Tax Invoice Template
A tax invoice is an invoice issued by a VAT- or GST-registered business that shows the tax charged on each supply in the form the tax authority requires, so a business buyer can claim that tax back as an input credit. The template below is pre-filled with a sample from Summit Analytics Pty Ltd to Cedar Hill Logistics: 4 lines, $3,598.00. Edit it and download the PDF.
Pre-filled tax invoice sample ($3,598.00). Example prices: replace them with your own.
From
Summit Analytics Pty Ltd
12 Market Street
Springfield, IL 62704
billing@example.com
Tax Invoice
Bill to
Cedar Hill Logistics
40 Station Road
Fairview, OR 97024
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly reporting dashboard, OctoberData refresh and two KPI reviews | 1 month | $1,800.00 | $1,800.00 |
| Data pipeline repair | 6 hr | $145.00 | $870.00 |
| Training session for warehouse supervisors | 2 session | $380.00 | $760.00 |
| Printed training manuals | 12 each | $14.00 | $168.00 |
- Subtotal
- $3,598.00
- Balance due
- $3,598.00
Notes
Add your VAT or GST rate in the tax field: the tax amount must be shown separately from the net price.
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What is a tax invoice?
A tax invoice is an invoice issued by a VAT- or GST-registered business that shows the tax charged on each supply in the form the tax authority requires, so a business buyer can claim that tax back as an input credit.
The tool prints it with the heading "Tax Invoice" and behaves as an invoice.
Sample tax invoice: Summit Analytics Pty Ltd to Cedar Hill Logistics
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Monthly reporting dashboard, October (Data refresh and two KPI reviews) | 1 month | $1,800.00 | $1,800.00 |
| Data pipeline repair | 6 hr | $145.00 | $870.00 |
| Training session for warehouse supervisors | 2 session | $380.00 | $760.00 |
| Printed training manuals | 12 each | $14.00 | $168.00 |
| Total | $3,598.00 |
When to use a tax invoice
- You are registered for VAT or GST and sell to another business that will reclaim the tax.
- Your country, for example Australia, New Zealand, India or Singapore, uses 'tax invoice' as the legal name of the document.
- A customer asks for a tax invoice because a till receipt does not let them claim the input tax.
- You need to show standard-rated, reduced-rated and zero-rated lines separately on one bill.
What a tax invoice must include
- The words 'Tax Invoice' where local rules require them
- Seller's legal name, address and tax registration number
- Buyer's name and address, plus their tax number for B2B sales where required
- A unique sequential invoice number
- Date of issue, and date of supply if different
- Description and quantity of the goods or services
- Taxable amount per rate, the rate and the tax amount
- Total payable including tax
- Wording for any exemption or reverse charge, with the reason
Tax Invoice vs similar documents
-
vs proforma invoice
A proforma invoice is a request or preview that creates no tax entry; only the tax invoice lets the buyer claim input tax.
-
vs sales receipt
A sales receipt proves a retail customer paid and often shows tax as one figure; a tax invoice carries the full seller and buyer details and the tax breakdown a business buyer needs.
-
vs credit note
When a tax invoice was wrong or goods come back, you do not edit it: you issue a credit note that refers to it and reverses the tax.
Legal and tax note
In the European Union, Article 226 of the VAT Directive 2006/112/EC lists the details a full VAT invoice must contain, including a sequential number, the supplier's VAT number, the taxable amount per rate and the VAT payable. Other countries set their own lists, so check the rules of the country you invoice from.
General information, not legal or tax advice.
How to make a tax invoice
-
Open the pre-filled sample
The tool above starts as "Tax Invoice" from Summit Analytics Pty Ltd to Cedar Hill Logistics.
-
Replace the parties
Enter your business and your customer, plus supplier tax number and date of supply.
-
Edit the lines
Change the 4 sample lines ($3,598.00 in total) to your own items and prices.
-
Check the required fields
Make sure all 9 fields listed above are filled, then download the PDF.
Trades that use a tax invoice
Frequently asked questions
What is the difference between a tax invoice and an ordinary invoice?
In countries with VAT or GST, a tax invoice is an invoice that meets the legal content rules so the buyer can reclaim the tax. A business that is not registered for VAT or GST issues an ordinary invoice and does not show tax on it.
Can I issue a tax invoice if I am not registered for VAT or GST?
No. Charging or showing VAT or GST without a registration is not allowed in VAT and GST countries. Issue a normal invoice without tax until you register.
Do I need the buyer's tax number on a tax invoice?
It depends on the country and the sale. In the EU it is required for intra-community supplies and reverse-charge sales; for domestic B2B sales many countries ask only for the supplier's number. The invoice format page for each country lists the local fields.
How long must I keep tax invoices?
Each country sets its own retention period, usually several years. The country invoice format pages show the period where it is known.