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Free Printing Invoice Template

Short answer

A printing invoice bills the quantities delivered at the quoted unit prices, plus setup, proofs and delivery, then credits the deposit and shows the balance.

A print invoice is mostly arithmetic, and that is exactly where disputes start: a run that came off the press a few copies short, an extra proof, a rush delivery. Billing the delivered quantities at the quoted unit prices, with the job reference and the approved proof date, gives the customer everything needed to check it against the delivery note in a minute.

Sample printing invoice

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Copperline Press

[Street address, city]
[Phone] · [Email]

Invoice

Number
INV-1042
Date
Oct 24, 2026
Due date
Nov 7, 2026
Reference
Quote Q-1042

Bill to

Westbrook Community Theatre

[Client address]

Job

Season brochures, posters and tickets

Example prices: replace with your own

DescriptionQtyAmount
Artwork check and preflight1 job× $45.00$45.00
Brochure, A5, 16 pages, 150gsm silk, saddle-stitched1000 copy× $1.15$1,150.00
Posters, A2, 170gsm gloss100 copy× $3.20$320.00
Tickets, numbered and perforated, 350gsm2000 ticket× $0.09$180.00
Folding brochures for mailing (half-fold)300 copy× $0.12$36.00
Hard-copy proof of brochure1 proof× $25.00$25.00
Plate and press setup1 job× $120.00$120.00
Delivery to venue1 delivery× $40.00$40.00
Subtotal
$1,916.00
Tax (example rate 7%)
$134.12
Total
$2,050.12
Deposit paid
−$1,025.06
Balance due
$1,025.06

Payment due within 14 days, by Nov 7, 2026. Pay by card: [payment link] · Bank transfer: [account details]

  • Delivered quantities are within the agreed 5% tolerance.
  • Deposit paid before printing has been deducted.
  • Proof approved by the customer before printing.
Fill it in online — free

What to include in a printing invoice

  • Job number and quote reference

    Your job number and the accepted quote number, plus the customer's purchase order if they gave one.

  • Quantities delivered

    Bill the quantity that left the press within the agreed tolerance, at the quoted unit price, and note any overs or unders.

  • Specification summary

    A short spec on each line (size, stock, finishing) so the invoice describes what was printed, not just a product code.

  • Setup, proofs and extras

    Setup, extra hard-copy proofs, artwork changes after approval and rush charges, each as its own line.

  • Delivery

    The delivery charge and the date delivered or collected, which matches the delivery note.

  • Deposit and balance

    Credit the deposit paid before printing and show the balance with its due date.

How to write a printing invoice, step by step

  1. Wait for the final count

    Invoice once the job is packed and counted, so quantities on the invoice match the boxes.

  2. Use the quoted unit prices

    Apply the unit prices from the quote to the delivered quantities.

  3. Add any approved extras

    Artwork changes, extra proofs or rush turnaround agreed after the quote, each on its own line.

  4. Apply tax and credit the deposit

    Add tax where it applies, then subtract the deposit to show the balance.

  5. Send it with the delivery note

    Invoicing on the day of delivery lets the customer check the goods and the bill together.

Payment terms and getting paid

Payment on collection, or within 14 days of delivery for account customers, are common terms in print. For a customer without an account, collecting the balance before releasing the job is also reasonable, if it was stated on the quote.

Show tax on its own line at the rate that applies where you trade; the rate in this example is illustrative only. Customers who reclaim tax will need the tax amount and your registration details on the invoice.

Frequently asked questions

What if the print run came out short?
Bill the quantity delivered, at the quoted unit price, as long as it is within the tolerance on the quote. If it is outside the tolerance, agree a reprint or a credit with the customer first.
Should setup costs appear on the invoice?
Yes, as they did on the quote. Keeping setup separate from per-copy prices makes the invoice easy to check and explains why small runs cost more per copy.
How do I bill artwork changes made after the proof?
If the customer asked for changes after approving a proof, add the artwork time and any new proof as separate lines, and note the date of the request. If the change meant reprinting, the quote terms on approved proofs decide who pays for the reprint.
When should a print shop invoice?
On delivery or collection, with the delivery note. For jobs paid in advance, send the invoice with the proof so the customer can pay before printing.

More templates and guides

Pricing a new job? Start with the matching quoteFree Printing Quote Template

Templates for related trades

Further reading

Send it as a branded invoice your client pays by card

i-quote sends the invoice in your brand with a Pay button, card payments go to your own Stripe account, and automatic reminders go out before and after the due date. The Free plan includes 3 invoices and 3 quotes a month.

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