Skip to main
University-wide Navigation

Important notes about Invoicing

Invoicing is how you get paid. Invoice accuracy and completeness is important! A neat and accurate invoice communicates to the customer that your business is well run and professional. Invoice requirements vary from company to company. While some buyers accept simple, hand written, and numbered invoices; many buyers are now moving towards electronic forms of invoicing and payment. Most of the grocers and wholesalers required invoices to be either mailed or delivered with the product.

Both chefs and successful farm-to-restaurant marketers will tell you that direct marketing to restaurants is all about building a relationship of mutual trust and product quality. But that doesn’t mean that you can ignore good business basics—one of the most frequent concerns chefs have about buying local produce and meat was the difficulty many farm producers seem to have in providing clear, timely invoices and tracking the amount purchased by a restaurant. 

Below, we have easy-to-use and fill-able invoice examples. You are free to use them and make them your own!

Helpful Invoicing Tools

Here, we have some example/fill-able invoices. To edit them and make them your own: click the link, download the file, open the file in Adobe, right-click in the document, and choose the "Edit Text & Images" option.  

MarketReady's Best Practices for success

  • Have a blank invoice form with your farm name, address, phone number, email address, and other contact information. You can create your own, use one of the above templates, or find a template online.  

  • Make sure to discuss invoicing with your buyer -- they may have set invoicing standards they want you to follow. 

  • Prepare to accept payment at a later date. Payment is usually not received at product drop-off. Terms are usually 15 to 30 days after the drop off. 

  • Have a system in place to keep track of how much is owed. It is important to keep track of the product you have delivered and if payment has or has not been received. 

  • Do not get an invoice confused with a Bill of Lading (BOL). BOLs are used by freight services to acknowledge the type, quantity, and destination of the goods being carried. Producers usually do not deal with BOLs as they usually ship their products themselves. However, an editable BOL can be found here:  .