Hong Kong invoice template
Hong Kong invoice template for traders, with sample lines for wholesale goods, export packaging and warehouse dispatch. The rate starts at zero. Excel or Word.
Templates by country
- Wholesale goods supply
- Export packaging
- Warehouse dispatch
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Wholesale goods supply" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Warehouse dispatch". 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.
Hong Kong traders invoice without a consumption tax line, so the attention moves to the trade details: what was supplied, how it was packed for export and when it left the warehouse. This template suits wholesalers and trading companies selling to overseas buyers or local re-exporters, with goods, export packing and dispatch billed separately. Buyers abroad usually match the invoice against a packing list and a bill of lading, so use the same product names and carton counts on all three.
Fields to prepare
- Deliverables and line items
- Wholesale goods supply, Export packaging, Warehouse dispatch: record the quantities actually supplied and the service period.
- Wholesale goods supply
- Give the model or SKU, the quantity in the trade unit, such as pieces, cartons or sets, and the unit price in the agreed currency.
- Export packaging
- Bill export cartons or pallets by count, and state any special packing the buyer asked for, such as shrink-wrapping or fumigated pallets.
- Warehouse dispatch
- Quote the delivery order number and the date the goods left, so the buyer can match the line with the shipping documents.
- 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
- Record wholesale quantities, export packing units, warehouse dispatch references and the handover location.
Before sending
- Does “Wholesale goods supply” show the quantity actually supplied, not the quantity first quoted?
- Is “Export packaging” charged at the rate the customer agreed to, with any change approved?
- Is “Warehouse dispatch” finished and accepted, or does it belong on a later invoice?
Show 4 more
- 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.
- Confirm document language (en), country setting (HK), and the customer's currency and date-format requirements.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in HKD, with no tax added.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Wholesale goods supply | 5 × HK$9,600.00 | HK$48,000.00 |
| Export packaging | 12 × HK$3,600.00 | HK$43,200.00 |
| Warehouse dispatch | 6 × HK$12,000.00 | HK$72,000.00 |
| Total | HK$163,200.00 | |
Net amount HK$163,200.00, Tax HK$0.00, total payable HK$163,200.00.
What the document must show
These details make an invoice easier to approve and to file.
- Your business name, address and registration or tax number
- The customer's name and address
- Issue date and a document number you do not reuse
- Each line item with quantity, unit price and amount
- Tax shown separately from the net amount, and the total payable
- Payment terms: due date, bank details or accepted payment methods
- Hong Kong has no VAT, GST or sales tax, so an invoice there carries no tax line; leave the rate at zero. A business must keep its records, invoices and receipts included, in English or Chinese for at least seven years.
This country has no general consumption tax, so leave the rate at zero unless a specific duty applies to what you supply.
Official rate reference: Financial Services and the Treasury Bureau (HKSAR Government): Prevailing Tax Policy
Frequently asked questions
Is this invoice enough for customs at the buyer’s end?
Usually not on its own. For an export shipment the buyer’s customs broker normally needs a separate export invoice for customs, with HS codes, origin and weights; the export-shipment template on this site is laid out for that, and both documents can carry the same order number.
Where do trade terms such as FOB go?
Write the term and the named place, for example “FOB Hong Kong”, in the notes whenever the price depends on it. The buyer then knows whether freight and insurance are inside the price or follow on a separate invoice.
Should I invoice before or after the goods ship?
Many traders invoice at dispatch, so the buyer can pay against the shipping documents. If payment runs through a letter of credit, the invoice must match the credit’s wording exactly, so check the terms of the credit before you print it.
How is the Tax worked out on this invoice?
This country has no general consumption tax, so leave the rate at zero unless a specific duty applies to what you supply. With nothing added, the total in the worked example above stays at the net amount of HK$163,200.00.
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 Hong Kong 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.