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Invoices, quotations & payment letters
Invoices, quotations, receipts and payment reminders keep money matters clear and provable. Each one should show who is charging whom, for what, how much and by when.
How to write invoices, quotations & payment letters
- Enter your business details and the customer's, then the invoice or quotation number and date.
- Add one row per item with quantity, rate and amount; the totals are yours to type, so check the arithmetic.
- Add payment terms, bank details and any tax number your country requires.
- Download the PDF and send it; keep a numbered copy for your records.
When to use one
- Billing clients and customers
- Quoting before a job
- Chasing late payment
- Refunds and cancellations
All invoices, quotations & payment letters
- Debt Settlement Offer LetterCreditors often accept less than the full balance when it comes as a single payment. Always get the agreement in writing before you pay.
- Delivery Note / Challan TemplateA signed delivery note proves that goods reached the customer, which settles most disputes about missing or late deliveries.
- GST Tax Invoice Format (India)A valid GST tax invoice must show the supplier's and buyer's GSTIN, a unique serial number, HSN/SAC, taxable value, the rate and amount of each tax and the place of suppl
- Purchase Order (PO) TemplateA purchase order is the buyer's binding instruction to a supplier. The PO number links the order, the delivery note and the invoice, which is what accounts payable matche
- Quotation / Price Estimate TemplateA written quotation fixes the price and the scope before work starts, and a signed copy is the customer's acceptance of the offer.
- Refund Request LetterA clear refund request with an order number and a deadline is processed faster and is the evidence you need for a chargeback or a consumer complaint.
- Rent Receipt for HRA Claim (India)Employers ask for rent receipts to allow the HRA exemption. Where yearly rent is above Rs. 1,00,000, the landlord's PAN is required, and a revenue stamp is customary for
- Salary Slip / Payslip Format (India)A payslip is accepted by banks, visa offices and landlords as proof of income. Keep the components consistent with the offer letter and statutory deductions so it stands
- Simple Invoice TemplateAn invoice is both a request for payment and a tax record. It should show a unique invoice number, the dates, what was supplied, the amount, any tax and how to pay.
- Subscription / Membership Cancellation LetterMany contracts only accept cancellation in writing. A dated letter with the account number is your proof if a charge is made after you have cancelled.
FAQ
What must an invoice show?
Seller and buyer details, a unique number, the date, a description with quantity and price, tax where charged, the total and how to pay.
Do I need a tax number on the invoice?
Where you are registered for VAT or GST, yes. Check your country's invoice rules.
These templates are drafting aids, not legal advice - check the formalities that apply to you.