Dental laboratory invoice template
Dental laboratory invoice template: crowns, bridges and appliances per unit, rush work on its own line, cases referred to by the clinic’s number and dentist.
Templates by industry
- Monolithic zirconia crown, per unit
- Metal-ceramic bridge, 3 units
- Night guard, per arch
- Rush surcharge, 48-hour turnaround
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Monolithic zirconia crown, per unit" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Rush surcharge, 48-hour turnaround". Reconcile delivered quantities with approved specifications and hand over inspection and use or installation records.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A dental laboratory bills clinics, not patients, usually once a month and for dozens of cases at a time. Each case has a unit price that depends on the material, a date it was received and a date it went back, and sometimes a rush. Clinics reconcile the invoice case by case against their own records, so the cases must be identifiable without a patient’s name. Units are listed by type with the rush charge on its own line, and case numbers and dates stay in the notes.
Fields to prepare
- Deliverables and line items
- Monolithic zirconia crown, per unit, Metal-ceramic bridge, 3 units, Night guard, per arch, Rush surcharge, 48-hour turnaround: record the quantities actually supplied and the service period.
- Monolithic zirconia crown, per unit
- Give the case number, the tooth position and the material for each unit; clinics reconcile the month by case, not by name.
- Metal-ceramic bridge, 3 units
- State how many abutments and pontics the bridge has and which alloy or ceramic was used; both decide the price, and the clinic will check them.
- Night guard, per arch
- Mention the arch and whether the guard is hard or soft; a guard billed per arch is clearer than one billed per piece.
- Rush surcharge, 48-hour turnaround
- Show the date the case arrived and the date the rush was agreed, since a clinic that sent the case late may dispute the surcharge.
- Specification and revision
- Record the approved drawing or file revision, material, dimensions, finish and agreed tolerances.
- Setup and production quantity
- Separate one-time setup from per-unit production and define inspection, packing and transport allowances.
- Scope to agree
- Refer to each case by the clinic’s case number and the dentist’s name, not the patient’s, list units and materials per case, and note the dates the work was received and returned.
Before sending
- Does “Monolithic zirconia crown, per unit” show the quantity actually supplied, not the quantity first quoted?
- Is “Metal-ceramic bridge, 3 units” charged at the rate the customer agreed to, with any change approved?
- Is “Night guard, per arch” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Rush surcharge, 48-hour turnaround” show the quantity actually supplied, not the quantity first quoted?
- Define the sample or proof that must be approved before production and its approval deadline.
- Distinguish defect and rework handling from the cost of customer specification changes.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Monolithic zirconia crown, per unit | 6 × $95.00 | $570.00 |
| Metal-ceramic bridge, 3 units | 1 × $260.00 | $260.00 |
| Night guard, per arch | 2 × $70.00 | $140.00 |
| Rush surcharge, 48-hour turnaround | 1 × $40.00 | $40.00 |
| Subtotal | $1,010.00 | |
| Sales tax (8%) | $80.80 | |
| Total | $1,090.80 | |
Net amount $1,010.00, sales tax $80.80, total payable $1,090.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Should patients’ names be on the invoice?
Generally not. The clinic’s case number or code and the dentist’s name are enough to match the work and keep personal details off a document that circulates through accounts. Check the data protection rules that apply where you work.
How do I bill a remake or an adjustment?
Decide in your terms what is free, such as an adjustment within a set period, and what is charged, such as a remake after a changed impression. Record anything free as a note against the case, so its history stays complete.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $80.80 on a net amount of $1,010.00, for a total of $1,090.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Dental laboratory invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.