[{"data":1,"prerenderedAt":1426},["ShallowReactive",2],{"page-\u002Fwhat-is-a-purchase-order":3,"related-\u002Fwhat-is-a-purchase-order":666},{"id":4,"title":5,"author":6,"body":7,"category":652,"date":653,"dek":654,"description":655,"extension":656,"featured":657,"meta":658,"navigation":659,"path":660,"readingTime":661,"seo":662,"sitemap":663,"stem":664,"__hash__":665},"content\u002Fwhat-is-a-purchase-order.md","What Is a Purchase Order? PO vs Invoice Explained (+ Free Template)","The InvoiceYard Team",{"type":8,"value":9,"toc":630},"minimark",[10,15,28,31,39,43,54,57,73,76,83,87,90,181,192,195,209,213,216,277,280,284,291,344,361,364,368,371,416,428,433,446,450,458,538,544,548,551,554,570,582,586,590,593,597,604,608,611,615,618,622],[11,12,14],"h2",{"id":13},"a-purchase-order-is-the-buyers-promise-to-pay","A purchase order is the buyer's promise to pay",[16,17,18,19,23,24,27],"p",{},"A purchase order (PO) is a document the ",[20,21,22],"strong",{},"buyer"," sends to the ",[20,25,26],{},"seller"," to formally request goods or services at an agreed price. It says, in effect: \"I want these specific things, in these quantities, at this price, and here's the reference number to track it all.\"",[16,29,30],{},"That last detail matters more than people expect. The PO carries a unique number, and once the seller accepts it, the PO becomes a binding agreement. The seller fulfils the order, then sends an invoice that quotes the same PO number. The buyer's accounts team matches the invoice against the original PO, confirms the numbers line up, and releases payment.",[16,32,33,34,38],{},"So the direction of travel is the opposite of what most freelancers assume. You don't issue a purchase order to your client. Your client issues one to ",[35,36,37],"em",{},"you",". Your job is to reference it correctly on the invoice you send back.",[11,40,42],{"id":41},"who-actually-uses-purchase-orders","Who actually uses purchase orders",[16,44,45,46,49,50,53],{},"POs are standard in any organisation big enough to separate the person who ",[35,47,48],{},"wants"," something from the person who ",[35,51,52],{},"pays"," for it. Procurement requests it, finance approves it, accounts pays it. The PO is the paper trail that links those steps.",[16,55,56],{},"You'll run into purchase orders when you work with:",[58,59,60,64,67,70],"ul",{},[61,62,63],"li",{},"Mid-size and large companies",[61,65,66],{},"Government departments and public bodies",[61,68,69],{},"Universities, hospitals, and councils",[61,71,72],{},"Anyone whose accounts payable team enforces a \"no PO, no pay\" policy",[16,74,75],{},"A \"no PO, no pay\" policy is exactly what it sounds like: if your invoice doesn't quote a valid purchase order number, it gets rejected automatically — often without anyone telling you why. This is one of the most common silent causes of late payment for freelancers landing their first corporate client. The work was approved, the relationship is fine, but the invoice is stuck in a queue because there's no PO reference for the system to match against.",[16,77,78,79,82],{},"If a new client is large, ask early: ",[35,80,81],{},"\"Do you require a purchase order before I invoice, and if so, who raises it?\""," Get the number before you do the work, not after.",[11,84,86],{"id":85},"po-vs-invoice-the-core-difference","PO vs invoice: the core difference",[16,88,89],{},"Both documents list what's being bought and what it costs. The difference is who issues them, when, and what they commit you to.",[91,92,93,108],"table",{},[94,95,96],"thead",{},[97,98,99,102,105],"tr",{},[100,101],"th",{},[100,103,104],{},"Purchase order",[100,106,107],{},"Invoice",[109,110,111,125,136,155,168],"tbody",{},[97,112,113,119,122],{},[114,115,116],"td",{},[20,117,118],{},"Issued by",[114,120,121],{},"The buyer",[114,123,124],{},"The seller",[97,126,127,132,134],{},[114,128,129],{},[20,130,131],{},"Sent to",[114,133,124],{},[114,135,121],{},[97,137,138,143,149],{},[114,139,140],{},[20,141,142],{},"When",[114,144,145,148],{},[35,146,147],{},"Before"," work or delivery",[114,150,151,154],{},[35,152,153],{},"After"," delivery or completion",[97,156,157,162,165],{},[114,158,159],{},[20,160,161],{},"Purpose",[114,163,164],{},"Authorise and commit to a purchase",[114,166,167],{},"Request payment for what was delivered",[97,169,170,175,178],{},[114,171,172],{},[20,173,174],{},"Creates",[114,176,177],{},"An offer\u002Fagreement to buy",[114,179,180],{},"A debt owed by the buyer",[16,182,183,184,187,188,191],{},"A clean way to remember it: the ",[20,185,186],{},"purchase order opens"," the transaction; the ",[20,189,190],{},"invoice closes"," it. The PO says \"please supply this,\" the invoice says \"here's what I supplied — now pay me.