Welding invoice
Invoice template for welders and fabricators: weld joint preparation, structural welding and weld nondestructive testing. Download it as Excel or Word.
Templates by industry
- Weld joint preparation
- Structural welding
- Weld nondestructive testing
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Weld joint preparation" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Weld nondestructive testing". 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.
Welders and steel fabricators invoice structural work with this template once the welds are made and tested. Preparing the joints, welding them and testing them by nondestructive methods are separate lines, since the client’s engineer may have specified testing for only some of the welds, and an outside inspector may have done part of it. Refer to the drawing or weld map and the test report numbers, so each line can be traced to the welds it pays for.
Fields to prepare
- Deliverables and line items
- Weld joint preparation, Structural welding, Weld nondestructive testing: record the quantities actually supplied and the service period.
- Weld joint preparation
- Give the number of joints or the length prepared, for example beveled plate edges, and the drawing reference.
- Structural welding
- Bill by length of weld or per joint as quoted, and name the location on the structure, such as the column-to-beam connections on level two.
- Weld nondestructive testing
- Name the test method, the number of welds tested and the report number; testing done by an inspector the client hired directly stays off your invoice.
- 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
- Link weld locations and lengths, joint preparation and nondestructive testing coverage to submitted records.
Before sending
- Does “Weld joint preparation” show the quantity actually supplied, not the quantity first quoted?
- Is “Structural welding” charged at the rate the customer agreed to, with any change approved?
- Is “Weld nondestructive testing” 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 |
|---|---|---|
| Weld joint preparation | 4 × $300.00 | $1,200.00 |
| Structural welding | 3 × $80.00 | $240.00 |
| Weld nondestructive testing | 10 × $95.00 | $950.00 |
| Subtotal | $2,390.00 | |
| Sales tax (8%) | $191.20 | |
| Total | $2,581.20 | |
Net amount $2,390.00, sales tax $191.20, total payable $2,581.20.
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
Who pays for repairing welds that fail testing?
That depends on your contract, but clients rarely accept paying for repairs to welds rejected for workmanship. If the contract lets you bill retests caused by other trades or design changes, put them on their own line with the reason and the report number.
Should consumables such as wire and gas be listed?
Usually they are included in the welding rate. List them separately only if your quotation priced them that way, so the invoice matches what the client accepted and nobody has to reconcile two different bases.
How do I bill welding done on site rather than in the workshop?
Add travel and any site allowances as separate lines and name the site. Site welding often needs extra time for access, weather protection and work permits, and the client will compare it with what was quoted.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $191.20 on a net amount of $2,390.00, for a total of $2,581.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Welding 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.