Donation invoice template
Donation invoice template is used by nonprofits and charities to document donor contributions for record-keeping and to support donor tax deductions. It should include the organization's legal name and EIN, donation date, amount or property description, and a statement on whether goods or services were provided in exchange. Written acknowledgment is required by the IRS for contributions of $250 or more.
Donation invoice template Sample
Donation invoice template
123 Business Street, City, Country
Phone: (123) 456-7890
Email: contact@company.com
Donation invoice template
Bill To:
Client Name
Client Address
Client City, Country
Phone: (987) 654-3210
Email: client@example.com
Invoice #: 12345
Date: 2024-10-10
Due Date: 2024-11-10
| Item | Description | Qty | Price | Total |
|---|---|---|---|---|
| Donation | Tax-deductible contribution | 1 | $100.00 | $100.00 |
| Subtotal | $100.00 | |||
| Tax (10%) | $10.00 | |||
| Total Due | $110.00 | |||
An invoice should include your business or name, the customer’s details, the date and invoice number, and a line-by-line breakdown of what was provided. Including payment terms—such as due on receipt, Net 15, or Net 30—helps you get paid on time and keeps records clear for taxes.
Supporting resources
| Resource | Type | Description |
|---|---|---|
| IRS Written Acknowledgments | Government | Required elements for donations $250+: org name, EIN, date, amount or property description, and goods/services statement. |
| Substantiating Charitable Contributions | Government | IRS rules on documentation; $500+ non-cash requires description; $5,000+ may require qualified appraisal. |
| Donorbox Tax-Compliant Receipt | Industry guide | Best-practice template and checklist for IRS-compliant donation receipts and timing (contemporaneous rule). |
| In-Kind Donation Rules | Checklist | Never assign dollar value on receipt; donor determines fair market value. Describe property in detail without valuation. |
Frequently Asked Questions
- When is a written donation receipt required?
- The IRS requires a written acknowledgment for any single contribution of $250 or more before the donor can claim a tax deduction.
- What must a donation invoice or receipt include?
- Organization legal name and EIN, donation date, cash amount or property description, and a statement confirming whether goods or services were provided in exchange.
- Can we put a value on in-kind donations on the receipt?
- No. The charity must not assign a dollar value to non-cash gifts; the donor determines fair market value for their taxes.
- When should we send donation receipts?
- Issue receipts as soon as possible—ideally within two days—to satisfy the contemporaneous written acknowledgment rule.