A screen printing invoice should be prepared to deliver a summary of the Screen Printing Business, its Client, the production that was ordered, and the costs involved. As a template for a correspondence whose purpose will be to make a formal request of payment from a Client, its basic structure will remain uniform from job to job. By keeping the development of this paperwork consistent, it will be easier to keep up with the administrative task of billing your Consumers for the products that were ordered and remain unpaid.

What is Screen Printing?

Physical vs. Online

Physical screen printing refers to applying images or designs to clothing, commonly t-shirts. Online screen printing is applied to the printing of screens or screenshots taken with a computer or mobile device.

• Physical Screen Printing: Refers to applying ink to clothing.
• Online Screen Printing: Related to taking a picture of a screen.
  • Mac: Command+Shift+3 takes a screenshot of the entire screen (or all screens if using a monitor). Command+Shift+4: Allows the user to make a selection of what to screen capture. Both options save the image to the desktop.
  • Windows: ⊞Windows+Print Screen (PrtScn) for the entire screen and ⊞Windows+Shift+S to select a selection or portion of the screen.

How to Write in PDF & MS Word

Download: Adobe PDF, Microsoft Word (.docx)

Step 1 – Open The Screen-Printing Invoice After Saving It

Seek out the “PDF” or “Word” buttons on this page to obtain the invoice showing in the preview window. Either of these formats (“Adobe PDF” or “Microsoft Word (.docx)”) can also be downloaded using the links above this area. Select the preferred format you wish to work with then save it to a location you can easily access in your system. When you are ready to bill the Screen-Printing Customer, gather the records defining the concerned production order, then open the file you downloaded.

Step 2 – Identify The Screen Printer Or Screen-Printing Company

Every correspondence between an Invoicing Company such as an independent Screen Printer or Screen-Printing Shop and its Clients will be expected to begin with a basic introduction. This template has placed the header area of its introduction in its upper left-hand corner. Thus, you will need to seek out the words “Company Name” (in the text box) and replace them with the Screen-Printing Business’ formal name. After identifying the Screen-Printing Business, you must document the “Name” of the Screen Printer or the Screen-Printing Employee sending this correspondence as a request for payment. The first line available after the text box above will readily accept your production of this individual’s “Name.”The “Street Address” and the “City, State, Country” where the Screen-Printing Shop or Screen Printer expects its business mail to arrive should be recorded on the next two blank lines.  After the above address lines, the “Zip Code” designated for this mailing address should be recorded on the next line down.  The Screen-Printing Shop’s “Phone” line and its “E-mail” contact address are the next pieces of information that should be documented.  

Step 3 – Assign Specific Filing Information

The screen-printing order will need to be tracked from beginning to end once a request for payment is requested. A filing number that ties all the information you will present here together. The “Invoice #” line shown in the dividing bar requires your entry.  The “Date” when this invoice is generated is the next document item you must supply. Produce it on the line labeled “Date.” Some Businesses opt to give an additional day or two for delivery, but this is at your discretion and the Screen-Printing Shop’s accounts receivable practices.  

Step 4 – Produce The Screen-Printing Client Billing And Shipping Information

You must target the Screen-Printing Client specifically as the official Recipient of your paperwork. This may be a Consumer, another Business Entity, or a Sole Proprietor/Contractor. The “Name” line in “Bill To” will facilitate this as a display area for your Customer’s “Name.” The three lines beneath the Screen-Printing Client’s identity ask for a report on this Party’s mailing address. The “Street Address,” “City, State, Country,” and “ZIP Code” where your Screen-Printing Client expects any mail concerning this bill should be sent must be recorded where each is requested.    As the title implies, the “Bill To” section is only geared to identify who precisely will submit the owed amount. If there is a different shipping address, then we must make sure it is included in the contents of this document. For this task, we shall focus on the section directly across “Bill To.” This section is titled “Ship To” and must be populated with the exact Recipient “Name” and shipping address for the products. This may not be the Party under the payment obligation, but it will be the Party responsible for receiving your screen printed produced or screen-printing designs. Thus, utilize the “Ship To” “Name,” “Street Address,” and “City, State, Country” to give the exact shipping address including any loading dock information that may be necessary for the delivery.  After the shipping address is supplied, continue to “Zip Code” and enter this address’ postal code.   

Step 5 – Discuss The Ordered Production

It is now time to proceed to the “Description” portion of the table in this document. The screen-printing project or production requiring payment must be our next focus. You may summarize the screen-printing job in any way that the Customer will understand. Thus, transcribe the number of screen-prints the design name and product from the order submitted by your Client to the first box of this table (“Description”). 

Step 6 – Price The Product(s) Accordingly

The second box in this table, known as “Quantity,” is reserved for the number of screen-printing items you are charging the Client for.    We must continue through this table to the “Unit Price.” This is the dollar value of the ordered screen-printing item. This is also known as the price of one ordered item.    The column we must turn to now is the “Amount” column. This will also require a numerical entry. Multiply the “Quantity” of screen-printing items that were ordered by that item’s “Unit Price” then, furnish it to the box titled “Amount.”The next portion of this table continues the “Amount” column with the “Subtotal” of what is being charged. This value is the base cost of the ordered items so if more than one “Amount” was entered above, add them to one another and enter the result as the screen printing’s order “Subtotal.”    In many states, you will have to apply sales tax to the products or merchandise sold to a Customer. This report should be supplied in the “Tax/VAT” box. Similarly, if this order is subject to a value-added tax then display the dollar amount in this box as well.    Oftentimes, when an order is shipped rather than purchased first hand it will arrive with an invoice for payment. Unless otherwise indicated beforehand, such “Shipping” costs should be recorded in the next box down if the Customer is expected to pay for them.    Your final task will be to add “Subtotal,” “Tax/VAT,” and “Shipping” to each other. The resulting value is required in the box “Total.” This is the exact dollar amount owed for the screen-printing job.    

