Supplier Invoice Template

Supplier invoices should be easy for procurement and accounts payable teams to match against purchase orders and deliveries.

Buyer and order identification

• Customer/company name
• PO number (purchase order)
• Order number
• Ship-to address

Itemized goods

• Product name/description
• Quantity and unit
• Unit price and line total
• Packaging/pallet details (if applicable)

Logistics fees

• Delivery or freight charges
• Handling/processing fees
• Rush fulfillment (if applicable)

Totals

• Subtotal, tax (if applicable), total due
• Payment terms and instructions

Many businesses use three-way matching (PO, receipt, invoice). To avoid delays, keep references clear.

Best practices

• Always include PO number and order number
• Keep product names consistent with the PO
• Use consistent units (each, case, pallet)
• Add ship-to address for verification

PO-friendly invoices move through accounts payable much faster.

Supplier invoices often involve mixed units and packaging.

Common units

• Each
• Case/carton
• Pallet
• Weight-based units

Packaging fees If you charge for pallets, crates, or packaging, list it as a separate line item. This keeps product pricing clear and prevents disputes.

Logistics charges can vary by order size and destination.

Common invoice add-ons

• Freight or delivery fees
• Handling/processing fees
• Rush fulfillment fees

Separating shipping and handling from product charges makes total costs easier to understand and approve.