\"",[16,193,194],{},"They're complementary, not competing. On a well-run job, the invoice is almost a mirror of the PO, plus a payment request. If your invoice quantities and prices don't match the PO, expect a query.",[16,196,197,198,203,204,208],{},"For how a PO sits alongside the other documents you'll handle, see ",[199,200,202],"a",{"href":201},"\u002Finvoice-vs-quote-vs-estimate","invoice vs quote vs estimate"," and ",[199,205,207],{"href":206},"\u002Finvoice-vs-receipt","invoice vs receipt",".",[11,210,212],{"id":211},"the-purchase-order-process-step-by-step","The purchase order process, step by step",[16,214,215],{},"Here's the full lifecycle on a typical B2B job, from the seller's point of view:",[217,218,219,230,241,247,252,261,267],"ol",{},[61,220,221,224,225,229],{},[20,222,223],{},"You send a quote."," The client asks for pricing. You provide a written ",[199,226,228],{"href":227},"\u002Fhow-to-write-a-quote","quote"," — say, £4,000 for a website redesign.",[61,231,232,235,236,240],{},[20,233,234],{},"The client raises a PO internally."," Someone in procurement converts your quote into a purchase order, gets it approved, and assigns it a number (e.g. ",[237,238,239],"code",{},"PO-20418",").",[61,242,243,246],{},[20,244,245],{},"You receive the PO."," It lists the agreed scope, price, and that number. This is your green light. Read it carefully — it should match your quote.",[61,248,249],{},[20,250,251],{},"You do the work \u002F deliver the goods.",[61,253,254,257,258,260],{},[20,255,256],{},"You send an invoice quoting the PO number."," The invoice references ",[237,259,239],{}," prominently.",[61,262,263,266],{},[20,264,265],{},"The client three-way matches."," Accounts payable checks the invoice against (a) the PO and (b) any goods-received or completion record. If all three agree, payment is approved.",[61,268,269,272,273,208],{},[20,270,271],{},"Payment is released"," per the agreed ",[199,274,276],{"href":275},"\u002Finvoice-payment-terms","payment terms",[16,278,279],{},"Step 6 is why POs exist. \"Three-way matching\" — PO, delivery confirmation, and invoice — is the control that stops a company paying for things nobody ordered or never received.",[11,281,283],{"id":282},"what-goes-on-a-purchase-order","What goes on a purchase order",[16,285,286,287,290],{},"If you ever ",[35,288,289],{},"do"," need to raise a PO (for example, you subcontract part of a job to another freelancer and want a clean paper trail), include:",[58,292,293,299,304,310,316,322,327,332,338],{},[61,294,295,298],{},[20,296,297],{},"PO number"," — unique, sequential, easy to reference",[61,300,301],{},[20,302,303],{},"Date issued",[61,305,306,309],{},[20,307,308],{},"Buyer details"," — your business name, address, contact",[61,311,312,315],{},[20,313,314],{},"Supplier details"," — who you're buying from",[61,317,318,321],{},[20,319,320],{},"Line items"," — description, quantity, unit price, line total",[61,323,324],{},[20,325,326],{},"Subtotal, tax, and grand total",[61,328,329],{},[20,330,331],{},"Delivery date and delivery address",[61,333,334,337],{},[20,335,336],{},"Payment terms"," — e.g. Net 30",[61,339,340,343],{},[20,341,342],{},"Authorised by"," — name of the person approving",[345,346,347],"blockquote",{},[16,348,349,352,355,358],{},[20,350,351],{},"Sample PO line item",[237,353,354],{},"Description: Custom WordPress theme development",[237,356,357],{},"Qty: 1 | Unit price: £4,000.00 | Line total: £4,000.00",[237,359,360],{},"PO number: PO-20418 | Delivery by: 15 Jul 2026 | Terms: Net 30",[16,362,363],{},"Notice how closely this resembles an invoice line. The structure is deliberately the same so the two documents can be matched field by field.",[11,365,367],{"id":366},"how-to-invoice-against-a-po-correctly","How to invoice against a PO correctly",[16,369,370],{},"This is where freelancers lose time and money. Get these right and your invoices sail through:",[58,372,373,383,389,399,405],{},[61,374,375,378,379,382],{},[20,376,377],{},"Quote the PO number at the top."," Label it clearly: ",[237,380,381],{},"Purchase Order: PO-20418",". Don't bury it in the body. Many AP systems scan for it.",[61,384,385,388],{},[20,386,387],{},"Match the description and amounts exactly."," If the PO says \"Website redesign — £4,000,\" don't invoice for \"Web design services — £4,000.\" A mismatch can trigger a manual review.",[61,390,391,394,395,398],{},[20,392,393],{},"Don't exceed the PO value."," If you billed more than the PO authorises, the overage usually won't be paid until a revised or supplementary PO is issued. If scope grew mid-project, ask for the PO to be amended ",[35,396,397],{},"before"," you invoice.",[61,400,401,404],{},[20,402,403],{},"One PO can cover several invoices."," On a phased project, you might invoice 50% up front and 50% on delivery, both against the same PO. Make sure the combined total doesn't breach the PO amount.",[61,406,407,410,411,415],{},[20,408,409],{},"Use your own invoice number too."," The PO number is the client's reference; your ",[199,412,414],{"href":413},"\u002Finvoice-numbering-best-practices","invoice number"," is yours. Both should appear.",[16,417,418,419,203,423,427],{},"If you're new to the mechanics of the invoice itself, ",[199,420,422],{"href":421},"\u002Fhow-to-write-an-invoice","how to write an invoice",[199,424,426],{"href":425},"\u002Fhow-to-send-an-invoice","how to send an invoice"," cover the essentials.",[429,430,432],"h3",{"id":431},"a-note-on-tax","A note on tax",[16,434,435,436,440,441,445],{},"A purchase order is a commercial document, not a tax document. It doesn't satisfy VAT or sales-tax record-keeping requirements on its own — the invoice does. If you're VAT-registered, your invoice still needs all the usual VAT details regardless of what's on the PO (",[199,437,439],{"href":438},"\u002Fuk-vat-invoices-explained","UK VAT invoices explained","; ",[199,442,444],{"href":443},"\u002Fus-sales-tax-on-invoices","US sales tax on invoices","). Rules vary by jurisdiction, so confirm specifics with your tax authority or accountant.",[11,447,449],{"id":448},"free-purchase-order-template","Free purchase order template",[16,451,452,453,457],{},"Copy this into a document, a spreadsheet, or your invoicing tool. It works in Word, Google Docs, or Excel — see ",[199,454,456],{"href":455},"\u002Fhow-to-make-an-invoice-in-excel-word-google-docs","how