Ecommerce invoice template for wholesale, custom and marketplace orders
Marketplace and website orders get an automatic receipt from the platform, so sellers usually only write an invoice by hand for wholesale accounts, custom or bulk orders, and business customers who need a tax invoice with their ABN on it. Products are listed per unit, shipping is its own line, and GST applies to both unless the product is GST-free (basic food, for example).
Wholesale customers expect 14 or 30 day terms and a minimum order; custom orders are paid in full before production. Quote the order number and tracking number so the customer can match the invoice to the delivery.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Wholesale order: [product], 24 units | 24 | unit | $18.50 | 10% | $444.00 |
Custom order: personalised gift box | 10 | unit | $42.00 | 10% | $420.00 |
Shipping and handling, Australia Post tracked | 1 | each | $24.50 | 10% | $24.50 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Wholesale order: [product], 24 units | 24 | unit | $18.50 | 10% |
| Custom order: personalised gift box | 10 | unit | $42.00 | 10% |
| Shipping and handling, Australia Post tracked | 1 | each | $24.50 | 10% |
Suggested payment terms
Wholesale accounts: payment due within 14 days of the invoice date. Custom orders: payment in full before production. Please quote the order number with your payment.
Suggested notes
Order number: [number]. Dispatched via Australia Post tracked; the tracking number is sent by email. Wholesale minimum 12 units per line. Returns accepted within 14 days for unopened stock.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The order number and tracking number
- Product names, SKUs and the unit price of each
- Shipping as its own line, and your returns terms
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
Do I charge GST on shipping?
If you are registered for GST and the goods are taxable, the shipping you charge is part of the same supply and carries GST. If the goods are GST-free (for example basic food), the delivery charge for them is generally GST-free as well. Show shipping as a separate line either way.
Do marketplace sales need my own tax invoice?
Usually not for consumers, because the platform or your store software issues the receipt. Business customers may ask for a tax invoice with their ABN on it, and wholesale customers always need one. That is what this template is for.
Do I need GST registration if I only sell online?
The rule is the same for every business: register once your GST turnover reaches $75,000 in a rolling 12 months, or earlier by choice. Overseas sales are often GST-free exports, but they still count toward the turnover test.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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