Invoice for Physical Goods
An invoice for physical goods documents a product sale: what was sold, how much, how it was shipped, and what is owed. Beyond the basics, it should cover delivery terms, shipping charges, and any returns policy so the buyer knows exactly what to expect.
When to use this
- When selling products online, wholesale, or retail B2B
- When goods ship separately from the payment
- When delivery, freight, or insurance charges apply
- When the buyer needs a packing or delivery reference on the invoice
- When selling goods that may be returned under warranty
Key fields to include
- Product names, SKUs, quantities, and unit prices
- Shipping method, tracking reference, and delivery address
- Freight, insurance, and handling charges as separate lines
- Delivery terms and expected delivery date
- Returns or warranty policy reference
- Tax charged per the buyer's location
Frequently asked questions
Should shipping be a separate line item?
Yes. Separate lines for products, shipping, and handling keep the invoice clear and make tax treatment easier, since shipping is sometimes taxed differently from the goods themselves.
What if only part of the order shipped?
Invoice only what shipped, and note the backordered items with expected dates. Invoicing for unshipped goods creates reconciliation problems and unhappy customers.
Do I need the buyer's delivery address on the invoice?
Yes — include both the billing address and the delivery address when they differ. This helps with delivery queries and supports correct tax calculation.
More use cases
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