to make an invoice in Excel, Word, or Google Docs"," for the same approach applied to invoices.",[345,459,460,465,468,484,524,530],{},[16,461,462],{},[20,463,464],{},"PURCHASE ORDER",[16,466,467],{},"PO Number: ________   Date: ________",[16,469,470,473,474,478,473,481],{},[20,471,472],{},"Buyer:"," ",[475,476,477],"span",{},"Your business name, address, email, phone",[20,479,480],{},"Supplier:",[475,482,483],{},"Supplier name, address, contact",[91,485,486,502],{},[94,487,488],{},[97,489,490,493,496,499],{},[100,491,492],{},"Description",[100,494,495],{},"Qty",[100,497,498],{},"Unit price",[100,500,501],{},"Total",[109,503,504,514],{},[97,505,506,508,510,512],{},[114,507],{},[114,509],{},[114,511],{},[114,513],{},[97,515,516,518,520,522],{},[114,517],{},[114,519],{},[114,521],{},[114,523],{},[16,525,526,527],{},"Subtotal: ________\nTax (___%): ________\n",[20,528,529],{},"Total: ________",[16,531,532,533,537],{},"Delivery by: ________   Deliver to: ________\nPayment terms: ________  (e.g. ",[199,534,536],{"href":535},"\u002Fwhat-is-net-30","Net 30",")\nAuthorised by: ________   Signature: ________",[16,539,540,541,208],{},"Keep your PO numbers sequential and never reused — the same discipline that applies to ",[199,542,543],{"href":413},"invoice numbering",[11,545,547],{"id":546},"when-you-dont-need-a-po-at-all","When you don't need a PO at all",[16,549,550],{},"Plenty of freelance work never touches a purchase order. Sole traders billing other small businesses or individuals usually skip the whole process — a quote, a handshake, and an invoice do the job. POs add overhead, and for a £300 logo design they're more friction than they're worth.",[16,552,553],{},"Use a PO process when:",[58,555,556,559,562],{},[61,557,558],{},"The amounts are large enough to justify formal authorisation",[61,560,561],{},"Your client's accounts team requires it",[61,563,564,565,569],{},"You want a clear, pre-agreed record of scope before starting (protecting you in a ",[199,566,568],{"href":567},"\u002Fwhat-to-do-when-a-client-wont-pay","dispute over payment",")",[16,571,572,573,203,577,581],{},"For everyday freelance invoicing without POs, ",[199,574,576],{"href":575},"\u002Fhow-to-invoice-as-a-freelancer","how to invoice as a freelancer",[199,578,580],{"href":579},"\u002Finvoicing-as-a-sole-trader","invoicing as a sole trader"," walk through the simpler flow.",[11,583,585],{"id":584},"frequently-asked-questions","Frequently asked questions",[429,587,589],{"id":588},"does-a-purchase-order-count-as-a-legally-binding-contract","Does a purchase order count as a legally binding contract?",[16,591,592],{},"Once the seller accepts it, a PO generally creates a binding agreement to supply the listed goods or services at the stated price — it functions as an offer that becomes a contract on acceptance. The exact legal weight depends on your jurisdiction and the surrounding terms, so treat a high-value PO with the same care as any contract.",[429,594,596],{"id":595},"can-i-send-a-purchase-order-to-my-client","Can I send a purchase order to my client?",[16,598,599,600,603],{},"Usually no — the buyer issues the PO, and your client is the buyer, so the PO comes ",[35,601,602],{},"to"," you. You'd only raise one yourself when you're the buyer, such as when subcontracting work or purchasing supplies for a project.",[429,605,607],{"id":606},"what-happens-if-my-invoice-doesnt-match-the-po","What happens if my invoice doesn't match the PO?",[16,609,610],{},"It typically gets held for review or rejected. Mismatched descriptions, quantities, or amounts break the three-way matching that accounts payable relies on. Fix it by quoting the exact PO number, matching the wording and totals, and asking for the PO to be amended before you bill if the scope changed.",[429,612,614],{"id":613},"do-i-need-both-a-po-and-an-invoice","Do I need both a PO and an invoice?",[16,616,617],{},"When a client uses POs, yes — they serve different roles. The PO authorises the purchase before work starts; the invoice requests payment after delivery and references the PO. For clients who don't use POs, the invoice alone is enough.",[429,619,621],{"id":620},"is-a-purchase-order-the-same-as-a-proforma-invoice","Is a purchase order the same as a proforma invoice?",[16,623,624,625,629],{},"No. A PO is issued by the buyer to request goods; a proforma invoice is issued by the seller as a preliminary, non-final bill — often for quoting or customs purposes. See ",[199,626,628],{"href":627},"\u002Fproforma-invoice-vs-invoice","proforma invoice vs invoice"," for the distinction.",{"title":631,"searchDepth":632,"depth":632,"links":633},"",3,[634,636,637,638,639,640,643,644,645],{"id":13,"depth":635,"text":14},2,{"id":41,"depth":635,"text":42},{"id":85,"depth":635,"text":86},{"id":211,"depth":635,"text":212},{"id":282,"depth":635,"text":283},{"id":366,"depth":635,"text":367,"children":641},[642],{"id":431,"depth":632,"text":432},{"id":448,"depth":635,"text":449},{"id":546,"depth":635,"text":547},{"id":584,"depth":635,"text":585,"children":646},[647,648,649,650,651],{"id":588,"depth":632,"text":589},{"id":595,"depth":632,"text":596},{"id":606,"depth":632,"text":607},{"id":613,"depth":632,"text":614},{"id":620,"depth":632,"text":621},"Document Types","2026-06-25",null,"A plain-English guide to purchase orders, the PO process, and how a PO differs from and connects to an invoice — with a free template and worked example.","md",false,{},true,"\u002Fwhat-is-a-purchase-order","8 min