Sales Invoice Template

What's Included

This Sales Invoice template is designed for Philippine businesses that sell physical goods — retail stores, wholesalers, distributors, and manufacturers. Included fields:

• Seller business name, TIN, and complete registered address
• Authority to Print (ATP) number and series range
• Sequential invoice number
• Date of transaction
• Buyer's name, TIN, business address (required for B2B)
• Itemized product list: description, unit, quantity, unit price, amount
• Subtotal per VAT classification (VATable / Zero-Rated / Exempt)
• 12% VAT amount
• Grand total
• Delivery terms (FOB, CIF, ex-warehouse)
• Authorized signatory and date

Difference Between Sales Invoice and Collection Receipt

The Sales Invoice is issued at the time of sale (when goods transfer ownership), even if payment hasn't been received yet. When the buyer later pays, you issue a Collection Receipt referencing the original Sales Invoice number.

This two-document system is required for credit terms — a common arrangement in B2B trading.

VAT Classification Guide

Classification	When to use
VATable (12%)	Standard goods sold domestically
Zero-rated (0%)	Export sales, sale to PEZA-registered entities
Exempt	Agricultural goods, drugs on the list, educational materials

How to Customize

1. Replace the sample seller details with your business information.
2. Set the correct invoice series (must match your ATP-approved series).
3. Add or remove line item rows as needed.
4. For zero-rated sales, remove the VAT column and add the appropriate BIR exemption justification.
5. If your buyers are individuals (B2C), TIN is optional but recommended.

Common BIR Audit Triggers

• Discrepancy between VAT returns and total invoiced amounts
• Missing or inconsistent buyer TIN on large transactions
• Invoice numbers out of sequence
• ATP expiry (you must apply for new ATP when your series is exhausted or every 5 years)