Supermarket Invoice Template

Supermarket invoices should be itemized and easy to reconcile, especially for business buyers and bulk orders.

Buyer and order details

• Buyer name/company and billing contact
• Purchase reference or PO number
• Order type (retail, bulk, business)

Itemized products

• Product name/description
• Quantity and unit (each, case, kg/lb)
• Unit price and line total
• Discounts or promotions (as separate lines)

Delivery and handling

• Delivery fee (if applicable)
• Packaging/boxes (if charged)

Totals

• Subtotal, sales tax, total due
• Payment terms and instructions

Grocery invoices are easiest to approve when items are consistently named and units are clear.

Best practices

• Use consistent product names (brand/size when relevant)
• Keep units consistent (each vs case vs kg/lb)
• Group by category when helpful (produce, dairy, dry goods)
• Use a single “Grocery items” line only for very small orders—bulk/business buyers usually need itemization

Clear itemization reduces disputes and simplifies buyer accounting.

Business and institutional buyers often require additional fields on invoices.

Helpful fields

• PO/purchase reference number
• Department or cost center (optional)
• Delivery/pickup details

Common invoice patterns

• Bulk items priced per case/carton
• Mixed orders with both cases and individual items
• Standing orders billed weekly or monthly

Including purchase references speeds up approval through accounts payable.

Grocery pricing often changes due to promotions or product availability.

How to reflect this on invoices

• Show discounts as separate negative line items
• Note substitutions only when relevant for business orders
• Keep delivery and packaging charges separate

This keeps totals transparent while still allowing flexible ordering.