Powder Coating Invoice Template

Free invoice templates for powder coaters built for parts and labor, materials, and surface prep. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: powder coating invoice, powder coating bill, or pow-coat invoice.

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Download Free Powder Coating Invoice Templates

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Custom Powder Coating Invoice Template

Best for:

Logo, PO, RAL code and lot fields.

Editable Powder Coating Invoice Template

Best for:

Edit media blast, plugs, hang time.

Printable Powder Coating Invoice Template

Best for:

Totals, tax, batch, signatures.

Free Powder Coating Invoice Template

Best for:

Color, prep, mask, bake, and notes.

How to Invoice as a Powder Coater

A simple flow from quote to paid, built for batch work, custom colors, and add-ons.

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In 5 Steps:

Inspect parts, confirm count, surface condition, prep needs, and target finish, then price the job.
Send a written quote that states rates and lead time, and collect a deposit when you must special-order powder or the run is large.
Open a work order, complete prep and coating, log color codes, batch numbers, and any approved changes.
Convert the work order to an invoice with clear lines for prep, coating, curing time, and extras, then add pickup or delivery if needed.
Apply the deposit to the balance, attach approval and batch notes, and send the invoice with payment options.

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What to Include in a Powder Coater Invoice

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

Invoice number and issue date
Your business name, address, contact, and tax ID
Client name and billing address
Job reference: PO or work order #
Part identifiers: descriptions, quantities, and dimensions
Coating spec: brand/color code, finish, target film thickness
Prep spec: stripping/blasting method and masking notes
Batch/lot # and cure date
Compliance identifiers: business license # and environmental ID (check local rules)
Payment terms, deposit reference, warranty window, and due date

Billing Scenarios for Powder Coaters

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

Minimum Batch Charge; Setup Time

Small run below your shop minimum

Covers the cost of firing the oven and getting the line ready when part count is low.

Chemical Strip; Media Blast

Parts arrive with old coating, rust, or oil

Prep restores a clean surface so the finish bonds and lasts.

Special-Order Powder; Material Deposit

Custom color not in stock

Secures the color and prevents waste if the job is canceled.

Rush Fee; Overtime Curing

Fast turnaround requested

Assign a lot number and cure date for every run and tie them to the invoice and work order.

Pickup/Delivery Service; Mileage

Pickup or delivery needed

Covers travel time and fuel to move parts safely.

Recoat at Request; Disposal Fee

Accounts for new labor and safe disposal of stripped powder.

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Common charges and fees for powder coating

Itemize labor, materials, surface prep, masking, and bake cycles with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Media Blasting & Prep

Time

Rust, mill scale, or old paint present

Time × hourly rate. Includes grit/media and cleanup; sets the profile for proper adhesion and longer service life.

Degrease & Pretreatment

Time

Oily or contaminated parts

Time × hourly rate. Include wash, rinse, phosphate/etch as needed; improves corrosion resistance and coating bond.

Masking & Plugging

Time

Threads, faces, or mating surfaces protected

Time × hourly rate. Include plugs, tape, caps; prevents coating where it doesn’t belong for clean assembly.

Single-Coat Powder Application

Item

Standard color, one pass

Qty × unit rate. Includes spray and cure; specify target film build and finish (matte, satin, gloss) in notes.

Two-Coat System (Primer+Top)

Item

Corrosion-prone or outdoor parts

Qty × unit rate. Primer plus topcoat; document system type and cure schedule for durability and warranty clarity.

Color Change & Booth Cleanup

Time

Switching powders mid-day

Time × hourly rate. Covers purge, filters, and wipe-down; prevents cross-contamination and off-shade parts.

Oven Time: Oversize/Thick

Time

Long cure or heavy mass parts

Time × hourly rate. Bill added bake/cycle time; note ramp/soak to avoid under-cure or orange peel.

Strip & Recoat

Item

Rework failed or wrong color

Qty × unit rate. Includes chemical/thermal strip and surface prep; restores part to clean substrate before recoating.

Pickup & Delivery (Local)

Item

You handle transport

Qty × unit rate. Per trip or per load; note mileage limits and require signed count-in/count-out sheets.

Replacement Fasteners/Hardware

Item

Taxable

Missing or damaged bolts, clips

Cost × (1 + markup%). Supply only items returned with the job; list part type and quantity for records.

Save and reuse your powder coating rates and fees

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

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Common Powder Coater Invoicing Mistakes

Invoices go sideways when details are fuzzy or buried. Use these fixes to prevent disputes and keep cash moving.

Mistake

How to fix it

Bundling prep and coating into one total hides scope and sparks price disputes.

Separate the work into clear lines with brief notes in plain words. Show quantities and units so clients can track each step.

Missing coating specs leads to mismatched color, gloss, or texture and costly rework.

List the brand line, color code, finish, and target film thickness, and attach a photo or sample approval.

Record each change with a date, name, and note in the file. Add the approved work as new lines and get a quick signoff before you start.

Assign a lot number and cure date for every run and tie them to the invoice and work order.

Using a catch-all “shop supplies” fee looks padded and triggers pushback.

Either itemize common consumables in plain terms or include them in your stated minimum so the cost is clear.

Vague warranty terms create open-ended risk and more callbacks.

State what is covered, for how long, and what voids coverage, and include care and handling notes.

Powder Coating Invoice FAQs

Line items for blasting, masking, color changes, oven time, and freight. Terms for deposits, progress billing, and AAMA notes. Powder Coating Invoice Template clear answers.

How do you price small parts vs large frames?

Most coating shops price small parts per piece and large fabrications by square foot plus oven time. Show your method and rates. Line item: “Gate frame, 42 sq ft @ $6/sq ft = $252” and “Oven cure, 1.0 hr @ $90/hr = $90.”

What should go on the invoice for a mixed batch of parts?

List each part, prep step, color code, and finish thickness. Add lot numbers for powder and any QC tests. Line item: “Masking and plug set, 12 parts @ $2.50 = $30” and “RAL 9005, 2.5–3.0 mils, Lot 7A.”

Can I charge a color change or purge fee?

Yes. A color swap requires cleanup and waste. Line item: “Color change purge, 1 event = $35.”

How do deposits work for custom colors?

Take a deposit before ordering non-stock powder. Note that unused powder is not refundable. Line item: “Custom powder deposit, 50% of $180 = $90.”

Do blasting and masking bill separately?

Yes. Price blasting by time or square foot and masking per part or set. Line item: “Media blasting, 1.5 hrs @ $85/hr = $127.50” and “Thread masking, 20 pcs @ $1.25 = $25.”

How do you bill for rework caused by oil or silicone contamination?

Charge inspection and recoat when substrate contamination is customer-side. Note photos and cause in your notes. Line item: “Contamination rework, 8 pcs @ $12 = $96.”

Can I use progress billing on a railing contract with a GC?

Yes. Finishing contractors often bill by milestone with retainage. Line item: “Progress draw 2, 320 lf rail @ $9/lf = $2,880, less 10% retainage = $2,592.”

Can I add pickup, delivery, and packaging as separate line items?

Yes. Quote round-trip freight, custom crating, and shrink wrap. Line item: “Local delivery, 18 mi @ $3/mi = $54” and “Foam wrap and carton, 6 pcs @ $4 = $24.”