Wholesale sales are different from retail. Products are sold by the case, not the unit; shipments go out on pallets; buyers match invoices to purchase orders and receiving reports; and for food and other perishables, lot numbers matter if there is ever a recall. A wholesale invoice has to carry all of that in a form a store’s receiving team and accounts department can check quickly. This Wholesale Distributor Invoice Template is built for it, and it looks the part, with a craft cardboard header, stencil lettering and a slatted wooden crate.
Distributors, Producers and Wholesale Suppliers
It suits food and beverage distributors, small producers selling to shops and cafes, craft breweries and roasters, household goods wholesalers, farm co-ops and importers supplying retailers. The sample shows Harvest Row Foods Distribution invoicing a three-store market for oats, cold brew concentrate, almonds, olive oil, honey and sparkling water, delivered on three pallets.
Kraft Board, Stencils and a Crate
The header is the color of corrugated cardboard. WHOLESALE INVOICE is set in Black Ops One, a stencil-style font like the lettering sprayed on shipping cartons, with the distributor’s name, dock address, phone, email and seller’s permit beneath. On the right sits a wooden crate with horizontal slats, cross braces and corner posts, and beside it the familiar pair of upward arrows and the words THIS SIDE UP. A strip of craft brown with the same arrows repeats along the footer.
Bill To and Ship To blocks sit side by side, since the invoice address and the receiving dock are often different. A strip records the invoice number, the customer’s purchase order, ship date, carrier, number of pallets, and terms. The product table lists SKU, description, pack size, cases, price per case, amount, and lot number. Receiving notes, totals, and a received-by signature line complete the page.
Case Packs and Pricing
Wholesale prices are usually quoted per case, with the pack size telling the buyer how many units are inside. It lets the retailer work out their unit cost and margin. A quick example from the sample:
| Product | Pack | Case price | Cost per unit |
|---|---|---|---|
| Cold brew concentrate, 32 oz | 12 | $41.40 | $3.45 |
| Honey, wildflower, 12 oz jar | 12 | $46.80 | $3.90 |
| Sparkling water, 12 oz cans | 24 | $11.90 | $0.50 |
Why Lot Numbers Belong on the Invoice
For food, supplements, cosmetics, and many other products, lot numbers identify the production batch. If a supplier issues a recall, a retailer who has the lot numbers on their invoices can check their stock in minutes instead of pulling everything off the shelves. The lot column records one lot per line; if a line ships from two lots, split it into two rows.
The Sample Totals
The 150 cases total $5,991.50. Freight on the distributor’s own truck adds $145.00, and a refundable deposit of $15 per pallet adds $45.00, bringing the amount due to $6,181.50 on Net 30 terms. Wholesale sales to retailers for resale are usually exempt from sales tax when the buyer provides a resale certificate, which is why there is no tax line; keep the certificate on file.
Editing Products and Details
The order strip, product table, and totals are editor tables. Double-click them to edit or use Edit Table Data, and change the number of products with + Add Row and – Remove Last. If your order system exports picking lists as CSV, Import CSV can fill the product table in one step. Totals are typed values, so multiply cases by case price and add freight and deposits yourself.
Receiving and Shortages
The receiving note asks the customer to check counts and lot numbers on delivery and report shortages or damage within 24 hours. Having the receiver sign the invoice, with the date and time, confirms the delivery and makes any later claim easier to resolve. If something is short, the receiver writes it on the invoice before signing.
Changing the Kraft Look
The crate, the arrows, and the craft header are separate groups, so you can recolor them or swap the crate for a pallet or a delivery truck. The stencil font suits food and drink distribution; a cleaner font such as Barlow Condensed suits industrial supplies.
Printing for the Delivery Driver
This invoice uses letter-size paper. Print two copies for each delivery: one for the customer and one signed copy for your files, and email the PDF to the customer’s accounts payable address. The craft header prints as a warm tan on most printers.
Standing Orders and Price Changes
Many retailers order the same products every week. When prices change, tell customers in advance and print the new case price on the first invoice after the change, with a note such as New price from Nov 1. Clear communication prevents short payments and keeps the relationship smooth.
Minimum Orders and Delivery Schedules
Delivering a few cases across town costs almost as much as delivering a full pallet, so many distributors set a minimum order value or charge a small-order fee below it. Print your minimum and delivery days on the invoice or in the covering email, for example, Minimum order $250; deliveries to Visalia on Tuesdays and Fridays. Customers plan their orders around it, and your truck runs fuller.
Credits for Damaged or Short-Shipped Cases
When a case arrives damaged, or a product is short-shipped, issue a credit memo that references this invoice and the lot number, rather than changing the invoice. Your stock records stay accurate, the customer’s receiving report matches, and if the damage was the carrier’s fault, you have the paperwork for a freight claim.
Wholesale Invoice FAQs
Can I show a volume discount?
Yes. Add a discount line in the totals, or show the discounted case price on each product.
What is a pallet deposit?
A refundable charge for reusable pallets, credited when the customer returns them.
Can I invoice several deliveries at once?
Yes. List each delivery date and its products in the table, or send one invoice per delivery if the buyer prefers.
Do I need the customer’s PO number?
Many retailers cannot pay without it, so always include it.
