NGO Invoice & Donation Receipt Template

Three documents, three sets of references

An NGO's finance desk handles three kinds of paperwork, and each is checked against something different. A claim to a donor or a lead partner is checked against the grant agreement and its approved budget. An invoice from a supplier, such as a printer, a transport company or a venue for a training, is checked against the NGO's purchase order and project code. A receipt to a donor is checked against the donor's own bank statement, and sometimes by a tax office.

When the references are complete, a document is approved on the first pass. When one is missing, it waits in someone's queue until you send it again.

What a grant claim, or an invoice to an NGO, should show

• The grant or contract reference exactly as the agreement writes it, and the name of the donor or contracting authority.
• The budget line each cost is charged to, in the codes of the approved budget, so the donor's finance team can match every amount without asking.
• A project code or cost centre when one organisation runs several projects, and the NGO's purchase order number on a supplier's invoice.
• The period the claim covers and, for staff time or rentals, the dates and the number of days on each line.
• The currency of the agreement. When you spend in local currency and report in US dollars or euros, show both, with the exchange rate you used and the date you took it.
• Your organisation's legal name and registration number, and its tax number if it has one.

Tax-exempt status: state it, do not assume it

Whether an NGO's purchases, or the services it sells, are exempt from VAT or sales tax depends on each country's law. An exemption usually rests on a registration, a certificate or an agreement with the host government; it does not follow simply because the buyer is a charity. Where an exemption applies, set the line's tax to 0% and write its basis in the notes, such as the certificate or agreement number and who issued it. Where it does not, charge the normal rate: the VAT rate fills in from the currency you choose and stays editable on every line.

Donation receipts

A receipt records a gift the way a donor's records need it: the donor's name, the amount and currency received, the date, the payment method (cash, bank transfer, cheque or card) and a reference such as the transfer or cheque number. Whether a donor can deduct the gift from their taxes, and what the receipt must say for that, is decided by the donor's country, not by the template. Add your registration number and any wording your country requires in the notes; Xuvilo does not add deduction wording for you.

How to prepare it in Xuvilo

1. Open the Government & NGO templates and choose Grant Claim or Public Tender. Every design also has an Arabic version that prints right to left.
2. Under Document references, fill in Tender / Grant Ref., Authority, Budget Line and Contract No. Only the fields you fill in are printed.
3. Add each cost as a line with its quantity and rate. Use its Detail line, printed smaller under the description, for the dates, the activity or the budget code.
4. To report in a second currency, switch on Show a second currency, choose the currency, and type the rate or press Get rate where InfoEuro publishes an official monthly one. The document prints the rate and its date.
5. Add your logo, stamp and signature, then press Download PDF. For a donor's receipt, use the receipt generator.