Veg box subscription invoice template
Veg box subscription invoice template: weekly boxes and add-ons, one-off items such as honey, and delivery per drop, with paused weeks listed.
Templates by industry
- Weekly vegetable box, standard size
- Fruit add-on, per week
- Local honey, 340 g jar
- Delivery, per drop
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Weekly vegetable box, standard size" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Delivery, per drop". Match the delivery record to approved quantities and record who accepted the work.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A vegetable box scheme bills the same customers every month, but no two months are quite alike: a week paused for holidays, a fruit add-on started halfway through, a jar of honey ordered once. Subscribers want to match the invoice to the boxes left on their doorstep. This template lists boxes and add-ons per week, keeps one-off items and delivery apart, and leaves the notes for delivery dates, skipped weeks and when the next charge falls due.
Fields to prepare
- Deliverables and line items
- Weekly vegetable box, standard size, Fruit add-on, per week, Local honey, 340 g jar, Delivery, per drop: record the quantities actually supplied and the service period.
- Weekly vegetable box, standard size
- Count the boxes actually delivered in the period and list the delivery dates in the notes.
- Fruit add-on, per week
- Show the add-on from the week it started, so a change halfway through the month is easy to follow.
- Local honey, 340 g jar
- Bill one-off items such as honey or eggs on their own line, by unit, in the week they went out.
- Delivery, per drop
- Charge delivery per drop if it is not included, and say whether a minimum order makes it free.
- 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
- Bill the boxes delivered in the period week by week, show add-ons and one-off items apart, and say how paused or skipped weeks are treated.
Before sending
- Does “Weekly vegetable box, standard size” show the quantity actually supplied, not the quantity first quoted?
- Is “Fruit add-on, per week” charged at the rate the customer agreed to, with any change approved?
- Is “Local honey, 340 g jar” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Delivery, per drop” show the quantity actually supplied, not the quantity first quoted?
- 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.
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 |
|---|---|---|
| Weekly vegetable box, standard size | 4 × $22.00 | $88.00 |
| Fruit add-on, per week | 4 × $7.00 | $28.00 |
| Local honey, 340 g jar | 2 × $9.00 | $18.00 |
| Delivery, per drop | 4 × $2.50 | $10.00 |
| Subtotal | $144.00 | |
| Sales tax (8%) | $11.52 | |
| Total | $155.52 | |
Net amount $144.00, sales tax $11.52, total payable $155.52.
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 weeks the subscriber paused?
Leave paused weeks off and name them in the notes, so the subscriber sees they were not forgotten. If a pause came after your cut-off day, apply the rule in your terms and say which week it affected.
Should I invoice weekly or monthly?
A monthly invoice with each week listed keeps paperwork light for both sides. If subscribers pay by card each week, a monthly statement of those charges may suit them better than separate invoices.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $11.52 on a net amount of $144.00, for a total of $155.52. The editor recalculates all three when you change a quantity, a price or the country.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
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 Veg box subscription 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.