Japan qualified invoice template

Qualified invoice template: registration number, date, total and consumption tax for one rate. Mixing 10% and 8%? Issue one document per rate.

Templates by country

  • System maintenance
  • Licence fee
  • Technical support

Preparation guide

Give the customer enough detail to match each charge to an agreed quantity and completion condition.

Deliverables and line items
System maintenance, Licence fee, Technical support: record the quantities actually supplied and the service period.
Quantity and billing unit
Use the agreed unit, such as hours, units or a fixed project, and record both quantity and rate.
Reference and dates
Add the purchase reference, service period and delivery date to distinguish this work from other orders.
Scope to agree
Give your T registration number, the transaction date, and the total and consumption tax for the one rate this document covers.
  • Separate additional work from the original scope and check its approval record.
  • Distinguish included expenses from separately billed expenses and reconcile supporting records.
  • Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
  • Confirm document language (ja), country setting (JP), and the customer's currency and date-format requirements.

  1. Confirm scope and quantities

    Example: reconcile the approval and work record for "System maintenance" to establish the quantity for this invoice.

  2. Record delivery and acceptance

    Check completion for every line, including "Technical support". Match the delivery record to approved quantities and record who accepted the work.

  3. Send the billing record

    Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.

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
  • To serve as a Japanese qualified invoice the document needs the issuer’s registration number, the transaction date, totals grouped by tax rate with the rate applied, and the consumption tax for each rate — with 8% reduced-rate items kept separate from 10%. QuoteBill applies one rate per document, so issue one document for 10% items and another for 8% items.

The consumption tax here is 10%, applied to the net amount and shown as its own line.

Official rate reference: Japan NTA: consumption tax rates

Full requirements: Japan qualified invoice: the required entries

Frequently asked questions

Japan qualified invoice template: what should it include?
Start with the line items this template already carries — System maintenance, Licence fee, Technical support — and replace them with what you actually supplied. Then check the required details above, especially the document number and the separated tax amount.
How is tax calculated on this template?
The consumption tax here is 10%, applied to the net amount and shown as its own line. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
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.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
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.