Farm shop trade invoice template
Farm shop trade invoice template: eggs by the tray, vegetables and cheese by weighed kg, delivery per drop, with delivery dates for restaurant accounts.
Templates by industry
- Free-range eggs, per tray of 30
- Seasonal vegetables, per kg
- Farmhouse cheese, per kg
- Weekly delivery to the customer
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Free-range eggs, per tray of 30" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Weekly delivery to the customer". 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 farm shop that also supplies restaurants, cafés and other shops usually delivers several times a month and invoices the account at the end. Weights vary with the harvest, prices move with the season and some items, such as eggs, are sold by the tray. This template lists produce by unit or weight with delivery on its own line, and leaves the notes for the delivery dates, the reference you gave each drop and any produce returned.
Fields to prepare
- Deliverables and line items
- Free-range eggs, per tray of 30, Seasonal vegetables, per kg, Farmhouse cheese, per kg, Weekly delivery to the customer: record the quantities actually supplied and the service period.
- Free-range eggs, per tray of 30
- Count the trays delivered across the period and give the size grade if the customer orders by it.
- Seasonal vegetables, per kg
- Bill the amount weighed out at each drop, not the amount ordered, since harvests vary.
- Farmhouse cheese, per kg
- Give the cheese type and the weight cut for each delivery; prices per kg differ by variety.
- Weekly delivery to the customer
- Charge delivery per drop as agreed, and say whether a minimum order removes the charge.
- 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
- Invoice a period’s deliveries with their dates, bill produce sold by weight at the weighed amount, and keep delivery charges apart.
Before sending
- Does “Free-range eggs, per tray of 30” show the quantity actually supplied, not the quantity first quoted?
- Is “Seasonal vegetables, per kg” charged at the rate the customer agreed to, with any change approved?
- Is “Farmhouse cheese, per kg” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Weekly delivery to the customer” 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 |
|---|---|---|
| Free-range eggs, per tray of 30 | 12 × $7.00 | $84.00 |
| Seasonal vegetables, per kg | 46 × $3.20 | $147.20 |
| Farmhouse cheese, per kg | 8 × $22.00 | $176.00 |
| Weekly delivery to the customer | 4 × $15.00 | $60.00 |
| Subtotal | $467.20 | |
| Sales tax (8%) | $37.38 | |
| Total | $504.58 | |
Net amount $467.20, sales tax $37.38, total payable $504.58.
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 deal with produce the customer sent back?
Do not simply leave it off. Reduce the quantity on the line and note the date and reason, or issue a credit note if the invoice has already been sent.
Do eggs, vegetables and cheese carry the same tax?
Not necessarily; food is often taxed at a reduced rate or exempt, and the rules differ by product and country. Check which rate applies to each item, and split the invoice if your documents carry one rate each.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $37.38 on a net amount of $467.20, for a total of $504.58. The editor recalculates all three when you change a quantity, a price or the country.
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.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Farm shop trade invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.