Printing invoice template for setup, proofs, print runs and signage

What a printing invoice template records that a shop invoice does not

A print job is defined by its specification, not just its name, so the invoice should repeat the spec the customer approved. “Flyers, 2,500” leaves room for argument. “A5 flyers, 350gsm satin, full color both sides, 2,500” does not, because it matches the proof and the quote line for line.

• Size and format, such as A5, DL tri-fold or 600 by 900 mm.
• Stock and weight, such as 350gsm satin or 3 mm ACM.
• Print sides and color, plus finishes like lamination or round corners.
• Quantity ordered and the date the proof was approved.
• Delivery or pickup, and the customer’s job or PO reference.

Setup, proofs and print runs as separate lines

Printers usually charge setup once per artwork, proofs per round beyond an included number, and the run itself by quantity, often priced per thousand so price breaks are easy to see. Signs are priced per item, with fitting as its own line. The figures below are examples in Australian dollars only.

Charging for extra proof rounds and artwork changes

Proof rounds are where print margins quietly disappear. Say on the quote how many rounds are included, often two, and what each extra round costs. Then, when a customer sends a fourth set of changes, the invoice line “Additional proof round, changes to prices and logo” reflects something they already agreed to.

Keep the approved proof with the job. If the customer signs off a proof with a spelling mistake and asks for a reprint, that reprint is a new chargeable run. If the mistake was yours, reprint at your cost and leave it off the invoice entirely, rather than billing it and crediting it back.

Overs, unders and reprints on a print shop invoice

Presses rarely stop at the exact quantity, so most printers state a small tolerance in their terms and invoice the quantity ordered. Write the delivered count in the notes, for example “2,560 delivered against 2,500 ordered, overs not charged”, so the customer sees you are not billing the spare sheets.

If you deliver short, bill only what you supplied, or print the balance and invoice the full order once it is done. Avoid leaving the original quantity on the invoice with a promise to make it up later.

Signage invoices: measuring, making and fitting

A signage invoice covers more than printing. A shopfront panel might involve a site measure, artwork, production, removal of the old sign and fitting at height. Each is a different kind of cost, so give each its own line, with the location.

If you hire a scissor lift or pay a council permit fee for the customer, list it separately and say it is passed through at cost. A deposit before you order panels protects you on large jobs, and our guide to deposit invoices shows how to deduct it on the final bill.

GST on Australian print and sign invoices

A printer registered for GST in Australia adds GST at 10% and must give a tax invoice when a taxable sale is more than $82.50 including GST, or whenever the customer asks. The document must say “tax invoice” and show your business name, ABN, issue date, what you sold and the GST.

A box of business cards at $90 plus $9 GST comes to $99, so it needs a tax invoice. For sales over $1,000, the buyer’s identity or ABN must also appear. If a customer asks for a tax invoice later, you have 28 days to provide it. Our explainer on what makes a tax invoice compares the rules in other countries.

Starting from the print studio sample

Download this layout as Word, Excel or PDF with the buttons on this page, or open the print shop invoice maker with the Brisbane sample. It loads setup, an extra proof, two print runs, corflute signs and a fitted panel, with GST at 10% and room for the customer’s ABN.

Our small business invoice template suits a counter that sells goods and design time together, while this one follows a production job. Studios that also sell layout work can use the graphic design invoice. Every other layout is on the templates page.