Upholstery Invoice Template

Free invoice templates for upholsterers built for parts and labor, materials, and pickup and delivery charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: upholstery invoice, upholstery bill, or auto upholstery invoice.

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Download Free Upholstery Invoice Templates

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

Custom Upholstery Invoice Template

Best for:

Logo, PO and design fields.

Editable Upholstery Invoice Template

Best for:

Edit yardage, labor, pickup, rush.

Printable Upholstery Invoice Template

Best for:

Totals, tax, approvals, signatures.

Free Upholstery Invoice Template

Best for:

Fabric, cushions, foam, repairs, notes.

How to Invoice as an Upholsterer

Turn an approved work order into a clear bill that covers labor, materials, and the deposit without surprises.

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In 5 Steps:

Confirm scope and fabric choice, take measurements, and note any visible repairs.
Price labor by task and time, including extras like pattern matching, tufting, or leather.
List materials by yardage and parts, then add pickup or delivery, disposal, and taxes per rules.
Issue a deposit request before ordering materials and record the amount on the invoice.
After completion, add approved extras, apply the deposit to the balance, and send the final invoice with a clear due date.

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What to Include in an Upholsterer Invoice

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

Business name, logo, and contact info
Client name and contact info
Invoice number
Issue date and due date
Work order or quote reference
Service location or pickup/delivery address
Fabric details (supplier or COM), SKU, and yardage
Itemized labor, materials, and shop services
Payments: deposit received, prior payments, and balance due
Compliance and terms: business license/registration #, sales tax ID, transport carrier or vehicle ID if delivering, warranty and care notes, check local rules

Billing Scenarios for Upholsterers

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

COM handling fee; Cutting waste allowance

Client supplies their own fabric (COM)

Covers extra handling risk and the yardage lost to flaws or repeats.

Pattern matching surcharge; Extra yardage

Patterned or directional fabric

Matching repeats takes more time and fabric.

Foam replacement; Dacron wrap

Cushion rebuild discovered after strip-down

Clarifies the material upgrade needed to restore comfort and shape.

Spring/webbing repair; Frame reinforcement

Loose springs or broken webbing found

Mark which items are taxable and calculate tax correctly, then note exemptions; check local rules.

Pickup and delivery; Mileage

Home pickup and return

Transport takes time and fuel separate from shop work.

Fabric protector; Dry time hold

Adds materials and shop time before delivery.

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What upholsterers usually bill for

List labor, fabric yards, foam, materials, and pickup or delivery with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Sofa reupholstery labor

Item

When recovering a sofa

Qty × fixed price or Time × hourly rate. Excludes fabric; document approved pattern direction and seams.

Fabric yardage (shop-supplied)

Item

Taxable

When supplying upholstery fabric

Yards × cost × (1 + markup%). Note fabric width, repeats, and extra for pattern match.

Cushion foam insert

Item

Taxable

When replacing cushion cores

Each × cost × (1 + markup%). Confirm firmness, thickness, and crown before cutting.

Cushion re-stuff/install

Item

When fitting new foam/wrap

Qty × hourly rate or per cushion. Include poly wrap; photograph fit before closing.

Webbing/strapping replacement

Item

When seat support sags

Qty × hourly rate + materials pass-through. Tighten to spec; test sit for deflection.

Frame tighten/repair

Time

When joints creak or loosen

Hours × hourly rate. Clamp and glue as needed; note visible touch-ups required.

Pickup & delivery

Item

When transport is requested

Trip count × rate. Specify floor level and access; protect pieces in transit.

Pattern match & layout

Time

When aligning repeats/plaids

Hours × hourly rate. Plan cuts to center motifs; reduces waste and rework.

Old material disposal

Item

When hauling away foam/fabric

Bags or pieces × rate. Separate recyclables; get client consent before landfill.

Rush turnaround fee

Item

When deadline is compressed

Each × rush rate. Applies to shop-priority scheduling; set clear delivery date in writing.

Save and reuse your upholstery services and prices

Create a free account and save labor, fabric, and pickup fees once, so nothing gets retyped.

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Common Upholsterer Invoicing Mistakes

Real jobs get messy, but these fixes keep bills clean and payments smooth.

Mistake

How to fix it

Bundling labor and materials into one lump line makes totals hard to trust and slows payment.

Separate labor, parts, and services with clear units and rates. Clients see what they bought and pay faster.

Skipping written approval for mid-job changes leads to unpaid work.

Pause, document the change, price it, and get a signature or email okay before you proceed.

State the deposit amount, timing, and refundable rules on every invoice. Show the deposit applied to the final balance.

Mark which items are taxable and calculate tax correctly, then note exemptions; check local rules.

Using shop jargon instead of plain words confuses clients and triggers back-and-forth.

Use simple, consumer-friendly terms and short notes so anyone can read the bill.

No warranty or care notes invites callbacks and chargebacks.

Add a clear workmanship warranty window and basic care guidance. Keep it consistent across jobs.

Upholstery Invoice FAQs

Price by yard, cushion, or booth. Add foam upgrades, tufting, pickup/delivery, fire labels, and after-hours installs. Upholstery Invoice Template: clear answers.

How do I bill when the client provides COM fabric?

Add a COM handling line plus labor and any repeat waste. Example: “COM handling $35, Labor: club chair $450, Fabric waste 15% x $28/yd.”

What’s the right way to price a tufted sofa with nailhead trim?

List base labor, then add surcharges per feature. Example: “Labor—sofa 84” $1,250, Diamond tufting 4 panels x $90 = $360, Nailhead 22 ft x $4 = $88.”

Do foam and batting upgrades go as separate charges?

Yes. Show material grade and quantity. Example: “Foam—HR 2.5 density seat 3 @ $65 = $195, Batting—Dacron wrap 6 yds @ $6 = $36.”

How should pickup and delivery be shown for homes and businesses?

Use zone rates plus access fees. Example: “Pickup/Delivery Zone B $95 each way, Stairs 3 flights @ $10 = $30.”

How do I account for pattern repeat and railroaded fabric yardage?

Note the repeat and add calculated waste. Example: “Fabric yardage 14 yds @ $28, Pattern repeat 27” waste +3 yds @ $28.”

What’s the best way to price after-hours installs for restaurant booths?

Add an off-hours multiplier or a per-hour premium. Example: “Install—booths 6 units $300, After-hours premium 1.5x = $450.”

What deposit and progress terms make sense for custom work?

Most upholsterers take 50% to start, balance on delivery; commercial jobs may include retainage. Example: “Deposit 50% $1,200, Progress draw at fabric arrival $600, Balance on delivery $600.”

How do I show fire-retardant compliance for a commercial client?

List the standard and attach certificates. Example: “Foam CAL 117-2013, Fabric NFPA 260/701 treated—certificate provided $35 doc fee.” Rules vary—check local rules.