Tax invoice template for wholesale and distribution
Reviewed in November 2026
A tax invoice comes from a VAT or GST registered seller. It lets the buyer claim the tax back. It shows both tax numbers, the tax per line and the total tax. The template below is set up for a distributor supplying registered shops on credit.
Tax invoice
Your file never leaves your device.
What it includes
- Seller name, address and VAT or GST number
- Tax invoice number
- Invoice date
- Buyer name, address and VAT or GST number
- Customer account, purchase order and delivery note numbers
- Lines: item, unit, quantity, unit price, amount excluding tax
- Total excluding tax
- Tax rate and amount
- Total including tax
- Terms and bank details
Tax invoice: full text
TAX INVOICE
[Seller legal name]
[Address]
VAT / GST no.: [number] · Phone: [number] · Email: [address]
Tax invoice no.: [TI-2026-0418] Date: [06-11-2026]
Account no.: [HW-0213] Order no.: [PO-55120]
Delivery note: [DN-8841] Route: [West Rand 2]
Bill to:
[Buyer legal name]
[Buyer address]
VAT / GST no.: [number]
Item Unit Qty Unit price Excl. tax
[Cement 42.5N] [50 kg bag] [80] [98.00] [7,840.00]
[Acrylic wall paint] [20 L tin] [6] [1,150.00] [6,900.00]
[Floor tiles 600 x 600] [box of 4] [40] [185.00] [7,400.00]
[PVC pipe 110 mm] [6 m] [25] [210.00] [5,250.00]
[Tile adhesive] [20 kg bag] [30] [115.00] [3,450.00]
[Delivery, 8 t truck] [trip] [1] [1,200.00] [1,200.00]
Excl. tax [32,040.00]
[VAT 15%] [4,806.00]
TOTAL [ZAR 36,846.00]
Terms: Payment due [30] days from invoice date, by [6 December 2026].
Bank: [Bank name] · Account [number] · Branch code [code]
Reference: [Tax invoice number]
Goods received in good order:
Name ________________ Signature ________________ Date ________Typical lines on a distributor's tax invoice
A building materials distributor in Johannesburg supplies a hardware store on 30-day terms. VAT is 15% in South Africa.
| Item | Unit | Qty | Unit price (ZAR) | Excl. VAT (ZAR) |
|---|---|---|---|---|
| Cement 42.5N | 50 kg bag | 80 | 98.00 | 7,840.00 |
| Acrylic wall paint, white | 20 L tin | 6 | 1,150.00 | 6,900.00 |
| Floor tiles 600 x 600 | box of 4 | 40 | 185.00 | 7,400.00 |
| PVC pipe 110 mm | 6 m length | 25 | 210.00 | 5,250.00 |
| Tile adhesive | 20 kg bag | 30 | 115.00 | 3,450.00 |
| Delivery, 8 t truck | trip | 1 | 1,200.00 | 1,200.00 |
| Total excl. VAT | 32,040.00 | |||
| VAT 15% | 4,806.00 | |||
| Total incl. VAT | 36,846.00 |
Fields a distributor needs
| Field | Why the distributor needs it |
|---|---|
| Buyer VAT or GST number | The store needs it to claim the tax back |
| Customer account no. | Matches the invoice to the store's credit limit |
| Purchase order no. | Large buyers pay only invoices that quote their order |
| Delivery note no. | Proves the goods arrived and who signed for them |
| Route or driver | Settles disputes about short deliveries |
| Terms | 30 days from statement or from invoice date |
The generator has a free tax name and rate. Type VAT and 15 for South Africa or VAT and 16 for Kenya. India uses the GST invoice format with CGST and SGST.
Tax invoice or ordinary invoice
An ordinary invoice asks for payment. A tax invoice also lets a registered buyer recover the tax it paid.
Each tax office lists the details its tax invoice must show. Most lists ask for both tax numbers, a unique number and the date. They also ask for the description, the tax rate and the tax amount. Check your own tax office list before the first invoice.
