Tax-registered businesses
Sellers who must charge and document tax on their sales as part of their filing obligations.
Tax rate · Registration details · Clear totals
Tax Invoice Template
Show Tax as Its Own Line, Calculated Correctly
Enter your tax rate and the template separates the net amount, the tax charged and the total due — with space for the registration details your country requires.
This template is country-neutral. For the rules and wording in a specific country:
- Invoicing by country — UK VAT, Australian and NZ GST, Canadian GST/HST and US sales tax
Invoice
What a tax invoice is, and when you may need one
A tax invoice is an invoice that documents tax charged on a sale. Depending on where you trade, that tax may be called VAT, GST or sales tax, and the document may be described as a tax invoice, a VAT invoice or simply an invoice with tax shown. The purpose is the same: to give the buyer a record they can use in their own tax accounting.
Businesses typically need to issue one when they are registered for the relevant tax and are selling to a customer who may claim it back. The invoice generally has to identify the seller and their registration number, describe the supply, and show the amount before tax, the tax charged and the total.
Requirements vary considerably by country, and sometimes by the size or type of the transaction. Some jurisdictions demand the buyer's registration number above a threshold, some require specific wording, and some treat exports or exempt supplies differently. This template gives you the usual fields — it cannot tell you which rules apply to your business.
Who it's for
Businesses selling to other businesses
Buyers who reclaim tax usually cannot do so without a compliant invoice.
Anyone crossing a registration threshold
Newly registered traders who now need to show tax where they previously did not.
Businesses trading in several currencies
Sales where the tax amount must be visible alongside the currency of the transaction.
What to include
- The seller's legal name, address and tax registration number
- The buyer's name and address, plus their registration number where required
- A unique invoice number and the date of issue
- A description of the goods or services supplied
- The amount charged before tax for each line
- The tax rate applied and the tax amount as a separate figure
- The total payable including tax, in the transaction currency
- Any wording your jurisdiction requires, such as a tax invoice label
A tax invoice example
A sale with tax shown separately at 15%. The rate used here is illustrative only — enter the rate that applies to you.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Equipment supply — model A200 | 2 | 640.00 | 1,280.00 |
| Installation labour (hrs) | 5 | 95.00 | 475.00 |
| Annual support plan | 1 | 300.00 | 300.00 |
| Subtotal (excluding tax) | 2,055.00 | ||
| Tax (15%) | 308.25 | ||
| Total due (including tax) | 2,363.25 | ||
Common mistakes
Assuming one country's rules apply everywhere
Wording, thresholds and required numbers differ. Check the rules where the supply takes place.
Charging tax you are not registered to charge
If you are not registered, showing a tax line can create problems for both you and the buyer.
Only showing the tax-inclusive total
A buyer reclaiming tax needs the net amount and the tax amount, not just the final figure.
Missing the registration number
An otherwise correct invoice can be rejected purely because the seller's tax number is absent.
Frequently asked questions
What is a tax invoice?
It is an invoice that shows tax charged on a sale, usually including the seller's tax registration details, the tax rate applied and the tax amount. The exact definition and name differ between countries.
Does this template guarantee compliance in my country?
No. It gives you the fields commonly required, but every jurisdiction sets its own rules. Confirm the requirements with your own tax authority or an adviser before relying on it.
Which tax rate should I enter?
The rate that applies to your sale where you trade. The template calculates from whatever rate you type and does not select one for you.
Do I need a tax registration number on the invoice?
Many countries require the seller's registration number, and some also require the buyer's. Check what applies to you and add it to your business details or the notes.
What if I am not registered for tax?
Then you generally issue an ordinary invoice with no tax line. Leave the tax rate at zero and the tax row disappears from the totals.
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