What a sign shop invoice is for
Sign jobs change after the proof more than buyers remember: a new phone number, a second color, a bigger font. The invoice should match the quote and list each change after sign-off as its own line, so the customer sees why the total moved. It is also the record of the materials used, which matters if a panel ever needs reprinting.
What to put on a sign shop invoice
- Each sign as made, with size and material.
- Changes after proof sign-off, with the date.
- Install and hardware.
- Deposit received.
- Balance due and how to pay.
A worked example
The panel and lettering are installed. The owner changed the hours after signing off on the proof.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Printed aluminum panel, 96 x 24 in | 16 | sq ft | Your price |
| Cut vinyl lettering, window hours | 4 | sq ft | Your price |
| Design change after proof sign-off | 0.5 | hour | Your price |
| Install | 2 | hour | Your price |
Date the change line. A change after sign-off is easy to accept when the invoice says exactly when it was asked for.
Line items sign shops use
| Line item | Unit | How to write it |
|---|---|---|
| Printed aluminum panel | sq ft | Thickness, laminate and whether it is one or two sided. |
| Coroplast yard sign | each | Size, sides and stakes included or not. |
| Vinyl banner with hems and grommets | sq ft | Material weight and finishing. |
| Cut vinyl lettering | sq ft | Color and where it goes: window, wall or vehicle. |
| Vehicle graphics | sq ft | Partial wrap, door logos or lettering, by the panel. |
| Routed or dimensional sign | sq ft | Material, depth and paint. |
| Design and proofs | hour | Layout, the rounds of changes included, and the proof. |
| File prep or vectorizing a logo | hour | When the customer's file is not print ready. |
| Install | hour | Crew time, height and the mounting surface. |
| Mounting hardware | each | Standoffs, posts, frames or brackets. |
| Permit handling | each | Who pulls it and whether the fee is passed through. |
| Setup fee | each | File prep, machine setup and a material change. |
| Minimum order | each | Brings a single decal or small order up to the shop minimum. |
| Rush fee | each | When the job jumps the queue. |
Terms and deposit language for sign shop
- Deposit. Custom signs are made to order and cannot be resold, so ask for a deposit when the proof is approved.
- Payment. Balance due at pickup or at install.
- Warranty. You warrant the print, laminate and fabrication against early fading or peeling under normal use. Damage from weather events, pressure washing or vandalism is not covered.
- Production starts after the customer signs off on the final proof; changes after sign-off are billed.
- Customer-supplied art must be print ready or file prep is added.
- Permits, landlord approval and wiring for lit signs are listed as separate items or left to the customer, said up front.
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 sign shop
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, powder coating, pressure washing, property maintenance, remodeling, restoration, roofing, security system, septic, siding, snow removal, solar, tile, tree service, water treatment, waterproofing, welding, window cleaning, window and door.
More for sign shops: how sign shops run on Koira.
Shane Allen writes Koira's guides for trade business owners. How we check our numbers.