Farm Invoice Template

Farm invoices should be straightforward and easy to reconcile for wholesale buyers, markets, and restaurants.

Seller and buyer details

• Farm name and contact info
• Buyer name/company and billing contact
• Buyer reference or PO number (common for wholesale)

Order and delivery details

• Delivery or pickup date
• Product category (produce, hay, livestock, etc.)
• Optional lot/batch information (helpful for traceability)

Itemized farm products

• Produce by unit (crate, box, bunch)
• Eggs by dozen
• Hay by bale
• Feed/grain by bag or weight
• Livestock sales (per head)

Logistics and totals

• Delivery fee (if applicable)
• Subtotal, sales tax, total due
• Payment terms

Using consistent units makes farm invoices easy to verify.

Common units

• Crate/box: produce (greens, tomatoes, peppers)
• Bunch: herbs and leafy greens
• Dozen: eggs
• Bale: hay
• Bag: feed or grain
• Pound/kg: bulk products
• Head: livestock

Choose one unit per product line item and avoid mixing units in the same line to keep totals clean.

Wholesale buyers often have internal purchasing processes.

Best practices

• Include a buyer PO/reference number
• Use delivery/pickup dates for reconciliation
• Keep product names specific (variety, grade if relevant)
• Add delivery fees as separate line items

If you deliver weekly, many farms invoice weekly or monthly. Including a billing period helps buyers reconcile multiple deliveries.

Perishable goods can create disputes if expectations aren’t clear.

Common invoice term notes

• “Inspect upon receipt”
• “Report issues within X hours”
• “Returns by agreement only”

Short, consistent terms help protect the farm while keeping the invoice professional and buyer-friendly.