How to fill out an invoice?

The invoice is a commercial document and a tax receipt, which when correctly filled out, allows deducting some taxes; this differentiates it from receipts or notes.

The invoice must reflect all the information of a sale transaction, delivery of a product or provision of a service, date it is carried out, amount to be paid, and the tax it generates.
Currently, the electronic invoice is being made mandatory, which basically contains the same elements of the printed invoices.
Based on the invoice example that we have on this page, we proceed to explain each element and the correct way to fill them.

1.- Invoice Number: It is the consecutive number of each invoice we issue. Generally, this number is already printed in our invoice block, or it is automatically generated by the program or application that we use to generate our invoices.

2.- Date: It is the date we issue our invoice.

3.- Customer data: Here we must include all the data of our client: Name or company name, Tax identification (RFC), Physical address, telephone and email.

4.- Initial date: It is the date on which a service will begin to be provided, or the product will be delivered.

5.- Order: Here we will indicate the type of request that is made to us.

6.- Payment terms: Here we will indicate if the payment is in cash, credit or debit, check, etc.

7.- The next block is a table where we will indicate the following:

a.- Quantity of products requested.

b.- Description of the product, indication of the model number or catalog number, and in some, such as electronic products or retail appliances, indicating the serial number.

c.- Unit price, that is, the price of one of the products described. This price should not include any taxes.

d.- Total price, where we will indicate the total product of the amount of the products, multiplied by the number of products requested. If it is only a product, we will put the same amount of the unit price.

We will fill in a line for each product requested. If necessary, here we will add the description of transport costs and their amount.

8.- Subtotal: where we will indicate the sum of the totals for each product.

9.- VAT: Here is the tax amount (16%) calculated from the subtotal above.

10.- Total: Here the sum of the subtotal with the tax will be written, which will give the net total of the invoice.

11.- Amount with letter: In this area we will write in letters the figure that we have written in the Total box that is to one side.

12.- Signature of conformity: Where the client will sign, which has two effects: on the one hand, the acceptance that the products listed and the quantity is what has requested, and on the other, in the case of payments on credit or on delivery, the acceptance of the promissory note that is in the text that is at the left.

13.- I will pay: This text is accepted when signing in agreement, even when the payment is made immediately and in cash. Here it is necessary, in case of agreement, to indicate the default interest rate in case of not paying on time.

If you want to see what an invoice looks like, give click here.