Upholstery invoice template
Upholstery invoice template: labour per piece, fabric by the metre, foam per cushion and collection, with a note of who supplied the fabric.
Templates by industry
- Reupholster a three-seater sofa, labour
- Fabric, plain weave, per metre
- Replace seat foam, per cushion
- Collection and delivery
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Reupholster a three-seater sofa, labour" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Collection and delivery". 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.
Reupholstering a sofa is labour, fabric and filling, and each moves the price in its own way. A patterned fabric needs more metres to match the repeat, old foam may be fine or crumbling, and the frame can hide surprises. This invoice gives each its own line: labour for the piece, fabric by the metre with its name, foam per cushion, and collection and delivery. If the customer chose their own fabric, the notes say so and the fabric line disappears.
Fields to prepare
- Deliverables and line items
- Reupholster a three-seater sofa, labour, Fabric, plain weave, per metre, Replace seat foam, per cushion, Collection and delivery: record the quantities actually supplied and the service period.
- Reupholster a three-seater sofa, labour
- Describe the piece and the work, such as stripping to the frame, re-webbing and new piping, so the price can be judged.
- Fabric, plain weave, per metre
- Give the fabric name and colour and the metres used, including any extra needed to match a pattern.
- Replace seat foam, per cushion
- Say the foam density or grade and whether the cushions were wrapped, since comfort complaints start here.
- Collection and delivery
- Date the collection and the delivery, and note any damage to the piece that was there before you took it.
- 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
- Give the fabric meterage and who supplied the fabric, list foam and webbing replaced, and date the collection and the return of the piece.
Before sending
- Does “Reupholster a three-seater sofa, labour” show the quantity actually supplied, not the quantity first quoted?
- Is “Fabric, plain weave, per metre” charged at the rate the customer agreed to, with any change approved?
- Is “Replace seat foam, per cushion” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Collection and delivery” 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 |
|---|---|---|
| Reupholster a three-seater sofa, labour | 1 × $620.00 | $620.00 |
| Fabric, plain weave, per metre | 12 × $28.00 | $336.00 |
| Replace seat foam, per cushion | 3 × $45.00 | $135.00 |
| Collection and delivery | 1 × $80.00 | $80.00 |
| Subtotal | $1,171.00 | |
| Sales tax (8%) | $93.68 | |
| Total | $1,264.68 | |
Net amount $1,171.00, sales tax $93.68, total payable $1,264.68.
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
The customer supplied the fabric: what changes?
Leave the fabric line off and note that the fabric was supplied by the customer, with the metres they provided. If it ran short, say so before you start, not on the invoice.
Why does a patterned fabric need more metres?
The pattern has to line up across cushions, arms and back, so some fabric is cut away. Show the extra in the metres used and mention the pattern repeat in the notes.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $93.68 on a net amount of $1,171.00, for a total of $1,264.68. 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 change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Upholstery invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.