Establishing secure connection…Loading editor…Preparing document…

Business Invoice or Packing List

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS INVOICE & PACKING LIST AND TERMS OF SALE

Invoice No.:

Invoice Date:

Purchase Order No.:

Shipment Date:

Carrier:

Shipping Method:

RECITALS

WHEREAS, Seller: is engaged in the sale and shipment of goods described herein; and

WHEREAS, Buyer: has requested purchase and delivery of such goods under the terms set forth in this Invoice & Packing List and Terms of Sale; now, therefore, the parties agree as follows.

SCOPE OF WORK / DESCRIPTION OF GOODS

Detailed description of goods, services provided in connection with shipment, and any special handling instructions:

ITEMIZED INVOICE

Qty
Unit
Description
Unit Price
Total

PACKING LIST

Total Packages:

Gross Weight:

Net Weight:

PAYMENT TERMS

Buyer shall pay the Total Amount Due as described above according to the schedule set forth below. Payments not received by the due date shall accrue interest and other remedies as set forth herein.

TERM AND TERMINATION

This Invoice & Packing List and Terms of Sale shall govern the sale of the goods described herein for the period set forth below. Either party may terminate for material breach subject to the notice requirement below.

Effective Date:

Termination Date (if any):

CONFIDENTIALITY

Each party shall keep confidential all non-public information disclosed in connection with this transaction, including pricing, specification, and customer data. Confidential information shall not be disclosed except (i) to employees or contractors with a need to know, (ii) as required by law, or (iii) with the prior written consent of the disclosing party. The obligations of confidentiality survive termination for a period of three years.

RISK OF LOSS; CLAIMS

Title to and risk of loss for the goods shall pass in accordance with the agreed Incoterm or shipping term set forth above. Claims for shortages, damage, or nonconforming goods must be submitted in writing within seven (7) days of receipt of shipment. Failure to provide timely notice constitutes acceptance by Buyer.

LIMITATION OF LIABILITY

Except for willful misconduct or gross negligence, neither party shall be liable for incidental, consequential, or punitive damages. Seller's aggregate liability for claims arising out of or related to this Invoice shall not exceed the Total Amount Due.

GOVERNING LAW; ENTIRE AGREEMENT

This Invoice & Packing List and Terms of Sale shall be governed by the laws of the jurisdiction specified by the parties and shall be interpreted without regard to conflict of law principles. This document, together with any referenced purchase order, constitutes the entire agreement between the parties with respect to the goods and supersedes prior negotiations, representations, and agreements, whether written or oral.

ADDITIONAL PROVISIONS

Seller (Print Name):

By (Signature):

Date:

Buyer (Print Name):

By (Signature):

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What a Business Invoice or Packing List Is

A Business Invoice documents a sale, lists goods or services provided, and establishes payment terms between seller and buyer. A Packing List itemizes shipped goods, quantities, and packaging details to support logistics, customs clearance, and receiving checks. Together they support accounting, shipment reconciliation, and dispute resolution by providing an auditable trail of what was sold, when it shipped, and how much is owed.

Why Clear Invoices and Packing Lists Matter

Accurate invoices and packing lists reduce payment delays, simplify reconciliation, and limit disputes. Electronically maintained records meet U.S. e-signature standards under the ESIGN Act (15 U.S.C. §7001) and state UETA regimes when executed properly, supporting enforceability and consistent record retention.

Why Clear Invoices and Packing Lists Matter

Who Prepares and Relies on These Documents

Teams that create or use invoices and packing lists include accounting, operations, logistics, and compliance personnel who handle shipments, billing, and audits.

  • Accounts receivable teams responsible for billing, tracking payments, and reconciling customer statements.
  • Shipping and warehouse staff who prepare shipments, verify contents, and confirm delivery receipt.
  • Export/import and compliance officers who use packing lists for customs clearance and regulatory checks.

Clear division of responsibilities reduces missing data, speeds payment cycles, and lowers the chance of customs or audit holds.

How Organizations Use Invoices and Packing Lists

Real-world examples show how these documents integrate with accounting systems and shipping workflows to close transactions and resolve issues.

Xerox — NetSuite Integration

Xerox standardized invoice and pack list formats for ERP integration

  • Automates posting and delivery confirmation
  • The approach reduced manual reconciliation, improved data consistency, and supported faster downstream billing and collections across global operations.

Martin Properties — Real Estate Billing

A property manager used electronic invoices for tenant chargebacks

  • Enabled mobile signing and delivery
  • This eliminated paper workflows, sped tenant reimbursements, and kept a clear audit trail for lease accounting and landlord records.

Core Elements of a Professional Invoice or Packing List

Well-formed documents use consistent structure to support billing, shipment verification, and recordkeeping for audits or customs.

Header

Company name, logo, remit-to address, and contact details. Include tax IDs and payment routing information so recipients can process payments without follow-up.

