This free Purchase Invoice template is a ready-to-use document you can fill in, export and send today. Supplier purchase invoice for procurement departments with PO matching, goods received note, quality inspection, and AP workflow fields. Use it to bill a client clearly enough that finance can pay it without asking you a single question. Every field is editable, the preview updates as you type, and the finished file downloads as PDF or Word with no watermark and no sign-up.
Who this Purchase Invoice template is for
- Freelancers and consultants billing clients directly
- Small businesses that invoice a handful of customers each month
- Anyone who needs a compliant record for their accountant
What's included in this Purchase Invoice template
- Supplier name
- Supplier code
- Supplier g s t i n
- Supplier address
- Supplier contact name
- Supplier email
- Supplier phone
- Buying company name
- Buying company g s t i n
- Procurement officer name
- Buying address
- Purchase order number
- Goods receipt note number
- Quality inspection status
- Invoice number
- Invoice date
- Delivery date
- Payment due date
- Payment terms
- Item code
- Item description
- Unit of measure
- Ordered quantity
- Received quantity
- Accepted quantity
- Rejected quantity
- Unit cost
- Line amount
- Discount percent
- Discount amount
- Net line amount
- Freight and insurance
- Customs duty
- Loading unloading charges
- Packaging charges
- Subtotal goods
- Subtotal charges
- Taxable amount
- Cgst or vat rate
- Cgst or vat amount
- Total invoice amount
- Currency
- Advance paid
- Tds deductible
- Tds amount
- Net payable
- Bank name
- Account number
- Ifsc code
- Expected payment date
- Dispute resolution contact
How to use this Purchase Invoice template
- 1Replace the sender block with your own name, address and tax number.
- 2Add the client's legal name and billing address exactly as they gave it.
- 3Set a sequential invoice number and an explicit due date, not just "Net 30".
- 4Enter each line item with a description, quantity and rate — the totals compute themselves.
- 5Export to PDF and attach it to a short email naming the invoice number.
Purchase Invoice: mistakes to avoid
- Never reuse an invoice number. Cancel and issue a credit note instead.
- Write the due date as a real date. "Net 30" invites an argument about day one.
- Include the purchase order number if your client uses one — some finance systems will not pay without it.
- Send PDF, not Word, so the layout cannot shift on the client's machine.
Frequently asked questions
Is this Purchase Invoice template really free?
Yes. You can fill it in, export it to PDF or Word, and send it to a client without creating an account, and the exported file carries no watermark or branding of ours.
What must a Purchase Invoice include to be valid?
A unique sequential number, the issue date, an explicit due date, both parties' names and addresses, an itemised breakdown of what you delivered, the subtotal, any tax shown separately, the total due, and how to pay you. Most tax authorities also require your registration number where you have one.
Can I edit the line items and tax rate?
Yes. Add or remove rows, change descriptions and rates, and set your own tax percentage. The subtotal, tax and total recalculate from the rows, so the arithmetic on the page always adds up.
PDF or Word — which should I send?
Send the PDF. It renders identically everywhere and cannot be altered by accident. Keep the Word file for the occasional client whose finance system asks for an editable copy.