Invoice forms are documents which are used by companies, sellers, and service providers to record the details of a transaction as well as the amount to be paid by their clients. The difference of an invoice from a receipt form is that an invoice must be prepared and finalized in order for the client to know how much he must pay, while a receipt will be given to the client after the payment is provided. Furthermore, to formally request an invoice, a client, especially organizations who have transacted or purchased and acquired goods and services from a provider must fill up an invoice request form.

What Is an Invoice Request Form?

An invoice request form is a document which must be filled out and submitted to the vendor or service provider in order for the client to acquire the details of his bill or required payment for his purchased goods and services. The pieces of information which has to be stated in the form would be the name of the requestor, the department or organization of the requestor, as well as the description of the items to be included in the invoice.

In addition, invoice request forms are also used by individuals to inform their organizations about the bill to be paid in lieu of items purchased for the organization’s use or benefit. To begin the request, the requestor should send the form to the authorized personnel of the organization who manages the finances as well as verifies purchases and transactions.

Invoice Request Form Sample

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Manual Enrolment Invoice Request Form

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Size: 136 KB

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Operations Invoice Request Form

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Size: 108 KB

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Proforma Invoice Request Form

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Size: 135 KB

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Property Lien Search Invoice Request Form

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Size: 452 KB

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Types of Invoice Request Forms

There are several types of invoice request forms that companies and organizations can consider using for their claimants and requestors, and these are stated below:

Adjusted Invoice Request Form – Invoice requests which are targeted for changing or replacing the bill details disclosed by the requestor should be stated in an adjusted invoice request form. In this type of request form, the requestor will need to state the reason or his justification for making the adjustments along with the details of the adjustment. To complete the form, the expenditure authority must affix his signature in the allotted area of the form with his name, the guarantee account, and the date when the adjustments were approved.

Adjusted Invoice Request Form

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Club Invoice Request Form – This type of invoice request form can be used for issuing an invoice for both the club’s customer and sponsors or donors. The name of the club and its club code will be the first details to be indicated in the form which is then followed by the details of the company or customer to be invoiced in the second section while the third section is intended for the invoice details. Moreover, the form also has a section to be filled out by the club’s office personnel wherein the invoice number, date, batch number, and the names of the staff who recorded and checked the request will be indicated.

Club Invoice Request Form

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College Invoice Request Form – There are five sections in this invoice request form wherein the first section documents the billing information of the invoice grantor, the second section records the invoice details, while the third section is for the college information. The fourth section of the form is not required or mandatory to be filled out unless the invoice to be requested is pre-paid by the requesting party. Furthermore, the signature of the supervisor of the college or the requesting party will need to affix his signature on the form after verifying and deeming the claims or the request valid and accurate.

College Invoice Request Form

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Factory Invoice Request Form – There are two pages in this form. The first page is allotted for the introduction of the company regarding the invoice request procedure, the required information to be disclosed by the requestor, and the approval of the company office staff personnel. Instructions on how the requestor can send his invoice request will be the contents of the second page of the form.

Factory Invoice Request Form

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How to Create a Customer Invoice Request Form

A customer invoice request form is the most common type of invoice request form and is used by business companies when transacting with their customers. To create this document, the steps below must be followed:

Step 1: Place the logo or banner of the business company.

The logo must have the business company’s name and the address of the company. However, if it is a banner to be placed, then there is no need for the address to be stated but the colors or designs of the banner should be kept minimal to avoid overwhelming the form.

Step 2: Create a table for the details of the customer and his purchase.

The rows and columns of the table should collect the name of the customer along with his contact information, email address, and the name and address of the organization to whom the invoice will be sent.

Step 3: Include statements or closing remarks.

The statement to be indicated in the form should guide the customer about the invoice process and policies.

Customer Invoice Request Form

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And lastly, the form should be saved into a format that the company prefers to use for sending requests and invoices. In using the form, the appropriate contents should be inputted and be reviewed before any submissions will be done.

Conference Attendance Invoice Request Form

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Size: 312 KB

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Field Trip Invoice Request Form

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Size: 2 MB

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Invoice Request Form in DOC

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Size: 21 KB

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Invoice Request Form in XLS

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Size: 3 KB

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Invoice Request Form Formats

Three formats can be chosen by companies when it comes to either making or using invoice request forms. The most common format nowadays is PDF which refers to “portable file format”, while the second one is the DOC format and lastly the XLS format. Each format has its own advantage and disadvantages. To choose the right format, the company should determine first how they will be using the invoice request form. If the request form is intended to be used electronically, then invoice request forms in PDF should be chosen while printed request forms can easily be made using DOC formatted request forms. On the other hand, XLS formatted invoice request forms are also beneficial especially in terms of incorporating mathematical expressions or equations into the form itself to achieve a computation.

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