Customer Invoicing: Template and Guidance

Purpose

The UNL Invoice Template is an optional resource for UNL departments that invoice external customers. The template is not required for departmental use; however, departments are encouraged to use it to promote consistency in invoicing practices and support accurate billing processes. Use of the template also helps ensure invoices contain key information needed for effective customer communication and payment processing.

Invoice Template

The UNL Invoice Template is an editable Excel file that can be downloaded from SAPPHIRE. 

Download from SAPPHIRE

Before You Create an Invoice

  • Use only one department address on the invoice. If remittance should be sent to a Business Center, use the Business Center address as the department address.
  • Include the full ZIP+4 on all invoices to help ensure payments are routed correctly.
  • Use a meaningful and consistent invoice numbering convention (examples: FARRP######, WSL#####, BTPRYYMM##).

Completing the Invoice

  • Enter department information, invoice date, invoice number, customer information, and payment terms.
  • Enter the actual delivery location in the Ship To section. The Ship To address drives the tax calculation process.

Sales Tax Process

  • Determine whether the goods or services being sold are subject to Nebraska sales tax.
  • Select Yes or No in the "Are the goods or services subject to sales tax?" field on the invoice template.
  • Enter the correct Ship To address and ZIP code.
  • When a taxable transaction is identified and the Ship To information is entered, the template automatically calculates the applicable Nebraska sales tax rate based on the Ship To jurisdiction.
  • The Sales Tax Rates tab is maintained as a reference table supporting the automated tax calculation.
  • The template will be updated quarterly to reflect changes to Nebraska state and local sales tax rates, helping ensure future invoices use current tax rate information.
  • For transaction-specific tax questions, contact tax@nebraska.edu.

General Taxability Guidance

  • Physical goods are generally taxable unless a specific exemption applies.
  • Prewritten software and many digital products are generally taxable.
  • Admissions, lodging, and shipping charges associated with taxable sales are generally taxable.
  • Many professional and consulting services are generally exempt unless specifically identified as taxable under Nebraska law.

5% Administrative Fee Guidance

  • UNL assesses a 5% administrative fee on certain external sales generated by revolving and auxiliary cost centers.
  • The fee generally applies to sales to businesses, nonprofits, government entities, and individuals purchasing in a personal capacity.
  • The fee generally does not apply to internal university sales or other excluded revenue types. 
  • More information is available on the Accounting – Allocations webpage.

Using the 5% Admin Calculator

  • Enter the breakeven rate.
  • Enter the desired external markup percentage, if applicable.
  • Review the calculated invoice unit price and use that amount on the invoice.

Missing Payments

  • Contact bursar@unl.edu for assistance researching missing or misrouted payments.

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