Coffee roaster wholesale invoice template
Coffee roaster wholesale invoice template: espresso blend, single origin and decaf by the bag with roast dates, and grinder rental kept on its own line.
Templates by industry
- House espresso blend, 1 kg bag
- Single-origin filter coffee, 1 kg bag
- Decaf, 1 kg bag
- Grinder rental, per month
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "House espresso blend, 1 kg bag" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Grinder rental, per month". Reconcile delivered quantities with approved specifications and hand over inspection and use or installation records.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Roasters who supply cafés invoice regular orders of whole beans, often weekly, and the café checks each bag against what arrived. Freshness matters, so the roast date belongs on the invoice, and so does the coffee’s name, because blends and single origins are priced differently. This template lists each coffee per bag, keeps grinder rental or other equipment on its own line, and leaves the notes for roast dates, delivery dates and any barista training included in the supply agreement.
Fields to prepare
- Deliverables and line items
- House espresso blend, 1 kg bag, Single-origin filter coffee, 1 kg bag, Decaf, 1 kg bag, Grinder rental, per month: record the quantities actually supplied and the service period.
- House espresso blend, 1 kg bag
- Give the blend name, roast date and number of bags; cafés often rotate stock by the roast date.
- Single-origin filter coffee, 1 kg bag
- Name the origin and process, and say if the coffee is a limited lot that may change next month.
- Decaf, 1 kg bag
- List decaf on its own line; its price and roasting schedule tend to differ from the main blend.
- Grinder rental, per month
- Say whether rental is waived above a monthly volume and what servicing it includes.
- Specification and revision
- Record the approved drawing or file revision, material, dimensions, finish and agreed tolerances.
- Setup and production quantity
- Separate one-time setup from per-unit production and define inspection, packing and transport allowances.
- Scope to agree
- Name each coffee with its roast date, bill by the bag size actually delivered, and keep equipment rental or servicing apart from the beans.
Before sending
- Does “House espresso blend, 1 kg bag” show the quantity actually supplied, not the quantity first quoted?
- Is “Single-origin filter coffee, 1 kg bag” charged at the rate the customer agreed to, with any change approved?
- Is “Decaf, 1 kg bag” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Grinder rental, per month” show the quantity actually supplied, not the quantity first quoted?
- Define the sample or proof that must be approved before production and its approval deadline.
- Distinguish defect and rework handling from the cost of customer specification changes.
- 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 |
|---|---|---|
| House espresso blend, 1 kg bag | 18 × $24.00 | $432.00 |
| Single-origin filter coffee, 1 kg bag | 6 × $31.00 | $186.00 |
| Decaf, 1 kg bag | 4 × $26.00 | $104.00 |
| Grinder rental, per month | 1 × $45.00 | $45.00 |
| Subtotal | $767.00 | |
| Sales tax (8%) | $61.36 | |
| Total | $828.36 | |
Net amount $767.00, sales tax $61.36, total payable $828.36.
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 invoice a café that orders every week?
Either invoice each delivery or send one invoice a month listing every delivery date. Monthly invoices are easier for the café to check; agree the method and payment terms when the account is opened.
What if a bag arrives damaged or past its best?
Replace it on the next delivery and show the replacement at no charge on that invoice, or issue a credit note against the original invoice. Do not change the quantity on an invoice that has already been sent.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $61.36 on a net amount of $767.00, for a total of $828.36. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Coffee roaster wholesale invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.