Embroidery Invoice Template

Free invoice templates for embroiderers built for digitizing fees, stitch count charges, and garments and materials. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: embroidery invoice, embroidery bill, or custom embroidery invoice.

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Download Free Embroidery Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Editable Embroidery Invoice Template

Best for:

Edit sizes, thread, hoop fees, rush.

Custom Embroidery Invoice Template

Best for:

Logo, PO, art and proof approval.

Printable Embroidery Invoice Template

Best for:

Totals, tax, approvals, signatures.

Free Embroidery Invoice Template

Best for:

Garment, stitch count, colors, setup.

How to Invoice as an Embroiderer

A simple flow from quote to deposit to stitch out to delivery, with approvals locked in.

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In 5 Steps:

Confirm specs and scope including artwork, garment type, quantities, placements, thread colors, and due date.
Send an estimate that lists digitizing, per item or stitch count rates, extras, and request a deposit to reserve the job.
After the deposit posts, create the stitch file, run a sample, and get written approval on the mockup.
Produce the order, track actual counts and any changes, then build the invoice from your logs.
Apply the deposit, add tax and shipping if applicable, set a due date, and send the final invoice.

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What to Include in an Embroidery Invoice

These are the must have fields for clear, compliant invoices.

Invoice number
Issue date
Due date
Your business name, contact, and tax ID
Client name and billing or shipping details
Purchase order or reference number
Itemized description and quantities
Artwork file name or design ID and stitch count
Approval name or signature and date
Deposit received reference and amount
Taxes on goods and shipping, check local rules
Payment terms, late fee, and accepted methods

Billing Scenarios for Embroiderers

How to label charges so every invoice makes sense the moment your clients see it.

Digitizing setup; Stitch file ID

New logo that needs digitizing

You charge to convert art to stitches and record the exact file used.

Personalization per name; Color change fee

Personalization with names or numbers

Covers extra setup and thread changes for each piece.

Second placement; Hooping and handling

Two placements on one garment, like chest and sleeve

Reflects added time and materials to hoop and stitch a second area.

Rush surcharge; Priority handling

Rush turnaround inside your standard lead time

State the deposit amount, when it is due, and that work starts after payment. Show the deposit applied on the final bill.

BYO blanks handling; Spoilage allowance

Client supplies the garments

Flags limited liability and a small loss allowance on customer goods.

File reuse discount; Minimum run fee

Rewards repeat work while protecting time on small quantities.

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Common charges and fees for embroidery shops

Itemize digitizing, stitch counts, garments, materials, and setup fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Digitizing Setup

Item

Logo converted to stitches

Stitch count × digitizing rate. Include approval proof before production to avoid rework.

Left Chest Embroidery

Item

Small front logo on shirts/jackets

Stitch count × location rate. Price per location; note garment type for hooping limits.

Cap Embroidery

Item

Front or back cap location

Stitch count × cap rate. Include cap style; structured caps need different framing.

Name/Number Personalization

Item

Add names or numbers per item

Qty × personalization rate. Provide spelling list and placement to prevent errors.

Patch Application (Sew/Heat)

Item

Attach customer patch to garment

Qty × application rate. Confirm patch size and placement; heat vs sew as specified.

Pre-Made Patch from Shop

Item

Taxable

Supplying the patch with order

Qty × unit cost. List style and size; color as ordered.

Blank Garment from Shop

Item

Taxable

Supplying blank apparel for job

Qty × unit cost. Note brand, color, and size run for accurate fulfillment.

Tackle Twill Appliqué (Bundle)

Item

Tax Varies

Appliqué letters or large marks

Qty × blended rate. Fabric + labor bundled when split is impractical; get client sign-off.

Thread Color Change

Item

Extra spool change mid-run

Change events × rate. Covers thread swaps or color breaks per run sheet.

Art Revisions & Cleanup

Time

Fix files before production

Hours × hourly rate. Time for cleanup, vectoring, or client-requested design changes.

Save and reuse your embroidery rates and charges

Create a free account and save stitch counts, garment pricing, and digitizing fees once, so nothing gets retyped.

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Common Embroidery Invoicing Mistakes

Custom work gets messy fast, but small tweaks in your invoice stop confusion and protect your margins.

Mistake

How to fix it

Skipping written mockup approval causes disputes over design, size, or placement.

Collect a signed or emailed approval that names the file, size, and placement before production. Store it with the job.

Quoting without stitch count or size leads to undercharging and arguments.

Record stitch count and design dimensions from your test run and reference them on the invoice.

List garments and materials separately from services so tax applies correctly and clients see value, and check local rules.

State the deposit amount, when it is due, and that work starts after payment. Show the deposit applied on the final bill.

Missing change order tracking makes added time and materials hard to collect.

Log each change with date, approver, and a short note, then reflect it on the invoice.

Using shop jargon confuses clients and slows payment.

Write in plain language and define any necessary terms in a short note so anyone can read and pay fast.

Embroidery Invoice FAQs

Real-world billing help for stitch counts, digitizing, hooping, thread changes, spoilage, and rush caps. Line items, fees, markup, terms, clear answers.

How do I price by stitch count and list it on the invoice?

Price per 1,000 stitches. Show stitch count, rate, and total. Example: “Left chest logo 7,500 stitches @ $1.20/1k = $9.00.” Use our Embroidery Invoice Template to keep it clear.

Do I charge a digitizing setup for first-time logos?

Yes. It’s a one-time file prep fee. Example: “Digitizing setup, 1 logo, up to 10k stitches = $35.”

How do I bill when the client supplies garments?

Note customer-supplied blanks and a spoilage allowance. Example: “Decoration only, 24 tees @ $6 each = $144; Spoilage allowance 2 pieces, no charge, client provided extras.”

What about color changes, extra hooping, or multiple locations?

Add per-change and per-location fees. Example: “Thread color change x3 @ $2 = $6; Second location sleeve hit @ $3 each x24 = $72.”

Can I bill for a sample sew-out or proof?

Yes, especially for new art. Credit it on approval if you want. Example: “Sample sew-out = $15; Credited on production.”

What’s a fair rush fee for caps or 3D puff jobs?

Use a percentage or flat surcharge when production jumps the queue. Example: “Rush production 25% of labor = $48; 3D puff surcharge per cap @ $2 x36 = $72.”

Do I charge tax on decoration and blanks?

Often yes on the blank goods. Service tax rules vary—check local rules. Example: “Blank polos 24 @ $18 = $432 taxable; Embroidery service 24 @ $6 = $144 may be taxable by state.”

Can I take a deposit and bill progress on large uniform orders?

Yes. Collect a deposit at art approval, then bill balance at ship. Example: “Deposit 50% on PO = $400; Final balance on delivery = $400.”