Ecommerce Invoice Template

Setup takes about 20 minutes the first time. Download the .xlsx file and open it in Excel or Google Sheets. Start with the Product Catalog sheet: add your SKUs, product names, variant descriptions, costs, and prices. You don't need to enter every product before creating your first invoice — add SKUs as you use them and the catalog grows naturally. Once a SKU is in the catalog, it auto-fills the Invoice sheet every time you type that code, so you stop re-entering product names and checking price lists manually.

For each new B2B or wholesale invoice, fill in the customer's billing and shipping addresses, their PO number if they have one, and the invoice date and payment terms. Enter SKUs and quantities in the line item table — the product name, variant, and price pull from the catalog automatically. Apply any wholesale discount in the discount column. Adjust the tax rate cell if the buyer is in a different state or is tax-exempt. When the invoice looks correct, export to PDF and send it, then log it in the Order Log with a status of Outstanding.

Check the Order Log weekly to catch invoices approaching their due date. Ecommerce wholesale buyers often pay on Net 30 terms, and a quick email at day 25 prevents a payment from going past due without a paper trail. Log returns in the Returns Tracker as they come in — at the end of each month, review your return rate by SKU. A specific product with a return rate above 20% is usually a product listing problem or a quality control issue. Catching it early keeps your platform seller ratings intact and lets you fix the root cause before it compounds across hundreds of orders.

Ecommerce businesses often operate without a formal invoicing process because their consumer sales run through a platform that handles billing automatically. The gap shows up when wholesale or B2B orders come in — a retail buyer places a $4,000 order, and the seller tries to invoice it with a generic template that has no SKU field, no variant column, and no way to apply a wholesale discount. The invoice goes out looking amateur, and the buyer either delays payment or comes back with questions about the line items. An ecommerce-specific template with product catalog lookup and wholesale price tiers solves that problem without requiring a software subscription.

The other category that generic templates miss is returns. Ecommerce return rates typically run between 10% and 30% depending on the product category — fashion and apparel average around 20–30%, electronics around 15–20%, and home goods around 10–15%. That means for every 10 invoices sent, 1 to 3 result in at least a partial refund. Without a structured returns log, it's easy to issue refunds without tracking which SKUs drive them. A single product with a 40% return rate can quietly erode your gross margin while revenue looks fine. The Returns Tracker in this template is designed specifically for that problem: log each return, categorize the reason, and review return rate by SKU every month.

The metric that matters most for ecommerce invoicing is gross margin at the SKU level. It's common for an ecommerce store to have a best-selling product that looks good on revenue and turns out to have a 5% gross margin after COGS, fulfillment, platform fees, and payment processing. Wholesale orders compound that problem if the discount structure was set without knowing the true unit economics. This template doesn't calculate SKU-level margins directly, but pairing the Product Catalog with your actual cost per unit gives you the foundation to spot which products and accounts are worth selling to and which are burning cash.