Jewelry invoice
Invoice template for jewelers: custom piece, stone setting, and engraving and repair. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Custom piece
- Stone setting
- Engraving and repair
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Custom piece" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Engraving and repair". 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.
Jewelry invoices are kept for years: for insurance, for resale and for the warranty when a ring is later resized. They should describe the piece well enough to identify it without the box. This template separates making a custom piece, setting stones that may be the client's own, and smaller bench work such as engraving or repairs. When a client brings old gold or a family stone, the invoice is also where you record what was received and what was returned.
Fields to prepare
- Deliverables and line items
- Custom piece, Stone setting, Engraving and repair: record the quantities actually supplied and the service period.
- Custom piece
- Describe metal, purity and finished weight, such as 18-carat yellow gold at 4.2 g, and the design reference or sketch number the client approved.
- Stone setting
- Name each stone with its type, size or carat weight and setting style, and mark stones the client supplied so they are not taken as sold by you.
- Engraving and repair
- Give the exact engraving text and typeface, and for repairs say what was done, such as rebuilding two claws or replacing a clasp.
- 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
- Record the weight and grade of metal and stones, whether a certificate is included, and the warranty on resizing.
Before sending
- Does “Custom piece” show the quantity actually supplied, not the quantity first quoted?
- Is “Stone setting” charged at the rate the customer agreed to, with any change approved?
- Is “Engraving and repair” finished and accepted, or does it belong on a later invoice?
Show 3 more
- 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: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Custom piece | 1 × $80.00 | $80.00 |
| Stone setting | 20 × $1,500.00 | $30,000.00 |
| Engraving and repair | 5 × $60.00 | $300.00 |
| Subtotal | $30,380.00 | |
| Sales tax (8%) | $2,430.40 | |
| Total | $32,810.40 | |
Net amount $30,380.00, sales tax $2,430.40, total payable $32,810.40.
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
How do I account for a client's old gold used in a new piece?
Record the weight and purity received at intake, then state in the notes the agreed credit for it and the balance due, so the price of the new piece stays visible. Whether such an exchange has tax consequences is something to check under local rules.
What should the invoice say for insurance purposes?
Insurers need a description that identifies the piece: metal, weight, stones with their sizes and any certificate numbers. The invoice records the price paid; if the client needs a valuation for insurance, offer it as a separate service instead of writing a value on the invoice.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $2,430.40 on a net amount of $30,380.00, for a total of $32,810.40. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
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 Jewelry invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.