read",{"title":5,"description":655},{"loc":660},"what-is-a-purchase-order","CLmTopopt7eBP-7AfX4TjOgKTeUbxzz1t-iEJRWPR-Q",[667,1156],{"id":668,"title":669,"author":6,"body":670,"category":652,"date":1148,"dek":654,"description":1149,"extension":656,"featured":657,"meta":1150,"navigation":659,"path":1151,"readingTime":661,"seo":1152,"sitemap":1153,"stem":1154,"__hash__":1155},"content\u002Fcommercial-invoice-template.md","What Is a Commercial Invoice? Customs Requirements + Free Template",{"type":8,"value":671,"toc":1122},[672,676,679,686,689,693,696,699,719,722,726,729,733,736,740,747,751,754,762,766,769,772,777,781,788,792,795,799,806,810,813,849,852,856,859,863,866,870,873,977,988,992,1024,1038,1042,1045,1081,1083,1087,1094,1098,1101,1105,1108,1112,1115,1119],[11,673,675],{"id":674},"the-document-that-gets-your-shipment-through-customs","The document that gets your shipment through customs",[16,677,678],{},"A commercial invoice is the legal document customs authorities use to assess, classify, and clear goods crossing a border. It declares what's in the box, who's sending it, who's receiving it, what it's worth, and where it was made. Customs officers use it to calculate duty and tax, verify the shipment against import rules, and decide whether the package moves or sits in a bonded warehouse racking up storage fees.",[16,680,681,682,685],{},"It is not the same as the invoice you send a client for payment, and it is not a ",[199,683,684],{"href":627},"proforma invoice",". A standard sales invoice is a payment request. A proforma is a preliminary quote issued before goods ship. A commercial invoice is the final, definitive statement of the transaction, used specifically for export and import. You may issue all three for a single international sale — a proforma to confirm the order, a commercial invoice for the shipment, and your normal accounting invoice for the books.",[16,687,688],{},"If you sell physical products abroad — Etsy sellers posting handmade goods, a small manufacturer shipping a pallet, a freelancer mailing prototype hardware — you'll need one for nearly every commercial shipment that leaves your country. Couriers like DHL, FedEx, and UPS require it, and most won't let you book international freight without one.",[11,690,692],{"id":691},"when-you-need-one-and-when-you-dont","When you need one (and when you don't)",[16,694,695],{},"You need a commercial invoice when goods of commercial value cross an international border. That includes sales, samples sent for free, warranty replacements, and goods shipped between two branches of the same company.",[16,697,698],{},"You generally don't need one for:",[58,700,701,707,713],{},[61,702,703,706],{},[20,704,705],{},"Documents only"," — paper with no commercial value (a signed contract, printed reports).",[61,708,709,712],{},[20,710,711],{},"Domestic shipments"," — anything staying inside one customs territory.",[61,714,715,718],{},[20,716,717],{},"Personal gifts below a de minimis threshold"," — though \"gift\" status is scrutinised, and thresholds vary by country and change frequently. Don't mislabel a sale as a gift to dodge duty; that's customs fraud.",[16,720,721],{},"For very low-value items some carriers accept a simplified declaration, but the safe default for any business shipment is a full commercial invoice.",[11,723,725],{"id":724},"the-required-fields-one-by-one","The required fields, one by one",[16,727,728],{},"Customs forms vary slightly by carrier and country, but the core data is consistent. Get any of these wrong and your package can be held, fined, returned, or destroyed.",[429,730,732],{"id":731},"shipper-and-consignee-details","Shipper and consignee details",[16,734,735],{},"Full legal name, address, phone, and email for both the sender (shipper\u002Fexporter) and the recipient (consignee\u002Fimporter). If the buyer differs from the delivery address, list both. Include tax\u002Fbusiness identifiers where required — an EORI number for UK and EU shipments, an ABN for Australia, an importer's tax ID for the US.",[429,737,739],{"id":738},"invoice-number-and-date","Invoice number and date",[16,741,742,743,746],{},"A unique reference tying the document to your records. Use your normal sequence — see ",[199,744,745],{"href":413},"invoice numbering best practices"," — and the date the goods are shipped.",[429,748,750],{"id":749},"detailed-description-of-goods","Detailed description of goods",[16,752,753],{},"Vague descriptions are the single most common cause of customs delays. \"Gifts,\" \"samples,\" \"parts,\" or \"merchandise\" will get a shipment flagged. Describe what each item actually is, what it's made of, and what it's for.",[345,755,756,759],{},[16,757,758],{},"Wrong: \"Clothing — 10 pcs\"",[16,760,761],{},"Right: \"Women's knitted scarves, 100% merino wool, not embroidered — 10 pcs\"",[429,763,765],{"id":764},"hs-code-harmonised-system-code","HS code (Harmonised System code)",[16,767,768],{},"The HS code is an internationally standardised number that classifies the product. The first six digits are the same worldwide; countries add further digits for their own tariff schedules (the US uses 10-digit HTS codes, the EU uses CN codes, the UK its own commodity codes). Customs uses this number to determine the duty rate.",[16,770,771],{},"You're responsible for classifying your own goods correctly. Find the right code through your country's tariff tool — the US International Trade Commission's HTS search, the UK Trade Tariff tool, the Canada Customs Tariff, or Australia's Working Tariff. A wrong code can mean underpaid duty (and penalties) or overpaid