Product sellers are small businesses, independent reps, and makers who sell physical goods to retailers, businesses, or individual customers. They send invoices for wholesale orders, bulk purchases, custom or personalized runs, and direct sales that are not paid at checkout. A good invoice lists each SKU, quantity, unit price, shipping, and tax treatment so the buyer can match it to what arrived.
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Invoice_1001_Client_2026-10-14.pdf
Product sales are priced per unit, not per hour. Most sellers set a retail price (MSRP) and a wholesale price, often around 40 to 60 percent of retail, with volume tiers that drop the unit price at higher quantities such as case packs or pallets. Shipping and handling is usually billed separately, either at actual freight cost or as a flat or percentage charge. Custom or private-label work often adds one-time setup fees for artwork, molds, or labels, plus a minimum order quantity. Independent sales reps who sell for other brands may instead earn commission, typically 5 to 20 percent of the order value depending on the product and margins. Terms such as Net 30 are common with established business buyers, while new accounts often pay up front.
| Service | Priced | Typical range |
|---|---|---|
| Wholesale price (share of retail MSRP) | percent of MSRP | 40-60% |
| Volume discount on large orders | percent off unit price | 5-20% |
| Shipping and handling (small parcel orders) | flat fee per order | $8-35 |
| Freight / LTL shipping (pass-through) | per shipment | $75-400 |
| Custom label, artwork, or personalization setup | flat fee | $50-250 |
| Rush order surcharge | percent of order | 10-25% |
| Restocking fee on non-defective returns | percent of returned items | 10-25% |
| Independent sales rep commission | percent of order value | 5-20% |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 8 oz soy candle, assorted scents (SKU CN-08) | 48 each | $11.00 | $528.00 |
| Reed diffuser, 4 oz (SKU RD-04) | 24 each | $16.00 | $384.00 |
| Gift set, candle plus matches (SKU GS-02) | 12 each | $28.00 | $336.00 |
| Custom shelf-tag printing, store logo | 1 flat fee | $75.00 | $75.00 |
| Shipping, 2 boxes via ground, 38 lbs total | 1 flat fee | $68.00 | $68.00 |
| Total | $1,391.00 | ||
Notes: Net 30 from invoice date. Resale certificate on file, no sales tax charged on products. Report shortages or damage within 10 days of delivery. Late balances are subject to a 1.5% monthly fee. Thank you for your order.
Buyers match the invoice against the packing slip and their receiving count. Missing SKUs cause short-pay disputes.
Many business buyers cannot process payment without a PO number on the invoice.
Proves delivery timing and helps resolve lost or delayed shipment claims.
Wholesale sales to resellers are often tax exempt in many states, but you generally need the certificate on file. Retail buyers may owe tax, so check your state rules.
Separate lines show what the product cost versus what logistics cost, and avoid arguments over unit price.
Showing the discount as a line or note documents the agreed price and the terms to earn it, such as 2/10 Net 30.
Stating the window and process on the invoice makes it easier to enforce restocking fees and defect claim deadlines.
New business customers commonly pay a deposit of 30 to 50 percent on custom orders and the full amount up front on first orders. Established accounts are often offered Net 30, sometimes Net 15 or Net 60 for larger buyers. An early-pay discount like 2 percent if paid in 10 days is common in wholesale. Late fees of 1 to 1.5 percent per month are typical if stated in writing before the sale. Accepted methods usually include ACH, credit card, check, and wire for larger orders. Card payments carry processing fees, so some sellers add a small surcharge or encourage ACH, though surcharge rules vary by state and card network.
Require prepayment or a deposit from new accounts until they have a payment history. Once an order ships, collecting is much harder than getting paid first.
Small wholesale orders can lose money after packing, shipping, and invoicing time. A minimum such as $250 or a case-pack quantity protects your margin.
If you do not charge sales tax on a wholesale order, you generally need the buyer's certificate if audited. Collect it before the first invoice and note it on each one.
For backorders or partial shipments, bill only what shipped and list what remains. This keeps your records accurate and avoids buyers paying for goods they have not received.
A small discount for fast payment often gets you paid sooner than a late fee gets you paid later. Spell the terms out on the invoice.
In most states you charge sales tax on retail sales to end customers and not on sales to resellers who give you a valid resale certificate. Rules vary on shipping charges, exemptions, and out-of-state sales, so check with your state revenue department or a tax professional.
Most sellers list shipping as a separate line so the product price stays consistent across customers. Free-shipping thresholds are common for larger orders, in which case note the waived amount on the invoice.
For prepaid orders, send it at order confirmation. For credit terms, invoice when the goods ship so the Net 30 clock starts on a real delivery. Invoice partial shipments separately or clearly show the shipped portion.
Issue a credit memo or a revised invoice that references the original invoice number, the returned SKUs, and any restocking fee. Do not simply edit the original, since the buyer's records need to match.
Ask for photos and a count within the claim window stated on your invoice. If the claim is valid, issue a credit for the damaged units and request payment of the remaining balance by the original due date.
Send a Product Sales estimate for approval, then turn it into an invoice when the work is done.
Product Sales estimate template