Step 7 – Tell The Client How Long This Bill May Remain Unpaid

This invoice, while technically complete, contains two areas of follow-up you are encouraged to take advantage of. The sentence “Payment Is Due…” leads to a blank line where you should report the number of days in which the screen-printing job above must be paid in full by the Customer. 

Step 8 – More Content May Be Added To This Invoice

The blank lines at the end of the invoice have been placed here so that you may address additional topics or supply any remaining payment instructions.

How to Write in Excel

Download: Microsoft Excel (.xls)

Step 1 – Use The Links On This Page To Access The Screen-Printing Spreadsheet Invoice

The spreadsheet on this page is downloadable by clicking either on the “Excel” button or the “Microsoft Excel…” link displayed on this page.

Step 2 – Document The Screen-Printing Company’s Information

This paperwork begins with the basic need of introducing the Party or Business that seeks payment. A few items will be needed from you to accomplish this task beginning with the Screen-Printing Shop’s logo. To display this at the top left of the invoice, click on cell A1, then upload the concerned image file directly to this field.    Cell A2 will work with its predecessor by requiring the full name of the Screen Printer Shop (or Contractor) to be recorded as its entry. Continue down column A, to cell A3, where, furnish the “Name” of the Screen Printer or Shop’s Representative seeking payment. Cell A4 and cell A5 will also work together. These two cells expect the “Street Address” then the “City, State, Country” making up the Screen Printer’s address reported as their contents.

The “Zip Code” is the final address item required. Input it to cell A6. A couple of additional items will round out this introduction with your entry of the Screen Printer’s official “E-Mail” address and “Phone” number to the fields held in cells A7 and A8

Step 3 – Deliver The Screen-Printing Job’s Accounting Details

The invoice we are working on will need to be filed at one point in the Screen Printer’s accounting systems as well as his or her Consumer. Naturally, we will want to make sure this file is always easily found – especially to update its unpaid status to paid or to discuss the status. A unique filing number titling this document in an accounting system answers this need nicely. Cell F4 is set to receive this information as you enter it.

Cell H4, holding the current “Date” read from your computer, will mark the exact calendar day of this invoice’s request for payment. This may either be changed at your discretion or left unedited.

Step 4 – Identity The Screen-Printing Client

We will need to attend two additional sections before we discuss the specifics for the Customer’s order and the owed amounts. Locate the headings “Bill To” and “Ship To.” Both of these sections will refer to the Consumer information that was provided with the product order. We will first attend to the “Bill To” section located in column A. Here, you must delete the contents of cell A11 then replace it with formal “Name” of the Party carrying the obligation to pay the funds owed for the production we will discuss.  After supplying the “Name” of the screen-printing job’s Payer, proceed to furnish this Entity’s “Street Address” and “City, State, Country” in cell A12 and A13 respectively.  Cell A14 allows the Screen-Printing Client’s official “Zip Code” recorded to complete his or her address.  The second part of this area, “Ship To,” seeks a presentation of the address where the physical product must arrive. If the products making up this invoice were shipped to a separate address then that of the billing address, then we must document this. This process, of course, must begin with the full “Name” of the Receiver. Furnish this “Name” to cell E11.  Cell E12, E13, and E14 (showing the “Street Address,” “City, State, Country,” and “Zip Code” labels) request that you produce the physical address where products being paid for should receive by the Client.

Step 5 – Report On The Design Or Production Being Sold

Now that we’ve produced the Client’s billing and shipping addresses, it will be time to give a record of all the screen-printing items being purchased. The first column supplies several rows so that each ordered screen-printing product can be placed on its own row. 

Step 6 – Input The Screen-Printing Costs Obligating The Client

The next two columns will continue discussing the product on each row. They will also both participate in a formula delivering several dollar values that will contribute to the “Total.” Our first task will be to list how many of each screen-printing product was ordered in “Quantity”  The next value you must supply is the “Unit Price” of each product. Record this in column G for each item. Several items will populate as you fill in each row with the ordered screen-printing product’s “Description,” “Quantity,” and “Unit Price.”  While much of the “Amount” column will conveniently deliver the dollar, values needed for this invoice, you must still discuss two items. Cell H30, or “Tax,” is strictly reserved for the amount in taxes the Screen Printer (or Screen-Printing Shop) must add to the calculated “Subtotal.”

The opportunity to assign the “Shipping” charges to the Consumer is presented in cell H31. If the Consumer will be required to pay for shipping, then enter the exact dollar value required in cell H31.

Step 7 – Refer The Client To The Invoice Date To Impose A Deadline

Cell A33 presents a statement where you may give the Client a number of days to pay this bill before it becomes officially ‘late.’ Accomplish this by replacing the bracketed area in the “Payment Is…” sentence displayed in this field with this number of “Days.” Use the invoice “Date” as your reference point. 

Step 8 – Unrecorded Material May Be Supplied When Required

If this bill must present some material that has yet to be included or any instructions the Screen Printing Client may need for payment or product care, then you may include all such subject matter for the Screen-Printing Client’s review in cell A34.