duty (money you don't get back easily).",[345,773,774],{},[16,775,776],{},"Example: a stainless steel water bottle might classify under HS 7323.93. The first six digits work globally; your destination country appends its own suffix.",[429,778,780],{"id":779},"country-of-origin","Country of origin",[16,782,783,784,787],{},"Where the goods were ",[35,785,786],{},"manufactured or produced"," — not where you're shipping from. A bottle made in China but shipped from your warehouse in Manchester has a country of origin of China. Origin determines eligibility for trade agreements and preferential duty rates, so it matters financially.",[429,789,791],{"id":790},"quantity-unit-value-and-total-value","Quantity, unit value, and total value",[16,793,794],{},"List quantity per line, the unit price, and the line total. Then a grand total. Show the currency clearly (USD, GBP, CAD, AUD, EUR). Include the weight per item where the form asks.",[429,796,798],{"id":797},"declared-customs-value","Declared (customs) value",[16,800,801,802,805],{},"The value customs uses to calculate duty. For a straightforward sale this is the price the buyer pays. For free samples or replacements, you still declare a fair market value and usually mark \"no commercial value — value for customs purposes only.\" ",[20,803,804],{},"Never undervalue to reduce duty."," It's illegal, it voids your shipping insurance (claims pay out against declared value), and customs can revalue goods and fine you.",[429,807,809],{"id":808},"incoterms","Incoterms",[16,811,812],{},"Incoterms (International Commercial Terms, published by the ICC) define exactly where the seller's responsibility ends and the buyer's begins — who pays freight, who pays duty and import tax, and who carries the risk at each stage. State the term and the named place. Common ones for small shippers:",[58,814,815,821,827,833,839],{},[61,816,817,820],{},[20,818,819],{},"EXW (Ex Works)"," — buyer collects from your premises and handles everything after. Minimum seller obligation.",[61,822,823,826],{},[20,824,825],{},"FOB (Free On Board)"," — seller delivers to the port\u002Floads the vessel; risk passes to buyer there. Used for sea freight.",[61,828,829,832],{},[20,830,831],{},"CIF (Cost, Insurance, Freight)"," — seller pays freight and insurance to the destination port; buyer handles import.",[61,834,835,838],{},[20,836,837],{},"DAP (Delivered At Place)"," — seller delivers to the buyer's address; buyer pays import duty and tax.",[61,840,841,844,845,848],{},[20,842,843],{},"DDP (Delivered Duty Paid)"," — seller handles ",[35,846,847],{},"everything"," including destination duty and tax. Best buyer experience, most cost and admin for you.",[16,850,851],{},"Pick one deliberately. If you ship DDP without budgeting for the destination duty, you eat a bill you didn't price in. If you ship DAP, tell your buyer they'll get a duty invoice from the courier before delivery — surprise charges cause refused parcels.",[429,853,855],{"id":854},"reason-for-export","Reason for export",[16,857,858],{},"A short statement: \"Sale of goods,\" \"Sample — no commercial value,\" \"Repair and return,\" \"Gift.\" This affects how the shipment is treated.",[429,860,862],{"id":861},"signature","Signature",[16,864,865],{},"Many destinations require the exporter to sign and date the invoice, certifying the information is true. An electronic signature is usually accepted.",[11,867,869],{"id":868},"a-worked-example","A worked example",[16,871,872],{},"Say you run a small ceramics studio in Bristol shipping a wholesale order to a boutique in Toronto.",[345,874,875,881,891,951],{},[16,876,877,880],{},[20,878,879],{},"Commercial Invoice #2026-0417"," — Date: 23 Jun 2026",[16,882,883,886,887,890],{},[20,884,885],{},"Shipper:"," Clayfield Studio Ltd, 14 Kiln Road, Bristol BS1 4AB, UK — EORI GB123456789000\n",[20,888,889],{},"Consignee:"," Maple & Co Boutique, 88 Queen St W, Toronto ON M5H 2M5, Canada",[91,892,893,912],{},[94,894,895],{},[97,896,897,899,902,905,907,910],{},[100,898,492],{},[100,900,901],{},"HS code",[100,903,904],{},"Origin",[100,906,495],{},[100,908,909],{},"Unit (GBP)",[100,911,501],{},[109,913,914,934],{},[97,915,916,919,922,925,928,931],{},[114,917,918],{},"Stoneware dinner plates, glazed, 27cm",[114,920,921],{},"6912.00",[114,923,924],{},"UK",[114,926,927],{},"24",[114,929,930],{},"12.00",[114,932,933],{},"288.00",[97,935,936,939,941,943,946,949],{},[114,937,938],{},"Stoneware mugs, glazed, 350ml",[114,940,921],{},[114,942,924],{},[114,944,945],{},"36",[114,947,948],{},"8.00",[114,950,933],{},[16,952,953,956,957,960,961,964,965,968,969,972,973,976],{},[20,954,955],{},"Subtotal:"," GBP 576.00\n",[20,958,959],{},"Freight:"," GBP 45.00\n",[20,962,963],{},"Total declared value:"," GBP 621.00\n",[20,966,967],{},"Incoterms:"," DAP Toronto\n",[20,970,971],{},"Reason for export:"," Sale of goods\n",[20,974,975],{},"Total gross weight:"," 18.5 kg\nSigned: ___________",[16,978,979,980,983,984,208],{},"Under DAP, Maple & Co pays Canadian import duty and GST\u002FHST before the courier releases the parcel. Clayfield should tell them that upfront. Note that VAT is generally zero-rated on exported goods, but you must keep proof of export — confirm the rules in ",[199,981,982],{"href":438},"our UK VAT guide"," and check whether your sale affects your ",[199,985,987],{"href":986},"\u002Fdo-i-need-to-register-for-vat","VAT registration position",[11,989,991],{"id":990},"practical-tips-that-prevent-delays","Practical tips that prevent delays",[58,993,994,1000,1006,1012,1018],{},[61,995,996,999],{},[20,997,998],{},"Match