A remittance advice template is a ready-made document that tells a supplier which invoices you paid, how much, and when. You can download the free .docx template below, fill in the brackets, and send it with your payment.
A remittance advice notifies the recipient of a payment and includes the details. It helps your vendor match your payment to the right invoices without guesswork.
Download Remittance Advice Template Word
This remittance advice template is a one-page, US Letter .docx file that works in Microsoft Word, Google Docs, and LibreOffice. It is fully editable, so you can add your logo and adjust the columns.
What’s inside the template:
- Your company header and contact details
- Remittance number, payment date, method, and reference
- Payee (vendor) details
- Invoice table with invoice number, date, description, invoice amount, credit or discount, and amount paid
- Automatic-ready total line, notes section, and contact block
How to use it in 3 steps:
- Open the file and replace every [bracketed] placeholder.
- Add one row per invoice paid, and enter the total.
- Save as PDF and send with your payment or by email.
How Do I Create a Remittance Advice?
To create a remittance advice, list your company details, the payee’s details, the payment date and method, and every invoice you are paying with its amount. Then total the payment and add a contact for questions.
A remittance advice usually includes the paying customer’s name and address, contact information for follow-up queries, the recipient’s name and address, the payment method, the total amount, and the invoice number and date. Follow these steps:
- Add your business details. Use your company letterhead or the header in the template.
- Identify the payee. Include the vendor’s legal name and address.
- Enter payment details. Add the payment date, method (ACH, check, wire, or card), and a reference such as a check number.
- List each invoice. Include invoice numbers, dates, and amounts paid. Show any credits or discounts separately.
- Show the total. The total should match the payment exactly.
- Add contact information. Name a person the vendor can reach if the numbers do not match.
Tip: Assign each remittance a unique number. It makes payment lookups faster during audits. Per AccountingTools, remittance advices also reduce errors by preventing payments from being matched to the wrong invoices. accountingtools
Is a remittance advice required? No. Remittance advices are not mandatory, but they are seen as a courtesy because they help accounts receivable match invoices with payments. Still, they save both sides time, especially when one payment covers several invoices. Wikipedia
What Is an Example of Remittance Advice?
A remittance advice example is a short document stating that Company A paid Vendor B $4,250 by ACH on a given date for specific invoices. It lists each invoice number and the amount applied.
How to Write a Remittance Advice Email?
To write a remittance advice email, use a clear subject line with your company name and payment date, state the amount and method in the first line, and list the invoices paid. Attach the remittance advice as a PDF.
Why Remittance Advice Matters
Clear remittance information speeds up reconciliation. It helps the seller reconcile accounts and match payments to invoices, while the payer keeps a copy to track payment history.
It is not the same as a receipt. A remittance advice notifies a vendor that a payment was processed, but it is not proof of payment. Keep your bank record or canceled check as the proof.
Need More Accounting Templates?
At Receipt Generator Pro, we provide certified accounting software tools and templates. Browse our website to learn more.