What a good invoice does
An invoice tells the buyer exactly what they owe, for what, and by when. A clear one gets paid faster and prompts fewer questions, and it's the document your books and your sales tax records hang on.
Getting the numbers right
- Describe each watch properly. Brand, model, and reference in the description, and the serial in the detail line.
- Only add tax you're collecting. Whether to charge sales tax depends on your state, the buyer's location, and whether a marketplace collects it for you. The sales tax article walks through it.
- Discounts come off before tax. The generator applies tax to the items after any discount, and adds shipping afterward. Some states tax shipping, so check yours.
- Record deposits. Enter anything already paid and the invoice shows the balance due.
Payment terms and instructions
Due on receipt is common for a watch that ships once it's paid for. Net terms, where payment is due a set time after the invoice date, are more usual between dealers who trade regularly. Put your payment instructions on the invoice so the buyer has everything in one place.
One warning worth repeating: criminals intercept email and send buyers altered wire instructions. If you send wire details, ask your buyer to confirm them with you by phone before sending money, and do the same for any wire instructions you receive.
Numbering that keeps you organized
Invoices are numbered automatically and in sequence on your device, which keeps your records orderly and makes a missing invoice easy to spot. If you already have a numbering system, type over it.
Common questions
Should I charge sales tax on a watch sale?
It depends on your state, where the buyer is, and how the sale was made. Marketplaces often collect tax for you; direct sales usually leave it to you. Our sales tax article walks through the questions to answer.
Is an invoice the same as a receipt?
Not quite. An invoice requests payment; a receipt confirms it arrived. An invoice showing the deposit or balance paid can serve as a payment record, and a bill of sale records the terms of the sale itself.
Can I put more than one watch on an invoice?
Yes. Add as many items as you need, with quantities, and the totals update as you go.
Is what I type stored anywhere?
The contents of your documents stay in your browser. They're saved on your device so you don't lose work, and they're never sent to us. The only things sent are the name and email you enter to unlock downloads, which add you to our email list. Your business name stays on your device.