everything."," The values, quantities, and descriptions on the commercial invoice must match the shipping label, the packing list, and any customs declaration. Mismatches trigger inspections.",[61,1001,1002,1005],{},[20,1003,1004],{},"Three copies."," Couriers typically want the commercial invoice in a clear pouch on the outside of the box, often three signed copies. Many also require an electronic upload at booking.",[61,1007,1008,1011],{},[20,1009,1010],{},"Use the buyer's tax ID when required."," Canada, Australia, and the EU often need the importer's identifier for clearance.",[61,1013,1014,1017],{},[20,1015,1016],{},"Round nothing suspiciously."," Declared values that look invented (every item exactly £10) draw attention.",[61,1019,1020,1023],{},[20,1021,1022],{},"Keep copies for your records."," Customs authorities can audit export documents years later. Store them with your accounting records.",[16,1025,1026,1027,203,1030,1032,1033,1037],{},"For the underlying mechanics of building and sending the document, our guides on ",[199,1028,1029],{"href":455},"making an invoice in Excel, Word, or Google Docs",[199,1031,422],{"href":421}," cover the formatting basics. And if you're also figuring out how to bill and get paid across borders, ",[199,1034,1036],{"href":1035},"\u002Fhow-to-invoice-international-clients","invoicing international clients"," tackles the payment side.",[11,1039,1041],{"id":1040},"free-commercial-invoice-template-fields-to-include","Free commercial invoice template — fields to include",[16,1043,1044],{},"Build your own by including every field below. Most carrier portals also generate one automatically once you enter the data.",[58,1046,1047,1050,1052,1055,1058,1061,1064,1067,1070,1073,1075,1078],{},[61,1048,1049],{},"Document title: \"Commercial Invoice\"",[61,1051,739],{},[61,1053,1054],{},"Shipper: name, address, contact, EORI\u002Ftax ID",[61,1056,1057],{},"Consignee: name, address, contact, importer tax ID",[61,1059,1060],{},"Buyer (if different from consignee)",[61,1062,1063],{},"Line items: description, HS code, country of origin, quantity, unit value, line total",[61,1065,1066],{},"Subtotal, freight, insurance, grand total — with currency",[61,1068,1069],{},"Total declared value for customs",[61,1071,1072],{},"Incoterm + named place",[61,1074,855],{},[61,1076,1077],{},"Total number of packages and gross weight",[61,1079,1080],{},"Exporter signature and date",[11,1082,585],{"id":584},[429,1084,1086],{"id":1085},"whats-the-difference-between-a-commercial-invoice-and-a-proforma-invoice","What's the difference between a commercial invoice and a proforma invoice?",[16,1088,1089,1090,1093],{},"A proforma invoice is a preliminary document issued before the sale is final — a detailed quote that lets a buyer arrange payment or apply for an import licence. A commercial invoice is the final, binding record of the completed transaction, used by customs to clear the goods and assess duty. See our ",[199,1091,1092],{"href":627},"proforma vs invoice guide"," for the full comparison.",[429,1095,1097],{"id":1096},"do-i-need-a-commercial-invoice-for-a-low-value-or-sample-shipment","Do I need a commercial invoice for a low-value or sample shipment?",[16,1099,1100],{},"Usually yes. Even free samples and replacements need a commercial invoice stating a fair market value with a note like \"sample — no commercial value, value for customs purposes only.\" Some carriers accept a simplified declaration below certain thresholds, but those thresholds vary by country and change, so confirm with your courier.",[429,1102,1104],{"id":1103},"who-is-responsible-for-the-hs-code-and-customs-value-being-correct","Who is responsible for the HS code and customs value being correct?",[16,1106,1107],{},"Legally, the exporter declares the information and signs to certify it's accurate. Getting the HS classification or declared value wrong can lead to penalties, delays, or seizure — regardless of whether a courier filled the form. Classify using your destination country's official tariff tool and keep evidence of how you arrived at each code and value.",[429,1109,1111],{"id":1110},"can-i-undervalue-goods-to-reduce-my-customers-import-duty","Can I undervalue goods to reduce my customer's import duty?",[16,1113,1114],{},"No. Declaring a false value is customs fraud, it voids your shipping insurance (payouts are based on declared value), and customs can independently revalue your goods and fine both parties. Declare the true transaction value every time.",[429,1116,1118],{"id":1117},"what-are-incoterms-and-which-should-i-use","What are Incoterms and which should I use?",[16,1120,1121],{},"Incoterms define who pays for freight, insurance, and import duty, and where risk transfers from seller to buyer. For simple parcels, DAP (buyer pays import charges) and DDP (you pay everything) are common. Choose deliberately and tell your buyer which one applies so they aren't surprised by a duty bill from the courier.",{"title":631,"searchDepth":632,"depth":632,"links":1123},[1124,1125,1126,1138,1139,1140,1141],{"id":674,"depth":635,"text":675},{"id":691,"depth":635,"text":692},{"id":724,"depth":635,"text":725,"children":1127},[1128,1129,1130,1131,1132,1133,1134,1135,1136,1137],{"id":731,"depth":632,"text":732},{"id":738,"depth":632,"text":739},{"id":749,"depth":632,"text":750},{"id":764,"depth":632,"text":765},{"id":779,"depth":632,"text":780},{"id":790,"depth":632,"text":791},{"id":797,"depth":632,"text":798},{"id":808,"depth":632,"text":809},{"id":854,"depth":632,"text":855},{"id":861,"depth":632,"text":862},{"id":868,"depth":635,"text":869},{"id":990,"depth":635,"text":991},{"id":1040,"depth":635,"text":1041},{"id":584,"depth":635,"text":585,"children":1142},[1143,1144,1145,1146,1147],{"id":1085,"depth":632,"text":1086},{"id":1096,"depth":632,"text":1097},{"id":1103,"depth":632,"text":1104},{"id":1110,"depth":632,"text":1111},{"id":1117,"depth":632,"text":1118},"2026-06-23","A