Machine Shop (CNC) Invoice Template

Free invoice templates for CNC machine shops built for materials, machine time, and setup and programming fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: machine shop (CNC) invoice, machine shop (CNC) bill or CNC invoice.

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Download Free Machine Shop (CNC) Invoice Templates

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

Custom Machine Shop (CNC) Invoice Template

Best for:

Logo, PO, rev, tolerance and COC.

Editable Machine Shop (CNC) Invoice Template

Best for:

Edit ops, tooling, setup, finishes.

Printable Machine Shop (CNC) Invoice Template

Best for:

Totals, tax, inspection, signatures.

Free Machine Shop (CNC) Invoice Template

Best for:

Part number, material, cycle time, notes.

How to Invoice as a CNC Machine Shop

A simple workflow that keeps cash solid and buyers clear from quote to final bill.

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In 5 Steps:

Confirm the scope against the PO and drawing revision, including quantity, tolerances, and due date.
Track machine time, setup or programming, materials, outside services, and shipping as you work.
Build the invoice with unit pricing by quantity and separate nonrecurring charges so totals stay clear.
Request a deposit when materials or first-time clients warrant it, then start once funds arrive.
On delivery, attach QC docs, apply the deposit as a credit, add tax on taxable items, and send the final with terms.

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What to Include in a CNC Machine Shop Invoice

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

Shop name, address, and contact email or phone
Client company name and bill-to address
Invoice number and issue date
Client PO number and your job or work-order number
Part number and drawing revision
Quantity ordered and unit of measure
Delivery or ship date and delivery terms
Payment terms, accepted methods, and remit-to details
Tax ID and tax treatment notes for items and services (check local rules)
Compliance and QA references such as ISO or AS cert ID, material cert or heat lot, and any COC, FAI, or CMM report numbers

Billing Scenarios for CNC Machine Shops

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

Expedite/Rush Fee; Priority Scheduling

Client asks for rush turnaround or a moved-up ship date

This covers overtime or queue jumps so the timeline is realistic and the cost is visible.

Customer-Supplied Material; Handling & Verification

Client supplies bar stock, plate, or billet

You note responsibility for incoming inspection and traceability without charging for raw stock.

Outside Processing; Vendor Freight

Parts need anodizing, heat treat, or coating by a vendor

You pass through third-party costs and shipping tied to the finish.

CNC Programming & Setup; First-Part Prove-Out

New program or complex geometry requires time before first cut

State the allowed percentage in writing and bill only the quantity the client accepts.

Engineering Change; Change Order Adjustment

Specs change after the PO or a new drawing revision arrives

You document extra time or remakes tied to the updated spec.

Custom Fixture/Tooling; Fixture Material

You capture one-time build costs that enable accurate, repeatable runs.

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Common charges and fees for CNC machine shops

Itemize materials, machine time, setup and programming, tolerances, and inspection notes with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

CNC programming & CAM

Time

New part or revision received

Hours × hourly rate. Covers toolpaths, posts, and simulation for machinist-ready code.

Machine setup & changeover

Time

First run or tool change required

Hours × hourly rate. Includes tooling, offsets, and first piece prove-out.

CNC milling machine time

Time

Route includes 3-axis or 5-axis ops

Hours × hourly rate. Spindle time plus handling; track per machine.

CNC turning machine time

Time

Lathe ops on bar or chuck work

Hours × hourly rate. Cycle time plus handling; log per lot.

Deburr & edge break

Time

Edges need break or burr removal

Hours × hourly rate. Hand finishing to meet callouts and safe handling.

First article inspection (FAI)

Item

Customer requests first-piece signoff

Each × unit rate. Full first-piece check against drawing; deliver signed report.

Dimensional CMM inspection report

Time

Tight tolerances or PPAP needed

Hours × hourly rate. Program, run, and document measurement; archive data.

Material stock (bar/plate/tube)

Item

Taxable

Shop buys and supplies raw material

Qty × cost × (1 + markup%). Charge only what ships to the customer.

Custom fixture to keep

Item

Taxable

Dedicated workholding required

Each × cost × (1 + markup%). Customer-owned fixture for repeat runs; delivered with order.

Rush/expedite fee

Item

Ship date pulled in by customer

Each × flat rate. Prioritizes queue and after-hours coverage to meet date.

Save and reuse your CNC machining rates and fees

Create a free account and save material costs, machine time, and setup fees once, so nothing gets retyped.

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Common CNC Machine Shop Invoicing Mistakes

These come up in real shops and cause delays or disputes, but each has a simple fix that keeps cash moving.

Mistake

How to fix it

Leaving off the client PO or job number slows approvals and holds payment.

Put the PO and your job or work-order in the header and the email subject so AP can match it fast.

Not listing the part number and drawing revision leads to spec disputes and rework risk.

Mirror the exact part number and current revision from the PO or drawing on the invoice and packing slip.

Show the deposit as a credit and state the remaining balance due so totals reconcile cleanly.

State the allowed percentage in writing and bill only the quantity the client accepts.

Using shop jargon in descriptions confuses buyers and triggers manual review.

Use plain terms and short explanations so an approver with no machining background can match the PO.

Charging the wrong tax on materials or services risks penalties.

Apply tax only to taxable items and add a brief note on your treatment, and check local rules.

Machine Shops (CNC) Invoice FAQs

Price CAM time, fixtures, materials, tolerances, finishes, rush fees, and batch breaks the way CNC buyers expect. Add clear terms and line items. clear answers.

How do I bill programming and machine setup time?

List CAM programming and setup as separate nonrecurring lines. Example: “CAM programming, 2.5 hrs @ $95/hr = $237.50” and “Setup, 1.0 hr @ $110/hr = $110.” Use the Machine Shops (CNC) Invoice Template to keep both visible.

Can I charge NRE for fixtures and custom tooling?

Yes. Call it Nonrecurring Engineering and note ownership. Example: “Fixture design and build, NRE, 1 lot = $450” and “Custom form tool, NRE = $160.”

How should I price materials I source?

Show base material, cut waste, and markup. Example: “6061-T6 plate 0.5 in, 2.4 sq ft @ $12.00/sq ft = $28.80,” “Drop/waste factor 15% = $4.32,” “Material handling markup 15% = $4.98.”

What do I include for tight tolerances and inspection?

Add metrology time and any reports. Example: “CMM inspection, 0.6 hr @ $100/hr = $60” and “FAI report per drawing, 1 lot = $85.” Rules vary—check local rules.

How do prototype vs production runs differ on the bill?

Keep setup the same, then show price breaks by quantity. Example: “Per part, qty 5 = $62 each,” “Per part, qty 100 = $18 each,” with one setup line like “Setup, 1 lot = $110.”

What if the customer changes the drawing after PO?

Add a change order line and reprice affected ops. Example: “Change order CO-014, feature update, reprogram 1.0 hr @ $95/hr = $95” and “Rework, 0.5 hr @ $85/hr = $42.50.”

Should I add rush or after-hours fees?

Yes. Use an expedite fee or premium labor rate. Example: “Expedite, ship in 48 hours, 1 lot = $150” and “After-hours machining, 2.0 hrs @ $135/hr = $270.”

How do I bill finishing like anodize or heat treat?

Show vendor cost and your handling. Example: “Type II clear anodize, vendor cost = $220,” “Finishing coordination and QA handling, 1 lot = $45.” Pass-through plus a small handling fee is standard.