Brewery wholesale invoice template
Brewery wholesale invoice template: kegs and cases by beer, keg deposits on their own line, delivery to the cellar, and empties collected noted per delivery.
Templates by industry
- Draught beer, 50-litre keg
- Bottled beer, case of 24
- Keg deposit, per keg
- Delivery and cellar drop
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Draught beer, 50-litre keg" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Delivery and cellar drop". Deliver dispatch details, delivery or storage records and the quantities confirmed by the customer.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A brewery’s trade invoice goes to a pub, restaurant or bottle shop, usually with each delivery. Beer is priced by the keg or the case, and the kegs carry a deposit that is repaid when the empties come back, which is where most account disputes begin. This template puts beer, deposits and delivery on separate lines and leaves the notes for the beer names, batch numbers and the count of empty kegs collected on the same run.
Fields to prepare
- Deliverables and line items
- Draught beer, 50-litre keg, Bottled beer, case of 24, Keg deposit, per keg, Delivery and cellar drop: record the quantities actually supplied and the service period.
- Draught beer, 50-litre keg
- Name each beer, its strength and keg size, and add the batch number if the customer tracks it.
- Bottled beer, case of 24
- Count the cases delivered and say whether bottles or cans carry a separate deposit where you trade.
- Keg deposit, per keg
- Charge the deposit per keg delivered and note how many empties you collected, so the balance can be reconciled.
- Delivery and cellar drop
- Say whether the price covers carrying kegs into the cellar or only delivery to the door.
- Goods and volume
- Record item codes, counts, weight or volume, packing units and handling conditions.
- Route and period
- Define origin and destination, storage or transport period, loading responsibilities and proof of delivery.
- Scope to agree
- Show each beer by name, container and batch, keep keg deposits on their own line, and record the empties collected so the deposit balance stays clear.
Before sending
- Does “Draught beer, 50-litre keg” show the quantity actually supplied, not the quantity first quoted?
- Is “Bottled beer, case of 24” charged at the rate the customer agreed to, with any change approved?
- Is “Keg deposit, per keg” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Delivery and cellar drop” show the quantity actually supplied, not the quantity first quoted?
- Check extra-charge conditions for waiting, redelivery, returns and special handling.
- Reconcile dispatch, arrival and received quantities and explain discrepancies.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Draught beer, 50-litre keg | 6 × $165.00 | $990.00 |
| Bottled beer, case of 24 | 10 × $38.00 | $380.00 |
| Keg deposit, per keg | 6 × $30.00 | $180.00 |
| Delivery and cellar drop | 1 × $25.00 | $25.00 |
| Subtotal | $1,575.00 | |
| Sales tax (8%) | $126.00 | |
| Total | $1,701.00 | |
Net amount $1,575.00, sales tax $126.00, total payable $1,701.00.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I show empty kegs that were returned?
Note the number collected on the invoice for the same delivery and, if you keep deposits on account, issue a credit note for the returned deposits. A monthly statement then shows kegs out and kegs back.
Should alcohol duty appear on the invoice?
That depends on your country’s rules and on whether your prices already include it. Check what your tax authority expects, and if duty must be shown, give it on its own line or in a note.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $126.00 on a net amount of $1,575.00, for a total of $1,701.00. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Brewery wholesale invoice template: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.