commercial invoice clears your goods through customs. Learn the required fields — HS codes, country of origin, Incoterms, declared value — with a free template.",{},"\u002Fcommercial-invoice-template",{"title":669,"description":1149},{"loc":1151},"commercial-invoice-template","ytKhH2owq4uHoPj5aOafay2u9wAE8ldbkxx35j5aUuw",{"id":1157,"title":1158,"author":6,"body":1159,"category":1416,"date":1417,"dek":654,"description":1418,"extension":656,"featured":657,"meta":1419,"navigation":659,"path":1420,"readingTime":1421,"seo":1422,"sitemap":1423,"stem":1424,"__hash__":1425},"content\u002Fbest-free-invoice-templates-for-freelancers.md","Best Free Invoice Templates for Freelancers (2026)",{"type":8,"value":1160,"toc":1400},[1161,1165,1168,1171,1178,1182,1185,1188,1192,1195,1227,1235,1239,1242,1271,1280,1284,1307,1311,1314,1346,1350,1353,1363,1365,1369,1372,1376,1379,1383,1386,1390,1393,1397],[11,1162,1164],{"id":1163},"what-makes-a-good-freelance-invoice-template","What Makes a Good Freelance Invoice Template",[16,1166,1167],{},"Most \"free invoice template\" downloads are a generic grid with a logo box. They work, but they leave the thinking to you — the right tax label, a sensible numbering scheme, the line items your trade actually bills for. A genuinely good template has those baked in, so you fill in less and get paid faster.",[16,1169,1170],{},"When you're choosing one, look for four things: the correct tax wording for your country, clear and separate fields for invoice number and due date, room for descriptive line items (vague descriptions are the top cause of payment delays), and an obvious place for payment instructions. Everything below is built around those.",[16,1172,1173,1174,1177],{},"Every template on InvoiceYard is free, needs no sign-up, and comes with a live editor — fill it in, pick your accent colour, and download a clean ",[20,1175,1176],{},"PDF, Excel, Word or CSV",". Prefer to start from scratch? The free invoice generator does the same with a blank slate.",[11,1179,1181],{"id":1180},"best-all-rounder-the-freelance-invoice-template","Best All-Rounder: The Freelance Invoice Template",[16,1183,1184],{},"If you do a bit of everything, start here. The freelance invoice template is built for project and hourly work, with line items that suit consulting, writing, design and the rest. It's the one to bookmark if your work doesn't fit neatly into a single trade.",[16,1186,1187],{},"Closely related, and worth a look if your work is more advisory: the consulting invoice template, which leans towards day rates, retainers and milestone billing.",[11,1189,1191],{"id":1190},"best-by-trade","Best by Trade",[16,1193,1194],{},"Pick the template that already speaks your trade's language — the line items, units and payment terms are pre-shaped so you're editing, not building from zero:",[58,1196,1197,1203,1209,1215,1221],{},[61,1198,1199,1202],{},[20,1200,1201],{},"Designers & web"," — the web design invoice template handles projects, revision rounds and hosting.",[61,1204,1205,1208],{},[20,1206,1207],{},"Photographers"," — the photography invoice template covers shoot fees, day rates, licensing and deliverables.",[61,1210,1211,1214],{},[20,1212,1213],{},"Tutors & coaches"," — the tutoring invoice template is set up for per-session and per-hour billing.",[61,1216,1217,1220],{},[20,1218,1219],{},"Trades & on-site work"," — see the electrician, plumbing, landscaping and cleaning invoice templates, each with materials-plus-labour layouts.",[61,1222,1223,1226],{},[20,1224,1225],{},"Construction & contracting"," — the construction invoice template handles stage payments and larger jobs.",[16,1228,1229,1230,1234],{},"Browse the full set on the ",[199,1231,1233],{"href":1232},"\u002Fcategory\u002Ftemplates-tools","invoice templates hub"," if your trade isn't listed above.",[11,1236,1238],{"id":1237},"best-by-country-get-the-tax-right","Best by Country (Get the Tax Right)",[16,1240,1241],{},"Tax wording is where generic templates quietly fail freelancers. A US template charging \"VAT\" looks wrong; a UK invoice missing the VAT number isn't compliant once you're registered. InvoiceYard's templates adapt to your region so the labels are right out of the box:",[58,1243,1244,1250,1259,1265],{},[61,1245,1246,1249],{},[20,1247,1248],{},"United Kingdom"," — VAT at 20% and a VAT number field. Start with the UK freelance invoice template.",[61,1251,1252,1255,1256,208],{},[20,1253,1254],{},"United States"," — sales-tax handling that reflects how US service invoicing actually works; see the ",[199,1257,1258],{"href":443},"US sales tax guide",[61,1260,1261,1264],{},[20,1262,1263],{},"Australia"," — \"Tax Invoice\" wording, GST at 10% and an ABN field.",[61,1266,1267,1270],{},[20,1268,1269],{},"Canada"," — GST\u002FHST handling and the relevant tax number field.",[16,1272,1273,1274,203,1277,1279],{},"Not sure whether you should be charging tax at all yet? Our guides on ",[199,1275,1276],{"href":986},"registering for VAT",[199,1278,580],{"href":579}," clear that up first.",[11,1281,1283],{"id":1282},"which-format-should-you-download","Which Format Should You