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Sales confirmation template

Sales Confirmation Template

A Sales Confirmation serves to re-confirm the details of a new order after a buyer has issued a Purchase Order to initiate a purchase of goods.

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What is a Sales Confirmation used for?

When Buyers and Sellers in International trade place new orders, the seller (exporter) can send a Sales Confirmation document to the buyer (importer) to reconfirm all of the details of the new order. A Sales Confirmation document is usually sent to the buyer after the buyer has issued a Purchase Order document to confirm the new order. The Exporter must ensure that all information is clearly stated in a correctly formatted Sales Confirmation document to avoid having any disputes relating to product quality, specifications, pricing and delivery terms.

How to create a Sales Confirmation

  1. Open IncoDocs

    Open IncoDocs in your browser and navigate to the 'Invoices' section.

  2. Create a new Sales Confirmation

    Click on 'New Invoice' and select the Sales Confirmation from the dropdown menu.

  3. Fill out & customize your doc

    Fill out document info, customize document fields to your needs and add your company letterhead. If you use Xero or Quickbooks Online, you can also connect your account and autofill data from invoices or quotes in your accounting system.

  4. Sign & seal

    Click on the signature box at the bottom of your document to create and place a digital signature then hit “Save & Quit”. On the document preview screen, click on the ‘More’ dropdown button and select “Add company seal” to place a digital stamp.

  5. Download or send

    Download or share invoices from IncoDocs in 1-click. You'll know when recipients have viewed your invoice and recipients can even pay the invoice online via credit card for convenience.

Your questions, answered.

What is the difference between a Sales Confirmation and an Order Confirmation Document?

Sales Confirmation and an Order Confirmation documents are essentially the same thing. They are used to reconfirm all of the details of the new order to avoid having any disputes relating to product quality, specifications, pricing and delivery terms.

What information is included on a Sales Confirmation Document?

Seller’s company name, address and contact details
Buyer’s company name, address and contact details
Product Description – including item codes, description, specifications
Product Quantity and Pricing
Method of Dispatch – Road, Rail, Air or Seafreight
Port of Loading and Port of Discharge (seaport or airport)
Type of shipment – FCL, LCL, Breakbulk or other
The selling terms agreed (Incoterm) – Refer IncoDocs’ Incoterms Graph
Reference Number and Date
Invoice Currency
Payment Terms – as negotiated between buyer and seller
Estimated supply lead time
Estimated shipping details (vessel name & ETD, if known)
Bank Details (optional)
Any additional information (usually payment terms, lead times or estimated vessel details)
Name, date and signature of authorized company representative