What to include on a print shop invoice
An invoice should tell the customer what was supplied, what amount is due, and how to pay it. Include the issuing business, the customer, a unique invoice number, the invoice date, and the payment due date. Add enough detail to match the billed work to the approved quote or purchase order. The notes field can hold your payment instructions, purchase order, or related job reference.
Enter line items with a description, whole-number quantity, and unit price in USD, separated by pipes. A print order may have separate lines for finished copies, artwork setup, lamination, and delivery. Use a quantity of one for a flat charge. The calculator multiplies quantity by the unit price, rounds each extended line to cents, and sums the rounded line amounts. Then it applies any discount and the tax rate entered for the discounted subtotal.
Worked example for a 500-flyer order
Oak Street Print bills $0.36 each for 500 flyers, giving $180 for the print line. Artwork setup costs another $20, for a $200 subtotal. The shop agreed to a $10 invoice discount, so the amount subject to the example rate is $190. With an illustrative rate of 7%, the tax is $13.30 and the invoice total is $203.30. The buyer has already paid $50, leaving a balance of $153.30.
| Item | Amount |
|---|---|
| 500 flyers at $0.36 | $180.00 |
| Artwork setup | $20.00 |
| Discount | −$10.00 |
| Tax at example rate | $13.30 |
| Invoice total | $203.30 |
| Deposit received | −$50.00 |
| Balance due | $153.30 |
Match the invoice to the job and payment record
Use the delivered or otherwise agreed billable quantity. Press sheets used during the run belong in internal cost records. If the quote calls for multiple deliveries or a deposit, state those terms clearly and record only payments already received. When payment exceeds the invoice total, the tool shows the excess separately. Resolve the credit through your normal accounting process and keep the payment reference with your own records.
Before sharing the PDF, confirm the customer name, invoice number, dates, delivered quantities, agreed rates, discount, and prior payments. Names and line items are kept on the page until you leave or reload it. Save the PDF with a unique filename and keep it with the quote, job ticket, and payment record. Update your own books or invoicing system separately.
Common invoicing mistakes
A deposit is a payment toward the total. Enter it in Payments received so the customer can see the original agreed price and the amount still owed. Check that the tax treatment of shipping, setup, and any discount matches how you need to invoice the order. This simple form applies one rate over the entire discounted subtotal. Orders with several tax treatments or separate rate rules need line-by-line handling in your normal invoicing process.
Frequently asked questions
Can I enter fractions of a cent as a unit price?
Yes. Enter up to four decimal places. The invoice rounds the extended line amount to cents.
Can I save a PDF?
Use Print or save as PDF, then choose your browser’s PDF destination. Review the preview before sending it.
Does this create an invoice number for me?
Enter a unique number from your own records. The page does not maintain an invoice sequence between sessions.
Can I use this to price a new job?
Use the print quote calculator first to estimate production costs and selling price. Enter the agreed amounts here when you are ready to bill.
For repeat customers, ask whether they match invoices by purchase order or job number. Put that reference in the notes before exporting, and use the same reference on any packing slip or later credit document.