Invoice templates allow business owners to create professional business forms without having to create the forms from scratch. Even invoice templates, however, can be modified to fit the needs of the business or industry. When you need an invoice to be changed, making a request and following it up in writing is what you need to do.
Print the invoice template. Print out a copy of the invoice template or a sample invoice on a plain white sheet of copier paper.
Mark the changes you want made on the business invoice template form. Put a line through the items you would like to be removed from the form. For information you want replaced, draw a line through the information and write in the text or information that you want to replace it. To move an item, draw a line with an arrow pointing to the area where the item should go. To add information that does not currently exist, write the information in the area where you want it to be.
Write a cover letter or memo. The letter should explain that you are requesting changes to the business invoice template and why — so that it better fits the needs of your business, for example. Include a statement that says you have included a copy of the invoice with the requested edits to the letter or invoice.
Submit the letter or memo along with the revised version of the template to the business responsible for invoicing internally in your business or to the business to which you are making the request. For example, if you need a supplier to include an order number on the invoice that it submits to you for payment (so your accountant can match the purchase order with the order), then you may request this of the supplier’s accounting staffer or department.
If you have a word-processing version of the business invoice template, you can use the “track changes” function to make the requested edits on the electronic version. You can either print out the requested changes or submit the revised version via email. If you submit the form via email, then you can write an email that explains and requests the changes and then attach the revised version to the email.
In an electronic version, you can use the “comments” feature to provide further information on the request and why it is being made.