Vehicle wrap invoice template
Vehicle wrap invoice template: design and proof, printed film, fitting and removal of old graphics on separate lines, with the film brand and approval date.
Templates by industry
- Livery design and print proof
- Printed cast vinyl, full van wrap
- Fitting by two installers, 2 days
- Removal of old graphics
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Livery design and print proof" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Removal of old graphics". Deliver the activity log, results with reporting periods and data sources, and a list of next actions.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A vehicle wrap is a printed product fitted by hand, and what goes wrong is rarely the vinyl but the steps in between: a proof nobody signed, a panel that was not in the quote, old graphics that took a day to strip. The invoice is where those steps become visible. This template separates the design stage, the printed film, the fitting days and the removal of old graphics, and the notes record the film brand, the approval date and how long the wrap must cure.
Fields to prepare
- Deliverables and line items
- Livery design and print proof, Printed cast vinyl, full van wrap, Fitting by two installers, 2 days, Removal of old graphics: record the quantities actually supplied and the service period.
- Livery design and print proof
- Say what the design stage included, such as two proof rounds, and that the customer signed the proof; later colour complaints go back to that signature.
- Printed cast vinyl, full van wrap
- Name the film brand, series and finish and which panels are covered; the roof, door shuts and bumpers are where buyers and fitters disagree.
- Fitting by two installers, 2 days
- Give the days and the place of fitting, your workshop or the customer’s yard; fitting in cold or wet conditions needs a different price.
- Removal of old graphics
- List what is removed and how old the previous graphics are; vinyl baked on for years takes much longer to strip and leaves adhesive.
- Channels and activity volume
- List the accounts, sites or campaigns and the number of publishing, analysis or optimization tasks.
- Period and reporting basis
- Set the service period, comparison baseline, client-supplied data and report delivery date.
- Scope to agree
- Record the vehicle type and plate, the areas wrapped, the film brand and finish, the date the design proof was approved, and the days the film maker advises before the first wash.
Before sending
- Does “Livery design and print proof” show the quantity actually supplied, not the quantity first quoted?
- Is “Printed cast vinyl, full van wrap” charged at the rate the customer agreed to, with any change approved?
- Is “Fitting by two installers, 2 days” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Removal of old graphics” show the quantity actually supplied, not the quantity first quoted?
- Identify whether media spend, paid tools and content production are included.
- Base acceptance on agreed work and reports without treating a ranking or revenue result as a guaranteed deliverable.
- 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 |
|---|---|---|
| Livery design and print proof | 1 × $180.00 | $180.00 |
| Printed cast vinyl, full van wrap | 1 × $1,600.00 | $1,600.00 |
| Fitting by two installers, 2 days | 1 × $840.00 | $840.00 |
| Removal of old graphics | 1 × $250.00 | $250.00 |
| Subtotal | $2,870.00 | |
| Sales tax (8%) | $229.60 | |
| Total | $3,099.60 | |
Net amount $2,870.00, sales tax $229.60, total payable $3,099.60.
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 long should the customer wait before washing a wrapped vehicle?
Write the number of days your film maker advises for curing, and add the care instructions you handed over. Do not make up a figure; use the manufacturer’s guidance for the film you fitted.
What if the printed colour differs from the screen proof?
Colour shifts between screen and print, so say in the notes that the signed proof governs and that a printed sample was offered. That sets the expectation before the print run, when changes are still cheap.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $229.60 on a net amount of $2,870.00, for a total of $3,099.60. The editor recalculates all three when you change a quantity, a price or the country.
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.
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 Vehicle wrap invoice template: 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.