Print Shop Invoice Template
A print shop invoice bills job, lists products, labour and fees on separate lines and states the terms (Due at pickup; account customers Net 30). This template is pre-filled for print business cards, 500 postcards and 25 laminated tri-fold menus for a restaurant opening: 9 lines totalling $561.00 before tax. Edit it and download the PDF.
Pre-filled for a print shop: print business cards, 500 postcards and 25 laminated tri-fold menus for a restaurant opening. Example prices: replace them with your own.
From
Fox Hollow Print Shop
727 Market Street
Fairview, OR 97024
billing@example.com
(978) 555-0127
Invoice
Bill to
Avery Lindqvist
140 Orchard Drive
Madison, WI 53703
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Business cards, 16 pt matte, 4/4 colorTwo names, 500 cards each | 2 set of 500 | $48.00 | $96.00 |
| Postcards 6x9 in, 14 pt gloss, 4/4 color | 500 each | $0.32 | $160.00 |
| Tri-fold menus, 11x17 in, 100 lb gloss text | 25 each | $3.20 | $80.00 |
| Menu lamination, 5 mil | 25 each | $1.50 | $37.50 |
| Scoring and folding | 25 each | $0.40 | $10.00 |
| File preparation: add bleed, convert RGB to CMYK | 1.5 hr | $65.00 | $97.50 |
| Hard-copy proof of menu | 1 each | $15.00 | $15.00 |
| Rush turnaround, 2 business days | 1 job | $45.00 | $45.00 |
| Local delivery | 1 trip | $20.00 | $20.00 |
- Subtotal
- $561.00
- Balance due
- $561.00
Notes
Thank you for choosing Fox Hollow Print Shop. Terms: Due at pickup; account customers Net 30.
Payment details
Bank transfer or card. Please quote the invoice number.
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Print Shop invoice at a glance
| Typical job | Print business cards, 500 postcards and 25 laminated tri-fold menus for a restaurant opening |
|---|---|
| Main billing unit | job |
| Usual payment terms | Due at pickup; account customers Net 30 |
| Deposit practice | New customers and large runs are often asked to pay half at proof approval, since a printed job carries someone else's name and cannot be resold. |
| Sample lines | 9 lines, $561.00 before tax |
| Largest line | Postcards 6x9 in, 14 pt gloss, 4/4 color: $160.00 (29%) |
| Labour hours billed | 1.5 h, $97.50 |
| Trade-specific fields | Job ticket no., Proof approval date, Paper stock and finish, Ink colors (4/4, 4/0, 1/0), Quantity ordered |
Sample print shop invoice line items
Print business cards, 500 postcards and 25 laminated tri-fold menus for a restaurant opening: 9 lines adding up to $561.00, split into products $336.00 (60%), labour $97.50 (17%) and fees $60.00 (11%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Business cards, 16 pt matte, 4/4 color (Two names, 500 cards each) | 2 set of 500 | $48.00 | $96.00 |
| Postcards 6x9 in, 14 pt gloss, 4/4 color | 500 each | $0.32 | $160.00 |
| Tri-fold menus, 11x17 in, 100 lb gloss text | 25 each | $3.20 | $80.00 |
| Menu lamination, 5 mil | 25 each | $1.50 | $37.50 |
| Scoring and folding | 25 each | $0.40 | $10.00 |
| File preparation: add bleed, convert RGB to CMYK | 1.5 hr | $65.00 | $97.50 |
| Hard-copy proof of menu | 1 each | $15.00 | $15.00 |
| Rush turnaround, 2 business days | 1 job | $45.00 | $45.00 |
| Local delivery | 1 trip | $20.00 | $20.00 |
| Subtotal | $561.00 | ||
| Total before tax | $561.00 |
What a print shop invoice should include
- Your print shop name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Avery Lindqvist in the sample)
- A unique invoice number (INV-9373) and the issue date
- Payment terms and a due date: Due at pickup; account customers Net 30
- Job ticket no.: for example Print business cards, 500 postcards and 25 laminated tri-fold menus for a restaurant opening
- Proof approval date: for example 23 November 2026
- Paper stock and finish: for example See notes
- Ink colors (4/4, 4/0, 1/0): for example See notes
- Line items in job or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How print shops bill
Prices each job by quantity, paper stock, ink coverage and finishing, with file preparation, proofs and rush turnaround charged on their own lines.
Print shops commonly use "Due at pickup; account customers Net 30", so payment is due 30 days after the invoice date. New customers and large runs are often asked to pay half at proof approval, since a printed job carries someone else's name and cannot be resold.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Printing Press Operators $21.71 (employees, not contractor rates). The sample's $65.00 per hour for "File preparation: add bleed, convert RGB to CMYK" is 3.0 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Print Shop invoicing tips
- Write the color notation (4/4, 4/0, 1/0) and paper weight on each line; customers rarely know the terms, yet they are what separates your price from an online printer's single-sided, thin-stock offer.
- Print the date the customer approved the proof, because a typo found after the press run is the customer's cost once the proof was signed off.
- Say whether the invoice bills the ordered quantity or the delivered count, since long press runs can come off the finishing line with slightly more or fewer pieces than ordered.
- Charge fixes to supplied files, such as missing bleed, low-resolution photos or RGB color, as preparation time on its own line so the customer sees what a print-ready file would have saved.
Print Shop billing disputes to head off
- Color is the classic printing dispute. Noting that screen colors differ from ink on paper, and whether the customer declined a hard-copy proof, protects the job when the logo looks darker than on a laptop.
- Rush jobs squeezed into a full press schedule sometimes slip; printing the agreed ready date beside the rush fee makes clear what that fee bought.
Work a print shop can bill for
Core tasks of Printing Press Operators (O*NET 51-5112.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Adjust ink fountain flow rates.
- Change press plates, blankets, or cylinders, as required.
- Clean ink fountains, plates, or printing unit cylinders when press runs are completed.
- Clean or oil presses or make minor repairs, using hand tools.
- Collect and inspect random samples during print runs to identify any necessary adjustments.
- Examine job orders to determine quantities to be printed, stock specifications, colors, or special printing instructions.
How to make a print shop invoice
-
Add both parties
Enter Fox Hollow Print Shop (your business) and the customer, Avery Lindqvist, then job ticket no..
-
Number and terms
Give it a unique number such as INV-9373 and set the terms to Due at pickup; account customers Net 30.
-
List the work
One line per item: the sample runs from "Business cards, 16 pt matte, 4/4 color" (2 set of 500) to "Local delivery" (1 trip).
-
Check the total
The 9 lines come to $561.00; add sales tax only if your state taxes commercial printing.
-
Download and send
Download the PDF or print it, then keep a copy with the commercial printing records.
Frequently asked questions
How do I make a print shop invoice?
Add your print shop details, the customer, job ticket no., proof approval date, paper stock and finish and ink colors (4/4, 4/0, 1/0), then one line per item with quantity and rate. The template above is pre-filled with 9 lines for print business cards, 500 postcards and 25 laminated tri-fold menus for a restaurant opening totalling $561.00; change the prices and download the PDF.
How do print shops charge?
Mostly job. Prices each job by quantity, paper stock, ink coverage and finishing, with file preparation, proofs and rush turnaround charged on their own lines.
When should a print shop invoice be paid?
Due at pickup; account customers Net 30 is the usual arrangement. New customers and large runs are often asked to pay half at proof approval, since a printed job carries someone else's name and cannot be resold. Put the terms and the due date on the invoice so there is no doubt.
How much do print shops earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Printing Press Operators $21.71 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.