
Total Amount Due: $[Amount]
Due Date: [Due Date]
Thank you for your business!
Sincerely,
[Your Name]
Sample 7: Invoice Letter with Tax Breakdown
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for the following services/products:
[Description of Services/Products]
Subtotal: $[Subtotal]
Tax ([Tax Rate]%): $[Tax Amount]
Total Amount Due: $[Total Amount]
Due Date: [Due Date]
Thank you for your business!
Sincerely,
[Your Name]
Sample 8: Invoice Letter with Itemized List
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for the following:
| Item | Description | Quantity | Unit Price | Amount |
|—|—|—|—|—|
| 1 | [Item 1 Description] | [Quantity 1] | $[Unit Price 1] | $[Amount 1] |
| 2 | [Item 2 Description] | [Quantity 2] | $[Unit Price 2] | $[Amount 2] |
| 3 | [Item 3 Description] | [Quantity 3] | $[Unit Price 3] | $[Amount 3] |
Total Amount Due: $[Total Amount]
Due Date: [Due Date]
Thank you for your business!
Sincerely,
[Your Name]
Sample 9: Invoice Letter with Credit Note Applied
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for the following services/products:
[Description of Services/Products]
Subtotal: $[Subtotal]
Credit Note ([Credit Note Number]): -$[Credit Amount]
Total Amount Due: $[Total Amount]
Due Date: [Due Date]
Thank you for your business!
Sincerely,
[Your Name]
Sample 10: Invoice Letter for Consulting Services
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for consulting services provided from [Start Date] to [End Date].
Hours Worked: [Number of Hours]
Hourly Rate: $[Hourly Rate]
Total Amount Due: $[Total Amount]
Due Date: [Due Date]
Thank you for your business!
Sincerely,
[Your Name]
Sample 11: Past Due Invoice Letter (First Notice)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
To:
[Customer Name]
[Customer Address]
Subject: Past Due Invoice – Invoice Number [Invoice Number]
Dear [Customer Name],
Our records indicate that invoice number [Invoice Number], dated [Original Invoice Date], is now past due. The amount of $[Amount] is outstanding.
A copy of the original invoice is attached for your convenience.
Please remit payment at your earliest convenience. If you have already sent payment, please disregard this notice.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
Sample 12: Past Due Invoice Letter (Second Notice)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
To:
[Customer Name]
[Customer Address]
Subject: Second Notice: Past Due Invoice – Invoice Number [Invoice Number]
Dear [Customer Name],
We are writing to remind you that invoice number [Invoice Number], dated [Original Invoice Date], is now significantly overdue. The outstanding amount is $[Amount].
We sent a previous reminder on [Date of First Notice]. To avoid further action, please remit payment within [Number] days.
If you have any questions or need to discuss payment arrangements, please contact us immediately.
Sincerely,
[Your Name]
Sample 13: Past Due Invoice Letter (Final Notice)
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
To:
[Customer Name]
[Customer Address]
Subject: Final Notice: Past Due Invoice – Invoice Number [Invoice Number]
Dear [Customer Name],
This is our final attempt to collect the outstanding balance of $[Amount] for invoice number [Invoice Number], dated [Original Invoice Date]. We have sent previous reminders on [Date of First Notice] and [Date of Second Notice].
If we do not receive payment within [Number] days, we will be forced to take further action, which may include referring the matter to a collection agency.
Please contact us immediately to discuss payment options and avoid further action.
Sincerely,
[Your Name]
Sample 14: Invoice Letter for Travel Expenses
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for travel expenses incurred during [Project Name/Purpose of Travel] from [Start Date] to [End Date].
Itemized Travel Expenses:
– Airfare: $[Airfare Amount]
– Accommodation: $[Accommodation Amount]
– Meals: $[Meals Amount]
– Transportation: $[Transportation Amount]
– Other Expenses: $[Other Expenses Amount] (Please see attached receipts for details)
Total Amount Due: $[Total Amount]
Due Date: [Due Date]
Thank you for your business!
Sincerely,
[Your Name]
Sample 15: Proforma Invoice Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Proforma Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached proforma invoice number [Invoice Number] for the following services/products:
[Description of Services/Products]
This is a proforma invoice and is not a request for payment. It is provided for estimation and informational purposes only.
Total Estimated Amount: $[Amount]
Please confirm if you would like to proceed with this order.
Sincerely,
[Your Name]
Sample 16: Invoice Letter with Wire Transfer Details
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
Please find attached invoice number [Invoice Number] for the following services/products:
[Description of Services/Products]
Total Amount Due: $[Amount]
Due Date: [Due Date]
For Wire Transfers, please use the following details:
Bank Name: [Bank Name]
Account Name: [Account Name]
Account Number: [Account Number]
Swift Code: [Swift Code]
Please include the invoice number [Invoice Number] in the wire transfer details.
Thank you for your business!
Sincerely,
[Your Name]
Sample 17: Final Invoice Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Date: [Date]
Invoice Number: [Invoice Number]
To:
[Customer Name]
[Customer Address]
Dear [Customer Name],
This is a final invoice for services rendered. All previous invoices have been reconciled.
Services Provided:
[Detailed Description of Services]
Total Amount Due: $[Total Amount]
Due Date: [Due Date]
We appreciate the opportunity to have worked with you.
Sincerely,
[Your Name]
Conclusion
Invoice book templates remain a practical and reliable solution for many businesses. By selecting the right template and following best practices for invoice management, you can ensure accurate billing, maintain healthy cash flow, and project a professional image to your clients. Remember to adapt the sample letters to your specific business needs and legal requirements. Choosing a physical invoice book might be a good solution as a backup for digital invoicing systems.