Some countries issue tax invoices through a government system. Kenya uses eTIMS and India uses its e-invoice portal. Those invoices come from that system. This template is for drafting and for your own billing and collections.
When the distributor issues the tax invoice
Issue the tax invoice on the day the goods leave the warehouse. The driver carries the delivery note and the store signs it.
Match each invoice to its signed delivery note before month end. The monthly statement then lists only invoices the store has already accepted.
Returns and short deliveries go on a credit note against the original invoice number.
How a distributor collects over WhatsApp
Distributors carry dozens of stores on 30-day terms. A store owner pays the supplier who reminds first.
The statement goes out on the 1st. A reminder follows three days before the due date. The rep calls after it. Most of that can go out on WhatsApp.
«Good morning Mr. Dlamini. Invoice TI-2026-0418 for ZAR 36,846.00 is due on 6 December. Account details are on the invoice. Thank you.»
Makatea sends that message from the distributor's number on the right day. It records the EFT when it arrives and leaves the rep the stores that did not pay.
A tax invoice in Kenya shillings
A beverage distributor in Nairobi supplies a supermarket on 14-day terms. VAT is 16% in Kenya.
| Item | Unit | Qty | Unit price (KES) | Excl. VAT (KES) |
|---|---|---|---|---|
| Soda 300 ml | crate of 24 | 50 | 720 | 36,000 |
| Mineral water 500 ml | pack of 12 | 30 | 360 | 10,800 |
| Juice 1 L | pack of 12 | 10 | 1,560 | 15,600 |
| Total excl. VAT | 62,400 | |||
| VAT 16% | 9,984 | |||
| Total incl. VAT | 72,384 |
Variants when only a line changes
| Business | What changes on the tax invoice |
|---|---|
| Beverage distributor | Crates and returnable bottles as a deposit line |
| Pharmaceutical wholesaler | Batch number and expiry date on each line |
| Agri inputs dealer | Bag weight and lot number for seed and fertiliser |
| Spare parts supplier | Part number and vehicle model on each line |
Common tax invoice mistakes in distribution
- Missing the buyer VAT number. The store cannot claim the tax and pays late.
- Delivery charge with no VAT. Delivery that is part of the supply usually carries the same tax.
- Invoice number not matching the delivery note. Stores hold payment until both agree.
- Credit for returned crates shown as a discount. Use a credit note instead.
- Rounding VAT per line and per total differently. Pick one method and keep it.
Let the reminders go out on their own
Makatea holds each store's open invoices and due dates. It sends the WhatsApp reminder before and after the due date.
Upload the debtors list from Excel and start the same day. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · free invoice generator
Frequently asked questions
What is a tax invoice?
It is an invoice from a VAT or GST registered seller. It lets the buyer claim the tax back.
Can I use this template for VAT in South Africa or Kenya?
Yes. Type VAT as the tax name and the rate. Check your tax office list of required details first.
Is there a tax invoice generator on this page?
Yes. The generator above opens as a tax invoice. Totals and tax calculate as you type.
Does a tax invoice need the buyer's tax number?
Yes in most countries when the buyer is registered. Without it the buyer cannot claim the tax.
Is this template an eTIMS or GST e-invoice?
No. Those come from the government system. This template covers drafting, billing and collections.
Can I send a tax invoice on WhatsApp?
Yes. Download the PDF or the image and send it in the chat with the buyer.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
14 days free · No card
Keep reading
GST invoice format and what rule 46 requires
Fill in a GST tax invoice with GSTIN, HSN, CGST, SGST or IGST. See each detail CGST rule 46 asks for and where it goes. Free PDF and Word.
Invoice template for the UK, with and without VAT
Fill in a UK invoice in pounds for self-employed or VAT-registered work. See what HMRC asks a VAT invoice to show and where it goes.
Sales invoice template and what the BIR requires
Fill in a sales invoice in pesos with VAT, TIN and every detail BIR asks for under RR 7-2024. Free PDF and Word.
Debit note format under GST section 34
Fill in a debit note against a GST invoice. See when section 34 asks for one and what rule 53 says it must show.