Download Free Manufacturer 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.

Custom Manufacturer Invoice Template

Best for:

Logo, PO, lot and quality fields.

Editable Manufacturer Invoice Template

Best for:

Edit BOM lines, setup, change fees.

Printable Manufacturer Invoice Template

Best for:

Totals, tax, ship terms, signatures.

Free Manufacturer Invoice Template

Best for:

SKU, qty, unit cost, tooling, lead.

How to Invoice as a Manufacturer

Keep it tight, match the PO, and tie every charge to real work so AP can pay without chasing you.

Free Online Invoice Generator

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In 5 Steps:

Gather the PO or contract, spec revision, packing list, and shipped quantities from the order.
If custom or long-run, issue a deposit invoice and start work only after the deposit clears.
On shipment or milestone, build the final invoice straight from the work order and packing list.
Apply any deposit as a credit, then add freight, packaging, taxes, and other valid charges.
Attach required certs, set the due date per terms, send the invoice, and log it for follow-up.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Manufacturer Invoice

These are the must-have fields for clear, compliant invoices that move through AP fast.

These are the must-have fields for clear, compliant invoices that move through AP fast.

Supplier legal name, address, contact, and tax ID
Invoice number and issue date
Customer bill-to and ship-to details
Purchase order or contract number
Work order or production order number
Item table with SKU, description, revision, quantity, and UOM
Lot or batch number and manufacture date per item
Delivery terms and ship method (Incoterms)
Regulatory identifiers: HS code/ECCN and country of origin
Compliance documents: COA, SDS, and RoHS/REACH references or attachments
Payment terms, deposit received, and remaining balance due
Tax details and exemptions (resale certificate), check local rules

Billing Scenarios for Manufacturers

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

NRE setup fee; Tooling charge

Custom product requires design time or fixtures

These cover one-time prep to make your run possible.

Expedite fee; Priority production

Client needs a shorter lead time than quoted

This offsets overtime and schedule disruption to move their order up.

MOQ shortfall fee; Small-batch surcharge

Order quantity is below the minimum run size

Setup costs spread over very few units raise the per-unit cost.

Custom packaging; Pallet/crate

Extra protection or export-ready packaging requested

Attach or reference COA, SDS, and RoHS/REACH or other declarations; check local rules.

Change order adjustment; Rework labor

Spec changed after release to production

Captures added work and material differences caused by the change.

Freight (prepaid & add); Cargo insurance

Passes through carrier costs and risk coverage.

Free Invoice Generator

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Common charges and fees for manufacturers

List materials, labor, finishes, quantities, and shipping charges with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Materials (raw stock/resin)

Item

Taxable

You supply raw material

Qty × unit cost × (1 + markup%). List grade, spec, and heat/lot for traceability.

Machine time (CNC/press)

Time

Parts run on a machine

Hours × hourly rate. Note machine, operation, and cycle time to justify throughput.

Assembly labor

Time

Subassemblies or final build

Hours × hourly rate. Call out station, work steps, and skill level for clarity.

Setup & changeover

Time

New job or line switch

Hours × hourly rate. Include setup sheets or program IDs to document readiness.

Custom tooling / NRE

Item

Fixtures, jigs, or programming

Cost × (1 + markup%). State ownership and maintenance terms in the description.

First article / sample approval

Item

Initial part approval required

Per-sample fee. Covers FAI report, measured features, and signoff before production.

Packaging materials

Item

Taxable

Boxes, bags, inserts applied

Qty × unit cost × (1 + markup%). Separate from packing labor to keep tax clean.

Pallets & crating

Item

Taxable

Freight requires pallet/crate

Qty × unit cost × (1 + markup%). Note pallet type, crate build, and ISPM spec if needed.

Freight & shipping

Item

You arrange transportation

Pass-through as billed. Attach carrier invoice and tracking for transparency.

Expedite / rush production

Item

Pull-in dates or hot jobs

Flat or tiered fee. Applies to overtime/priority queuing; confirm new promise date.

Save and reuse your manufacturing rates and fees

Create a free account and save labor rates, material costs, and shipping charges once, so nothing gets retyped.

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Common Manufacturer Invoicing Mistakes

Real-world snags slow payment and spark disputes; these fixes keep cash moving and buyers confident.

Mistake

How to fix it

Leaving off the PO or work order slows AP matching and stalls payment.

Show the exact PO and your internal order in the header and file name so the buyer’s system auto-matches.

Not stating payment terms or a clear due date creates float and confusion.

Spell out terms like Net 30, deposit rules, and the due date aligned to ship or milestone completion.

Print lot or batch per line and mirror the packing list and certificate of analysis.

Attach or reference COA, SDS, and RoHS/REACH or other declarations; check local rules.

Vague line descriptions hide the SKU, spec revision, or unit of measure and trigger back-and-forth.

Use clear SKUs, plain-English descriptions, revision, UOM, and tolerances so buyers know exactly what they’re paying for.

Omitting warranty terms and claims steps leaves you exposed to avoidable RMAs.

State warranty length and coverage plus the RMA process with contact info and timelines.

Manufacturers (General) Invoice FAQs

Build cleaner bills for machining, fab, assembly, packaging, PPAP docs, freight, and change orders. Use the Manufacturers (General) Invoice Template to speed payment, clear answers.

How should we bill setup and tooling on first runs?

List setup as NRE and show tooling separately. Note if you’ll amortize tooling over units. Example: “CNC Setup (NRE): 4 hrs @ $95/hr = $380” and “Custom Die: one-time = $1,800.”

What belongs in a unit price when the customer supplies materials?

Price labor, consumables, and normal scrap. Add a handling fee only if agreed. Example: “Labor: 0.35 hr/pc @ $90/hr = $31.50,” “Coolant/abrasives: $0.40/pc.”

Do we charge sales tax on fabricated parts?

Rules vary—check local rules. Many states tax materials, not true manufacturing labor with a resale certificate. Example: “Aluminum 6061-T6: $420 taxable,” “Fabrication Labor: $0 non-tax.”

How do we price rush orders and overtime?

Add an expedite percentage or an overtime rate. Call out the lead time impact. Example: “Expedite Fee: 20% of line subtotal = $260,” or “Overtime Labor: 6 hrs @ $135/hr = $810.”

Where do PPAP, FAI, and certs appear?

Create a Quality section with each document as its own line. Include per-lot pricing. Example: “PPAP Level 3 Package: $350/lot,” “FAI Report: $150,” “Material Certs: $25/heat.”

How do we bill engineering changes after release?

Use a change order line that covers reprogramming, retooling, and scrapped WIP. Tie it to the ECN number. Example: “ECN 24-117 Reprogramming: 3 hrs @ $95/hr = $285,” “Scrap Write-off: 40 pcs @ $2.10 = $84.”

Where should shipping appear on the invoice?

Place freight after parts and services and note Incoterms. If prepaid and add, say so. Example: “Freight: Prepaid & Add (FOB Origin) = $146,” “Palletizing: 4 pallets @ $12 = $48.”

How do we handle MOQs and partial shipments?

Show the quoted MOQ, then list shipped quantity and any storage or split fees. Keep the unit price consistent if contracted. Example: “Unit Price: 1,000 pc MOQ @ $7.20,” “Shipment 1: 400 pcs = $2,880,” “Storage: $35/month.”