What a powder coating invoice is for
The customer pays when they see their parts, so the invoice should match the quote line for line and add only what they approved. Blasting sometimes shows a crack or filler that needed extra work, and that approval belongs on the invoice in writing. Recording the color code and the cure date also helps if they want a matching part later.
What to put on a powder coating invoice
- Parts coated, with counts and color.
- Extra work found after blasting, with the approval.
- Setup fee and any rush.
- Deposit received.
- Balance due and how to pay.
A worked example
The four wheels are done. One wheel had curb rash filled after blasting, approved by text.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Media blasting, wheel | 4 | part | Your price |
| Powder coat, gloss black, wheel | 4 | part | Your price |
| Clear coat | 4 | part | Your price |
| Curb rash repair, approved by text | 1 | part | Your price |
| Setup fee | 1 | each | Your price |
Note the date the customer approved the repair. A text approval sitting on the invoice ends any debate at the counter.
Line items powder coaters use
| Line item | Unit | How to write it |
|---|---|---|
| Powder coat, one color | part | Name the part and the color code, gloss or texture. |
| Powder coat, by surface area | sq ft | For panels, gates and fence sections; count both faces. |
| Clear coat or second stage | part | Each extra trip through the booth and the oven. |
| Wheel, coat and finish | part | Rim size, color, and whether tires come off here. |
| Media blasting | part | Down to bare metal; say if heavy rust or old paint. |
| Chemical strip or burn-off | part | For parts with old powder or plating. |
| Masking and plugging | part | Threads, bearing seats and ground points kept bare. |
| Oven cure | batch | One cure cycle; parts that fit together share it. |
| Outgassing pre-bake | batch | Castings that trap oil or air, baked before coating. |
| Setup fee | each | Racking, color change and masking prep, once per order. |
| Minimum charge | each | Brings a small order up to the shop minimum. |
| Rush fee | each | When the order jumps the queue. |
Terms and deposit language for powder coating
- Deposit. Custom colors are ordered for the job and leftover powder rarely sells, so ask for a deposit before ordering a special color.
- Payment. Balance due at pickup, or before the parts ship.
- Warranty. You stand behind adhesion and finish on parts you prepped. Damage from impacts, chemicals, or prep the customer did themselves is not covered.
- Parts left more than a set number of days after the ready notice may be charged storage.
- Hidden cracks, porosity or filler found during blasting are reported before coating goes on.
- Color on screen and color chips can differ from the cured finish; a test panel is available on request.
How to fill it in
- Your business details carry over from any template you used before.
- Fill in who you are billing and the job.
- Check the lines against what you actually did, and add your prices.
- Put any deposit in Already paid, so the balance is right.
- Print, download or send it from Koira with a pay-by-card link.
Free tools for powder coating
The same invoice for other trades: 3d printing, appliance repair, auto detailing, carpentry, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, deck, drywall, duct cleaning, electrical, fence, flooring, garage door, general contractor, glass, gutter, handyman, holiday lighting, home inspection, hood cleaning, hvac, insulation, irrigation, junk removal, landscaping, lawn care, locksmith, masonry, moving, painting, pest control, plumbing, pool service, pressure washing, property maintenance, remodeling, restoration, roofing, security system, septic, siding, sign shop, snow removal, solar, tile, tree service, water treatment, waterproofing, welding, window cleaning, window and door.
More for powder coaters: how powder coaters run on Koira.
Shane Allen writes Koira's guides for trade business owners. How we check our numbers.