A travel invoice, while not technically a binding legal document, is one of the most important documents your company will ever create. It directly affects when you get paid and on what ter ms those payments are made.
We have provided some travel invoice templates and examples below that you can download and use as reference.
Below are eight essential elements you must include to create an invoice that is both professional and effective.
1. Company Information: If you are the payer, you want to be sure that your company’s legal name, business address, business phone number, and fax number are listed accurately and included near the top and bottom of the invoice. If you are the payee, you want to be sure to include the same information at the top and bottom of the invoice as well. You want to be sure to differentiate which company is the payer and which one is the payee by labeling each.
2. Header: This may seem blindingly obvious, but be sure to label your document as an invoice in the header. This way, you minimize any confusion about what the document is, especially if it’s part of a pile of otherwise indistinguishable papers.
3. Date, Invoice Number, and Unique Identifier: Along with each company’s respective payer and payee information, you’ll want to include the date on which the invoice is issued and an invoice number or another unique identifier. You can structure your ID based on any system or stylistic preference, whether it’s a simple file number, unique billing code or date-based purchased order number.
4. List of Goods and Services: This section of the invoice can be as detailed or generic as you like. The most important parts of the listing include name of the good or service provided, date the good or service was provided, the rate for the good or service provided, and the quantity of the good or service provided.
5. Terms: Terms of payment are incredibly important on an invoice. Standard payment terms will vary based on your industry, your company’s preference, and, perhaps most importantly, your relationship with the client. It’s also important to make mention of the penalties if these terms are not met. This could include a late fee or an additional percentage of the total bill.
6. Itemized Fees: If there are any taxes, handling fees, or other charges that need to be levied, each of these should be listed as a separate line item. This is important for some organizations that need to apply these different fees to different budgets for their internal books to balance.
7. Total Amount Due: While it may seem trivial, it’s worth mentioning. Make sure that the total amount due is prominently displayed on the invoice.
8. Add-Ons: While the previous seven items are really important to include on an invoice, there are a few other elements you can include if you choose, such as message field (can be used to say thank you to a client or make reference to something unique to the project) and tax identification number.
Late payments, or missing ones, are not only frustrating but also potentially ruinous to business relationships, but that doesn’t have to be the case all the time. Here are a few helpful tips for getting your invoices paid on time.
Microsoft Word provides templates for invoice sheets that you customize to suit your business needs. Below are the steps you can follow to create a travel invoice using one of these said templates.
1. Click File on the command ribbon and then click New. Enter “invoice” in the “Search for online templates” field and then press “Enter” to bring up the gallery of invoice thumbnails.
2. Select the preferred template thumbnail to enlarge it in a preview window. Click “Create” to copy the invoice template into a new Word document.
3. Click the preferred field to update the data. For example, click “[Name]” and then enter your customer’s name.
4. Edit the template with commands on the Word ribbon and the Table Tools ribbon. For example, click the “Design” tab on the Table Tools ribbon to view options in the Table Style Options or Table Styles group. The Table Styles group features a gallery of tables in different colors. Mouse over a thumbnail to preview the effect on the template and then click to update the color of your invoice.
5. Save this Word document with a new file name.
Tip: If you are emailing this invoice to your client, save this Word invoice as a PDF, and then attach the PDF to your email message. Click the “Save as Type” drop-down list on the Save As dialog box, and click “PDF,” then click “Save.”
There are various industries in a country, and each one of these industry has a different demand, which is why there are also several types of invoices.
1. Standard Invoice: This is a basic format for an invoice and can be used in the same format for different business transactions. This type of invoice consists of all the basic information that is to be included in any invoice such as the unique invoice number, name of the seller, the company’s name, address, contact details, the name of the buyer, address, items purchased, total costs etc. This format of an invoice is used by multiple industries such as the retail industry, agriculture industry, wholesale trade industry, etc. We come across such as invoice almost every day and this is the type of invoice that comes to the mind immediately when we imagine one.
2. Commercial Invoice: Unlike an everyday invoice that we receive from the nearby department store to the bookstore, a commercial invoice is a special invoice designed for documentation of any foreign trade such as the shipment of machine parts from one country to another. It is used for customs declaration when the product is crossing international borders. It includes the name and address of both the seller and the buyer, items being sold, the cost of items and amount of tax payable.
3. Progress Invoice: This kind of invoice is commonly used in works that stretch over a long period. It is most commonly used in the construction industry as this is one industry which not only takes a lot of time for each project but also is very expensive. Contractors send progress invoice or bills from time to time showing the progress of the work and quoting the amount required to be paid to them because they have to pay the employees working for them and also cover the expenses made during the present construction work.
4. Timesheet: This is a special kind of invoice that is preferred by professionals whose services are evaluated on the basis of the time for which the service is being provided. Such invoices are usually provided by consultants, psychotherapists, lawyers, tuition teachers, and mostly by all the professionals whose services are more intellectual than technical. But often employment of laborers is conducted on the basis of time. Such invoices typically mention time in place of the product.
5. Utility Invoice: We hardly ever think of the electric bill or a bill for the telephone, cable, internet usage, gas as a particular kind of invoice but that is what it is. It shows the amount payable on the usage of electricity or how much you owe to your internet connection provider for availing their services. Utility invoices differ from other invoices as it mentions a due date, the amount of penalty payable after the due date, the billing period, and other messages. Related to this would be a service invoice.
An itemized bill is a piece of paper that you are given before you pay for goods or services, listing the cost of each item purchased rather than just the total cost. You should always request an itemized bill.
A purchase order is a document generated by the buyer in order to authorize a purchase transaction. A PO number uniquely identifies a purchase order and is generally defined by the buyer. The buyer will match the PO number in the invoice to the purchase order.
Running a business requires you to collect payments from your customers for products or services rendered. When you charge by invoice, you are billing your customers for their purchases. You can request payment when the customers receive the goods or services or allow them to pay their bill at a later date.
An itemized bill is a detailed billing ledger that a provider can give you, which lists all of the services you received during the visit, the ad includes the procedure and diagnosis.
We hope this article can help you make your own travel invoice.