Invoiceo

Free invoice template

Free invoice template for wholesalers and distributors

A wholesale invoice is not read by a shopper. It is read by a buyer's accountant, who will match it against a delivery, check every number and put it into the books, often before it is paid.

So it has to be exact. This template shows goods in bulk, a trade discount, the transport charge and a notes line for the vehicle and the e-way bill, and it leaves room for the buyer's tax number, which matters most of all.

The lines below are samples, so you can see how the invoice looks. Change the words and the prices to your own, add your business and your customer, and download the PDF. The sample prices and the tax rate are only placeholders: set the right rate for what you actually sell. Tax is added once you enter your tax number; without one, the invoice is made without tax.

From (your business)

Optional. PNG or JPG, under 150 KB.

Leave blank if you are not registered: no GST is added.

To (your customer)

The same state as yours adds CGST + SGST; a different state adds IGST.

Optional. Only used for the WhatsApp button below. Not printed, not sent to us.

Optional. Only used for the email button below.

Invoice
Due:
Items
Item 1

HSN / SAC codes are needed on GST invoices: 4 digits if your yearly turnover is up to ₹5 crore, 6 digits above that. Check the current rule with your accountant.

India options
How the PDF looks

Optional. Printed at the bottom, e.g. payment terms or thanks.

What goes on a wholesaler and distributor invoice

Six things, and each one is there for a reason. Leave them out and you are the one who pays for it later, in chasing and in explaining.

  1. 1

    The buyer's tax number, typed correctly

    In India a registered buyer needs their GSTIN on your invoice to claim the tax. One wrong digit means a mismatch in their return, and a phone call to you. The invoice maker checks the check character of every GSTIN.

  2. 2

    The HSN code for each product

    For goods the HSN code decides the tax rate and appears on the invoice and in the return. How many digits you must print depends on your turnover.

  3. 3

    Quantity, unit and rate, line by line

    40 bags at ₹1,450 is a clear, checkable line. Choose the unit that matches the way the goods are packed and counted.

  4. 4

    The trade discount, shown on the line

    A visible 2 percent discount is easier to agree with than a lower unit price nobody can explain.

  5. 5

    Transport charges, as a line of their own

    Show freight separately so the buyer sees what the goods cost and what moving them cost. Tax on freight can differ from the goods.

  6. 6

    Vehicle number and e-way bill reference

    For goods moved by road above a value limit (₹50,000 for most consignments in India), an e-way bill is needed. Write its number on the invoice or in the notes.

How to use this template

  1. Fill in your details once. Your business name, address and tax number. Your browser remembers them for next time, only on your own device.
  2. Replace the sample lines with what you actually did or sold. Add as many as you need, and move them up or down.
  3. Check the preview, then download the PDF to send, or the Excel file if you want to keep editing it in a spreadsheet (its totals are live formulas). After you download, the next invoice starts blank with your details kept and the number counted up.

A few habits that get you paid sooner

  • State your credit terms clearly

    "Payment within 21 days" on every invoice saves a conversation each time, and makes late payment obvious.

  • Invoice per delivery, not per month

    A bill per consignment matches what the buyer received and what the transporter carried. It avoids the "which delivery was this?" call.

  • Keep tax rates consistent by product

    Set the rate on each line from the product's HSN code, not from habit. Two products in one order can carry different rates.

Mistakes to avoid

  • A wrong or missing buyer GSTIN, which costs the buyer their tax credit and costs you a relationship.
  • Moving goods above the e-way bill limit without an e-way bill.
  • One tax rate for the whole invoice when the goods carry different rates.

A word on tax for wholesalers

In India a wholesaler is usually registered and issues tax invoices with CGST and SGST or IGST by rate. Businesses above the e-invoicing turnover limit (₹5 crore at the time of writing) must also register each invoice on the government portal to get an IRN, and Invoiceo does not do that for you yet, so check where you stand. Wholesalers on the composition scheme cannot charge tax, and issue a Bill of Supply. If you sell across states, the place of supply decides between CGST plus SGST and IGST, which the invoice maker works out for you.

Questions people ask

Do I need an e-way bill for every delivery?

Not for every delivery. In India, an e-way bill is generally needed when goods worth more than ₹50,000 are moved by road, with some exceptions and some state-level differences. Check the current rules on the e-way bill portal.

Is the buyer's GSTIN required?

For a sale to a registered business, yes: they need it to claim the tax credit. For a sale to a person with no GSTIN, you issue the invoice without it.

Can I add the vehicle number?

Yes. Write it in the notes box, and it prints on the invoice. Inside an account, e-way bill details can be recorded against the invoice.

Checked against the official sources

Last reviewed on 11 October 2026. Tax rules and limits change, and we cannot see your whole situation, so treat this page as a guide, not advice. If something here looks out of date, the official pages below are the ones to trust, and we would be grateful if you told us.

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