Embroidery Invoice Template

The Embroidery Invoice Template on this page is the primary document used when informing a Client or Consumer of payment owed for a stitching or embroidery service. This invoice can be used by Embroidery Services operating with the software and machinery to mass-produce or it may be used by a single Contracted Embroiderer.  Both of these entities will carry the administrative burden of making sure that payments are collected for the work or embroidered products that were commissioned and provided to the Consumer. This is a simple task that can be completed with basic order information but can spin out of control if handled without a set system of reporting. By employing an invoice template the Embroidery Service can make sure that the task of billing is handled quickly and reliably.

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How To Write In PDF Or Word

Download: Adobe PDF, Microsoft Word

Step 1 – Save Then Fill Out The Embroidery Invoice With Your PDF Or Word Software

Two buttons (carrying the “PDF” and “Word” designations) and text links (“Adobe PDF” and “Microsoft Word (.docx)”) provide a choice of download format for the template previewed on this site. Select the appropriate file version using the button or linked displaying it as a label then save the template to an easily accessible folder in your system.


Step 2 – Introduce The Embroiderer’s Company Or Business

Open your template with the corresponding software on your machine then seek out the wording “Company Name” at the beginning of the document. Use this text box to display the complete “Company Name” of the Embroidery Service behind this paperwork.  The blank line introducing the next section, “Name,” is set to receive the identity of the Embroiderer or Embroidery Service Employee. It should be noted This individual may be considered the point of contact for the Embroidering Service.  A well-maintained mailing or business address is the second topic we will address. The building/street/unit number or PO Box in the Embroiderer’s mailing address must be furnished as the “Street Address” on the second empty line.  Complete the above address using the labeled areas that follow. Note your report on the “City, State, Country,” and “Zip Code” of this address will be split down the next two lines. The Embroidering Service’s Customer “Phone” line and “E-Mail” address should accompany its mailing address as a matter of courtesy. These items are also expected on most official paperwork generated by a Service Company therefore, it is strongly recommended you dispense them to the final two lines of the header. 


Step 3 – Deliver Referencing Material To Properly File This Paperwork

The Embroidering Service must make an effort to make sure its Customer can properly discuss, pay, and store this invoice. This will require a document number that can act as its unique title or fingerprint in a filing or accounting system. Use the “Invoice #” line to assign this document I.D.It will be necessary to also attach a “Date” of reference and effect to this bill. The “Date” line accommodates this on the right side of the page. Determine then report the Embroiderer’s Invoice “Date” for this document on this line. 


Step 4 – Identify The Embroidery Customer

The Client responsible for the embroidery service costs that must be collected should be assigned this role. The billing section (titled “Bill To”) will need a few entries for this task. First, record the Embroidery Client’s full “Name” on the empty line underneath this area’s title.

Once this Client has been successfully named, furnish his or her billing details by entering the Embroidery Client’s mailing address on the lines that follow (“Street Address” through “Zip Code”). 


Step 5 – Discuss The Stitching Project

A basic report on what the Embroiderer’s services will be necessary before requesting a payment. If this is a custom job then providing the dates involved, the project name, and the number of stitches needed are some of the expected items that should be on display in this paperwork. Locate the “Description” box in this paperwork then populate it with a detail on the work provided and any products sold (i.e. if the Embroiderer supplied the material). 


Step 6 – Produce Pricing For The Embroidering Business’ Work

The “Amount” required for the Embroidery products and services has a separate area of display on the right of the embroidery work you described. Present the Client with the costs of all the services and any embroidered items that were manufactured in the text box directly underneath the word “Amount.”  “Subtotal” is the next required entry. This is a summary of the charges you listed. Record them as a total (added to one another) in the “Subtotal” box.  Most businesses will operate in a state where a sales tax must be applied to a sold product. Some will even function in a state that charges a tax on service or both sales and service. The Embroidery Business should assess the taxes for this sale and record the “Amount” that must be collected on the “Subtotal” in the “Tax/VAT” box.  The “Total” the Embroidery Customer must pay for the stitching work and products ordered must be equivalent to the sum of “Subtotal” and “Tax/Vat.” Calculate this value then enter it as the “Total.” 


Step 7 – Assign A Timeline To The Embroidery Payment

The “Total” owed for the embroidered work should be paid within a reasonable amount of time. If the invoice remains unpaid after a certain length of time from the invoice “Date,” it may be considered late and the Client subjected to further billing procedures. Report the number of days after the invoice “Date” when it is first labeled as late using the statement “Payment Is Due…” Input this number on the blank line in this sentence. 


