A customer bought from my shop and wants an invoice in their company's name to claim it back; what do I fill in?
Put the company, not the employee, in the customer details, with its address and its tax or registration number if they give you one. List the items at the prices actually paid, and enter the full amount in 'Amount paid' so the balance shows 0.00. Whether their employer accepts a simple invoice for the claim is the employer's call, not yours.
Who goes under 'Bill to'?
The employee paid out of pocket, but the company will reimburse them, which is why they want the invoice in its name. In the Basic invoice generator fill the customer block like this:
- Name: the company's official name exactly as they give it, such as 'Al Ufuq Logistics Services Co.'
- Address: the company address, and you can add a line 'Attn: Mr Fahad Al Otaibi' so accounts know whose claim it is.
- Tax or registration number: only if the customer gives it to you, copied exactly. The field is free text and the tool does not check it.
- Email and phone: optional; leave blank what you do not know.
Example: two headsets for an office
An employee bought two headsets at 650 SAR each before tax and paid in full by card. The shop entered 15 as its tax rate:
Wireless office headset: 2 x 650.00 = 1,300.00
Tax (15%): 195.00 SAR
Total: 1,495.00 SAR
Amount paid: -1,495.00 SAR
Balance due: 0.00 SAR
A zero balance tells the accounts team the amount was paid in full at the time of purchase, which is what the employee needs to prove the spend. In the notes you can add 'Paid by card on 14 September, order 5531'.
What not to do
- Do not change prices, date or quantity to suit the employee's budget or their company's policy. The invoice records what actually happened.
- Do not add a tax number for yourself if you are not registered.
- Do not reissue the invoice in someone else's name after issuing it to the company without making clear the first one is cancelled.
Invoice or receipt?
Some companies want an invoice; others are happy with a receipt proving payment. If the customer is not sure which their employer needs, you can give both: the invoice with a zero balance and a receipt for the same amount from the Receipt generator. If their company insists on a certified electronic tax invoice, this basic template cannot issue one, and you should know before selling whether your shop is required to.