A sales invoice is the document a seller gives the buyer to record what was sold, at what price and on which date. This page is a small invoice template library: a sales invoice you fill in on screen in three designs, and a blank invoice to print and complete by hand in three layouts. Pick a design from the cards, check the preview, then download it in the format you need.
In the ready example, 3 steam irons × SAR 200 = 600 and 4 extension cables × SAR 25 = 100, so the subtotal is SAR 700 and the total is written out in words. This is a plain invoice for a shop that is not VAT-registered; a registered business issues e-invoices from a compliant solution.
How to use the invoice template
- Choose the tab: "Sales invoice" to fill it in on screen, or "Blank invoice" for a pad you complete by hand.
- Click a design card: Simple, Letterhead and logo, or With VAT column for learning.
- Type the shop, customer, invoice number and date, then the items with quantity and unit price. Line amounts and the subtotal update as you type.
- Switch to Advanced to add a discount, payment method, customer phone, service or vehicle details and an exchange note.
- Download and print two copies: one for the customer and one you file by invoice number.
What a sales invoice contains
The letterhead shows the shop name, address, phone and, in the letterhead design, your logo and commercial registration number. Then come a sequential invoice number and date, the customer, and the item table: description, quantity, unit price and amount (quantity × price). The subtotal, any discount and the total due in figures and words follow, then exchange terms and the customer's signature. For a garage the Details line carries the car, plate and odometer reading (that example totals SAR 325); for a laundry it carries the collection date (SAR 103).
Word, Excel or PDF, and the blank invoice
Word suits free editing of wording and terms. The Excel invoice template calculates by itself: each line amount uses quantity × price, then subtotal, discount, VAT rate and total. Its VAT rate is 0% for a shop that is not registered. PDF is a fixed copy ready to print on A4 or send to the customer.
The blank tab prints your letterhead above numbered empty lines. "Shop invoice" has 10 lines, "Service and garage" adds vehicle, plate and odometer boxes, and "Invoice book" marks the original for the customer and the copy for your book. Number each invoice before you write it, keep figures clear, write the total in words and get the customer's signature. If you make a mistake, cross out the whole invoice and keep it so the sequence stays complete.
Sales invoice or tax invoice
A plain sales invoice is enough for a business in Saudi Arabia that is not VAT-registered, and it carries no VAT. A registered business issues tax invoices that meet ZATCA e-invoicing rules from a compliant e-invoicing solution; a Word or Excel file does not qualify. The VAT column design here is for learning: on the example it shows SAR 105 VAT on 700, so the total is 805, and with a SAR 50 discount in Advanced the net becomes 650, VAT 97.50 and the total 747.50. This page gives you printable and editable invoice formats; creating a tax invoice with a QR code is a separate tool, the tax invoice generator.
Common mistakes on a sales invoice
- Skipping or repeating invoice numbers, so you cannot show later that the series is complete.
- Calculating VAT on the price before the discount instead of on the net after it.
- Adding VAT on the invoice of a shop that is not VAT-registered.
- No customer signature on credit or delivered sales.
- Vague descriptions such as "assorted goods" instead of the item and quantity.
Regulatory notes
In Saudi Arabia, VAT registration is mandatory above SAR 375,000 of annual taxable supplies and voluntary above SAR 187,500, according to ZATCA. The 15% in the VAT column design is the standard rate under the VAT law; confirm it with ZATCA before relying on it.
When sales invoices run to dozens a day
Microtec builds Microtec accounting software for businesses in Saudi Arabia, bringing sales, purchasing, inventory, finance and HR into one system, and a retail cashier and point-of-sale system for shops.
Frequently asked questions
Is the invoice template ready to use?
Yes. Each design opens with an example; replace it with your shop's details and download Word, Excel or PDF. The blank invoice prints as a pad you fill in by hand.
How should I number my invoices?
Start at one and add one for every invoice, with no gaps and no repeats; you can prefix the year, such as 2026-0001. A cancelled invoice keeps its number and is marked "cancelled".
Is a sales invoice from a template officially approved?
No authority approves a plain sales invoice template. A valid invoice shows the seller, date, number, items, amount and signature. A VAT-registered business needs an e-invoice from a compliant solution.
Do I add VAT myself on the invoice template?
A shop that is not VAT-registered does not add VAT. The VAT column design and the rate cell in the Excel file are for learning and reference; a registered business issues tax invoices from an e-invoicing solution.
Is there an Arabic version of this invoice template?
Yes. The Arabic page has the same designs and figures with a right-to-left layout, and its link is below the template above.