Document ID

Unique invoice or pack list number plus an explicit issue date. Unique identifiers prevent duplicates and simplify matching with payments and shipment records.

Billing Party

Full legal name and billing address of the buyer. Use exact legal names to avoid payment routing errors or tax-reporting mismatches.

Shipping Details

Recipient address, carrier, tracking or bill-of-lading number, and shipment date. These fields support receiving confirmation and customs processing.

Itemized Lines

Per-line descriptions, SKU or part numbers, quantity, unit price, and unit of measure. Clear line items reduce disputes and speed inventory reconciliation.

Totals & Terms

Subtotal, taxes, shipping, discounts, total due, payment terms (Net 30), and payment methods. Display due date clearly for automated aging and collection workflows.

Required Information to Include

Invoice number: Unique identifier for cross-referencing
Issue date: Date invoice or pack list was created
Seller details: Legal name and remit-to address
Buyer details: Recipient name and billing address
Itemized goods: SKU, description, quantity
Totals and taxes: Subtotal, tax, shipping, total due

Step-by-Step: Create and Send an Invoice or Packing List

Follow a standard sequence to generate, verify, and distribute documents to avoid rework and speed payment or delivery.

  • 01
    Prepare document: Populate header, buyer, and line-item fields accurately.
  • 02
    Verify shipment: Confirm quantities and package details before finalizing packing list.
  • 03
    Attach references: Add purchase order, bill of lading, or contract references as applicable.
  • 04
    Send electronically: Deliver signed invoice and pack list to buyer and archive a PDF copy.

How to Configure an Online Invoice and Packing List Workflow

Set up a repeatable workflow that enforces required fields, assigns recipients, and retains signed records for audits.

Field Configuration
File format Use PDF or DOCX for compatibility and reliable rendering
Recipient routing Define signer order and CC recipients for accounting and shipping
Authentication method Choose email code, SMS, or stronger verification based on risk
Template saving Save templates with fixed fields to speed repeated shipments

Where to Send or File Completed Documents

Distribute copies according to business roles and regulatory needs: buyer, warehouse, accounting, and customs where applicable.

  • Send to buyer: Email or portal delivery to accounts payable for payment processing
  • Attach to shipment: Include a physical packing list in the shipment for receiving checks
  • File for customs: Provide packing list and commercial invoice to customs brokers
  • Archive copy: Store signed PDF in records and accounting systems for audits

Technical and Platform Considerations

Choose file formats, integrations, and authentication levels that match your accounting and shipping systems.

  • Supported formats: PDF, DOCX, and XLSX for invoices and packing lists
  • Common integrations: ERP and storage: NetSuite, Salesforce, Google Workspace, Box
  • Signer authentication: Email code, SMS, KBA, or enterprise SSO where required

Ensure the chosen platform provides durable signed PDFs, an audit trail capturing timestamp and IP, and secure storage meeting your compliance needs.

Timelines and Typical Deadlines to Track

Monitor shipment and payment dates carefully; missing these windows can lead to collection issues, customs delays, or tax reporting complications.

Issue on shipment date:

Generate invoice and pack list when goods leave the warehouse

Payment due date:

Follow stated terms (Net 30, Net 60) and record aging from issue date

Credit/adjustment window:

Agree a timeframe for disputed claims and issuing credit memos

Customs submission deadlines:

Provide required documents to broker before vessel/airway cut-off

Tax-reporting timing:

Maintain records to satisfy IRS and state tax authorities

Common Mistakes to Avoid

  • Missing or incorrect buyer legal name causing payment rejections and delayed remittance.
  • Vague line-item descriptions that trigger receiving disputes or customs classification issues.
  • Failing to record shipment identifiers (tracking/BL) which complicates claim resolution for lost or damaged goods.
  • Not aligning invoice totals with the packing list and bill of lading, causing reconciliation gaps.

Risks and Consequences of Incorrect Documents

Late payment fees: May be assessed per contract
Customs fines: Incorrect packing lists can cause broker penalties
Tax reporting issues: Incomplete records risk IRS inquiries
Dispute escalation: Incomplete detail increases claims and chargebacks
Insurance claim denial: Missing pack list can affect cargo claims
Contract breach: Incorrect documentation may trigger remedies

How an Invoice Differs from a Packing List

Although often created together, each document serves a distinct operational and accounting role.

Criteria Business Invoice Packing List
Primary Purpose billing shipment verification
Required for Payment
Included with Shipment sometimes
Typical Use accounts receivable warehouse receiving

eSignature Pricing for Signing Invoices and Packing Lists

Platform pricing and feature availability affect per-document cost, bulk workflows, and compliance features needed for invoice and packing-list workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions

Answers to common questions about preparing, signing, and storing invoices and packing lists in U.S. business workflows.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.