Step 8 – If Needed, Continue With Product Instructions Or Additional Information

The “Comments Or Special Instructions” section at the end of this document shall accept a continuation of any reports, promotions, or information that should be passed along to the Customer with this invoice or as an attachment to this paperwork.   


How To Write In Excel

Download; Microsoft Excel (.xlsx)

Step 1 – Download This Template In Excel To Bill Your Embroidery Clients

The spreadsheet available through the “Microsoft Excel (.xlsx)” link above can be tailored to bill your Embroidery Clients. Select this link (or the “Excel”) button to acquire your copy.


Step 2 – Start This Invoice With The Embroidery Company’s Information

We will begin this invoice by identifying the Embroidery Service sending it. This should be taken care of in the first column. Thus, select cell A1, then using either the right mouse button to access the change picture option or the “Insert” menu item (in the ribbon), set the Embroidery Service’s formal logo as the contents of cell A1.  

Cell A2 will continue the introduction of the Embroidery Business with a request for the full “Company Name.” This should be filled out whether the Invoice Sender is a formal Business, a Sole Proprietorship, a Shop, or a Freelancer/Contractor. Now, the “Name” of the Embroidery Employee (or Contractor) sending this document should be dispensed along with his or her mailing address with the Embroidery Service or Business. As mentioned earlier, the Embroidering Business’ mailing address must be presented with the Employee or Contractor’s identity. Cell A4 and A5 allow this address to be entered as the “Street Address” and “City, State, Country” making up the Embroidery Service’s formal mailing address.  The postal code that has been assigned to this address should accompany it. Record it the Embroiderer’s “Zip Code” in cell A6.  This area of column A shall conclude with two more of the Embroidering Service’s contact details. Cell A7 and cell A8 require the Embroidery Business’ “E-Mail” address and “Phone” number. Produce them as requested.


Step 3 – Continue By Formally Categorizing This Request For Payment

As this document is a formal request for payment, it must be assigned an “Invoice #” to tie in the information it contains together. Thus, delete the contents of cell F4 so they may be replaced by a record of the invoice number the Embroidery Service shall identify this paperwork with.    The invoice “Date” is the calendar day that an invoice number has been generated to formally issue a request for payment. Cell H4 uses your computer’s clock for this “Date,” but you may edit this if needed. 


Step 4 – Formally Bill The Embroidery Client

This paperwork must address the Embroidery Client or Consumer directly. Column A will call our attention to cell A11 for our next discussion. Here, type in the full “Name” of the Embroidery Client or Consumer. This should immediately be followed with a record of the Consumer’s billing address. Cell A12 (“Street Address”) will accept the first item, while cells A13 and A14 will need to be respectively populated with the Embroidery Consumer’s “City, State, Country,” and “Zip Code”   


Step 5 – Account For The Embroidered Items Or Stitching Work Provided

The “Description” box place in column A (as cell A17) is meant to house an official report on the embroidering services that were required and must now be paid. This summary should be basic but solidify the need for payment. This can be the title or number of a wok order or Customer Purchase Order, the dates when embroidering took place, a list of the materials, the stitch count, or simply the name of an item the Embroidering Service sells. Submit this report to cell A17.


Step 6 – Price Embroidery Service Time And Products For This Project

Continue to the right in column H. The “Amount” field (placed in cell H17) requires the embroidery job or product cost as expected by the Company. Enter this base price directly to cell H17.  Confirm the Embroiderer’s base “Subtotal” in the next cell down (cell H18). The Embroiderer’s “Subtotal” must be the total of all costs entered in cell H17 prior to the application of any taxes.  If a sales tax must be paid for embroidery materials or a service tax for the Embroiderer’s time, then you must inform the Consumer of the amount. Use the “Tax/Vat” field in cell H19 to deliver such a report.  Cell H20 shall conclude the charges for the embroider products or services. Add the “Tax/VAT” required by the local tax codes to the Embroiderer’s “Subtotal” for this job then display this as the “Total” the Consumer must pay to complete the transaction being billed. 


Step 7 – Declare When The Embroidery Payment Is Due

Cell A22 allows for some basic instruction to the Consumer. Replace the bracketed number or hashtag sign (between the words “Due In” and “Days”) with the number of “Days” the Embroiderer will grant the Consumer to leave this bill unpaid without penalty or further collections. Note: Many will assume the invoice “Date” is the first day in this countdown. 


Step 8 – Continue With Additional Embroidery Information

The Embroider may wish additional instructions (i.e. care instructions, payment instructions) or comments such as promotions included. Use the space in cell A22 to document all such additional topics for the Consumer’s benefit.