Wholesaler Invoice Template
Create a professional wholesaler invoice with editable invoice templates for products, quantities, bulk pricing, shipping, discounts, and other order charges.
Choose the Best Invoice Template for Your Wholesaler Business
Create A Professional
Wholesaler Invoice in Minutes
Add your wholesaler business and client details, itemize the products or services provided, and generate a professional invoice when you are ready.
1
Invoice details
Set the document identity, dates and currency.
Logo
Upload file
JPG, JPEG, PNG, less than 5 MB
Invoice number
Currency
USD
Issue date
Due date
2
Business & client
Add the details your client needs to identify both parties
From
Company Name
Contact name
Address
Email Address
Phone Number
Bill To
Client name
Address
Email Address
Phone Number
3
Products & services
Itemize what you’re charging for. Totals update automatically.
4
Totals & payment
Apply adjustments and tell your client how to pay.
Payment instructions
Notes
Sub Total
$0.00
Tax Rate
%
Discount
$
Total
$0.00
Amount paid
$
Balance Due
$0.00
What to include in Wholesaler Invoice
A clear wholesaler invoice helps prevent disputes and ensures timely payment. Use this checklist to include the essential details.
- 1
Business Header & Contact
Company name, logo, phone number, email address, and physical business location.
- 2
Client Contact Information
Client's full name or business entity name, billing address, phone number, and email.
- 3
Invoice Metadata
Unique invoice number, invoice issue date, and payment due date (e.g., Net 15 / Due upon receipt).
- 4
Cost Summary & Taxes
Subtotal for services, local sales taxes (if applicable), applied discounts, and final bolded Total Due.
- 5
Deposit & Balance Tracking
Original estimate total, pre-paid deposit deductions (e.g., 'Less Deposit Received: -$500'), and remaining net balance due.
- 6
Payment Instructions
Accepted payment methods, including direct online payment links (Credit/ACH), check mailing address, or bank transfer details.
- 7
Wholesale Customer & Order Details
Include the business customer's legal or trading name, order number, purchase reference, and billing and shipping information.
- 8
Product, SKU & Case Quantities
Identify products using SKUs, product codes, case quantities, units per case, and unit or wholesale pricing.
- 9
Wholesale Pricing & Discounts
Show quantity discounts, customer-specific pricing, volume discounts, rebates, or other negotiated price adjustments separately.
- 10
Freight, Shipping & Terms
Separately identify freight, shipping, handling, delivery charges, applicable taxes, and agreed payment terms.
Common Wholesaler Services & Billing Items
How Wholesaler charges are typically structured and billed.
Common Services
What's Included
Billing Items
Wholesale Product Sales
Product name, Quantity or units, Item or service measured, and Service date
Wholesale Product ChargesQuantity/Units
Bulk Orders
Product name, Quantity or units, Shipment details, Quantity or packages, and Service date
Wholesale Product ChargesShipping/Handling
Distributor Orders
Item or service measured, Quantity or units, Shipment details, Quantity or packages, and Service date
Quantity/UnitsShipping/Handling
Drop Shipping
Product name, Quantity or units, Item or service measured, Discount or fee type, Related charge, and Pickup and delivery locations
Wholesale Product ChargesQuantity/UnitsDiscounts/Fees
Product Delivery
Item or service measured, Quantity or units, Discount or fee type, Related charge, and Pickup and delivery locations
Quantity/UnitsDiscounts/Fees
Special Orders
Product name, Quantity or units, Shipment details, Quantity or packages, Discount or fee type, and Related charge
Wholesale Product ChargesShipping/HandlingDiscounts/Fees
Volume Order
Product name, Quantity or units, Item or service measured, Shipment details, Quantity or packages, and Service date
Wholesale Product ChargesQuantity/UnitsShipping/Handling
Wholesale Product Charges: Charges for products sold at wholesale quantities or rates.
Quantity/Units: Charges based on units, cases, weight, or other quantities ordered.
Shipping/Handling: Charges for freight, packaging, fulfillment, and handling.
Discounts/Fees: Volume discounts, account fees, or other approved adjustments.
Wholesaler Invoicing Tips
Wholesaler costs vary by service scope, pricing method, and additional requirements. A detailed invoice helps customers understand every charge and reduces payment disputes.
1
Show Case and Unit Quantities
Wholesale orders often use cases, cartons, pallets, and individual units. Best practice: show the ordering unit and quantity clearly to prevent confusion about how the price was calculated.
2
Separate Discounts from Base Pricing
Wholesale customers may receive tiered or negotiated discounts. Best practice: display these adjustments separately so the original product price and final price remain clear.
3
Match Invoices to Purchase Orders
Business buyers commonly reconcile invoices against purchase orders. Best practice: include the PO number and ensure product quantities, SKUs, and pricing match the authorized order.
4
Identify Partial Shipments
Large wholesale orders may ship in multiple deliveries. Best practice: invoice shipped quantities accurately and reference backordered or remaining quantities separately.
Reusable Billing Structure in Invoice Software
Use the items above to quickly create a Wholesaler Invoice Template in Invoice Zip.
FAQs about Wholesaler Invoicing
Q: How should a wholesaler invoice bulk orders with tiered pricing?
A: Products can be listed with quantities, unit prices, and the applicable volume-based rate. This allows the buyer to see how the order quantity affected the wholesale price.
Q: How should a wholesaler show freight and shipping charges separately from merchandise?
A: Product charges should be separated from freight, delivery, or shipping fees. This gives the business customer a clearer view of the actual merchandise cost versus transportation expenses.
Q: How should a wholesaler invoice a customer purchasing products at different wholesale price tiers?
A: Each product or quantity tier can be listed with its corresponding wholesale rate. This is useful when one order contains products purchased under different pricing agreements.
Q: How should a wholesaler handle backordered items on an invoice?
A: Backordered products can be identified separately from items already shipped. The invoice should make clear whether the customer is being charged immediately or will be billed when the remaining products are delivered.
Q: How should a wholesaler invoice returns or credits for damaged merchandise?
A: Returned or damaged goods can be recorded as separate credit line items against the original invoice. This preserves a clear record of the original wholesale sale and subsequent adjustment.
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