Download?",[16,1285,1286,1287,1290,1291,1294,1295,1298,1299,1302,1303,1306],{},"Send the invoice itself as a ",[20,1288,1289],{},"PDF"," — it looks professional, can't be accidentally edited, and renders the same on every device. Keep an ",[20,1292,1293],{},"Excel"," or ",[20,1296,1297],{},"Word"," version for your own records or for clients who insist on an editable file, and use ",[20,1300,1301],{},"CSV"," if you're importing into bookkeeping software. Every InvoiceYard template exports all four. Our guide on ",[199,1304,1305],{"href":455},"making an invoice in Excel, Word & Google Docs"," compares the trade-offs.",[11,1308,1310],{"id":1309},"five-things-to-check-before-you-send","Five Things to Check Before You Send",[16,1312,1313],{},"A template gets you 90% of the way, but the last 10% is what gets the invoice paid without a back-and-forth. Run this check before each one goes out:",[58,1315,1316,1322,1328,1334,1340],{},[61,1317,1318,1321],{},[20,1319,1320],{},"The client's exact billing details."," Not \"the person you emailed\" — the name and address their accounts department expects. A mismatch here is a common reason an invoice sits unpaid in an approvals queue.",[61,1323,1324,1327],{},[20,1325,1326],{},"A clear, dated due date."," \"Net 30\" is fine, but spell out the actual date too (\"due 22 July 2026\"). Removing the mental arithmetic removes an excuse.",[61,1329,1330,1333],{},[20,1331,1332],{},"Specific line items."," \"Web work — £1,500\" invites questions; \"Homepage redesign + 4 inner pages, 2 revision rounds — £1,500\" doesn't. Vague descriptions are the single biggest cause of slow payment.",[61,1335,1336,1339],{},[20,1337,1338],{},"Your payment details, in full."," Account name, number, sort code or routing number, and a reference to quote. If you accept more than one method, list them.",[61,1341,1342,1345],{},[20,1343,1344],{},"The right tax treatment."," Charging it if you're registered, and a deliberate \"No VAT\u002FGST charged\" note if you're not, so it reads as a choice rather than an omission.",[11,1347,1349],{"id":1348},"fill-it-in-once-reuse-it-forever","Fill It In Once, Reuse It Forever",[16,1351,1352],{},"The real time-saver isn't the template — it's setting it up once. Add your details, your numbering scheme, your payment instructions and a late-fee line, then reuse that as your master each month. New invoice, change the client and the line items, done in two minutes.",[16,1354,1355,1356,1358,1359,208],{},"If you're brand new to invoicing, read ",[199,1357,422],{"href":421}," first — it walks through every field — then come back and pick your template. To get paid faster once you're sending them, see ",[199,1360,1362],{"href":1361},"\u002Fhow-to-get-invoices-paid-faster","how to get invoices paid faster",[11,1364,585],{"id":584},[429,1366,1368],{"id":1367},"are-these-invoice-templates-really-free","Are these invoice templates really free?",[16,1370,1371],{},"Yes — every template and the invoice generator are free to use, with no sign-up or watermark. Fill in your details and download a PDF, Excel, Word or CSV file.",[429,1373,1375],{"id":1374},"do-i-need-to-create-an-account","Do I need to create an account?",[16,1377,1378],{},"No. You can edit and download invoices without registering. The editor runs in your browser, so your details aren't stored on a server.",[429,1380,1382],{"id":1381},"which-template-should-a-freelancer-choose","Which template should a freelancer choose?",[16,1384,1385],{},"If your work is varied, start with the freelance invoice template. If you have a specific trade — design, photography, tutoring, a building trade — pick that template so the line items and terms already match your work. Then choose the version for your country so the tax wording is correct.",[429,1387,1389],{"id":1388},"whats-the-best-file-format-to-send-a-client","What's the best file format to send a client?",[16,1391,1392],{},"PDF. It looks professional, is consistent across devices and can't be edited by accident. Keep an Excel or Word copy for your own records, and CSV if you import invoices into accounting software.",[429,1394,1396],{"id":1395},"can-i-use-these-templates-if-im-not-vat-or-gst-registered","Can I use these templates if I'm not VAT or GST registered?",[16,1398,1399],{},"Yes. Choose your country's template and simply don't add a tax line — it's good practice to note \"No VAT\u002FGST charged\" so it looks deliberate. See our guides on registering for VAT and invoicing as a sole trader to check whether you need to register.",{"title":631,"searchDepth":632,"depth":632,"links":1401},[1402,1403,1404,1405,1406,1407,1408,1409],{"id":1163,"depth":635,"text":1164},{"id":1180,"depth":635,"text":1181},{"id":1190,"depth":635,"text":1191},{"id":1237,"depth":635,"text":1238},{"id":1282,"depth":635,"text":1283},{"id":1309,"depth":635,"text":1310},{"id":1348,"depth":635,"text":1349},{"id":584,"depth":635,"text":585,"children":1410},[1411,1412,1413,1414,1415],{"id":1367,"depth":632,"text":1368},{"id":1374,"depth":632,"text":1375},{"id":1381,"depth":632,"text":1382},{"id":1388,"depth":632,"text":1389},{"id":1395,"depth":632,"text":1396},"Templates & Tools","2026-06-18","The free invoice templates freelancers actually need in 2026 — by trade and by country — plus what separates a template that gets you paid from one that gets ignored.",{},"\u002Fbest-free-invoice-templates-for-freelancers","9 min read",{"title":1158,"description":1418},{"loc":1420},"best-free-invoice-templates-for-freelancers","w7VnM2MTp6wsfn74b6KPORxaORQ8xql-EvPWOhqikHo",1782379490176]