Free Donation Invoice Template Invoice Template
Nonprofits use a donation invoice (also called a donation receipt) to acknowledge a gift and give the donor the paperwork they need to claim a tax deduction. Download our free donation invoice template in Word, Excel, PDF, Google Docs, and Google Sheets, add the donation details and your EIN, and send a clean, IRS-friendly acknowledgment. Because charitable gifts are not sales, no sales tax applies.
Download the donation invoice template invoice template
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Try the live generator →What's on the donation invoice template invoice template
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| General fund cash donation | 1 | $250.00 | $250.00 |
| Restricted gift - youth program | 1 | $100.00 | $100.00 |
| In-kind donation - canned goods (estimated fair market value) | 1 | $75.00 | $75.00 |
| Event ticket portion (non-deductible goods/services received) | 1 | $40.00 | $40.00 |
| Deductible donation portion | 1 | $210.00 | $210.00 |
| Subtotal | $675.00 | ||
| Sales tax (8%) | $54.00 | ||
| Total | $729.00 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓501(c)(3) charities
- ✓Churches and faith groups
- ✓Schools and PTAs/PTOs
- ✓Animal shelters and rescues
- ✓Community and youth nonprofits
What to include
- ✓Your organization's name, address, and EIN
- ✓A statement that you are a tax-exempt 501(c)(3)
- ✓Donor's name and the donation date
- ✓Amount of cash donation or description of in-kind gift
- ✓Statement of any goods/services provided in return and their value
- ✓"No goods or services were provided" language if that is the case
- ✓Receipt number and an authorized signature
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for donation invoice template
- ✓ Do not add sales tax; donations are gifts, not taxable sales.
- ✓ For any single gift of $250 or more, include the IRS-required written acknowledgment language.
- ✓ For in-kind gifts, describe the item but let the donor determine fair market value; you generally do not state a dollar value.
- ✓ If the donor received something in return (a dinner, merchandise), subtract its fair value and show the deductible portion.
- ✓ Always state your EIN and 501(c)(3) status so the donor can substantiate the deduction.
Donation Invoice Template invoice FAQ
Is sales tax charged on donations?
No. A charitable donation is a gift, not a sale, so no sales tax applies. The document is an acknowledgment of the gift rather than a bill for goods or services.
What does the IRS require on a donation receipt?
For gifts of $250 or more, the IRS requires a written acknowledgment with your organization's name, the amount or a description of non-cash property, and a statement of whether any goods or services were provided in exchange.
How do I handle in-kind (non-cash) donations?
Describe the donated item or service but generally do not assign a dollar value; the donor is responsible for determining fair market value. For donated property over $5,000 the donor may need a qualified appraisal.
What if the donor received something in return?
You must state the value of any goods or services provided (such as an event meal) and note that only the amount exceeding that value is tax-deductible. Show the deductible portion clearly.
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