Etsy sellers who invoice are usually handling work outside the standard checkout: custom and commissioned pieces, bulk orders for weddings and corporate events, and wholesale orders from boutiques. Most regular Etsy orders are paid through the marketplace, so a separate invoice or quote matters mainly when a buyer wants something that does not fit a listing. These invoices typically bill for the items, design or proof time, personalization, packaging, rush fees, and shipping.
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Invoice_1001_Client_2026-10-14.pdf
Most Etsy sellers price by the piece, built up from materials, labor time, packaging, overhead, and a profit margin. A common check is materials plus labor at a set hourly wage, then a markup, with wholesale priced at roughly half of retail. Custom orders often add a one-time design or setup fee, especially for new artwork, engraving files, or custom molds, and then charge a per-unit price that drops at higher quantities. Rush production usually adds 25 to 50 percent. Shipping is billed at actual cost or a flat fee per box, and gift wrapping or branded packaging is often a separate line. Large custom orders normally require a deposit of 25 to 50 percent before materials are bought, with the balance due before shipping.
| Service | Priced | Typical range |
|---|---|---|
| Custom design or proof fee (new artwork, layout, mockup) | flat fee | $15-75 |
| Hourly rate for commissioned handmade work | per hour | $20-60 |
| Personalized item (name, monogram, engraving add-on) | per item | $3-15 |
| Bulk order discount (events, corporate gifts, 25+ units) | percent off retail | 10-20% |
| Wholesale price to retailers | percent of retail | 45-55% |
| Rush production surcharge | percent of order | 25-50% |
| Custom or branded packaging (boxes, inserts, ribbon) | per item | $1-5 |
| Domestic shipping on bulk or oversized orders | per box (actual cost) | $8-45 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Personalized leather luggage tags, wedding favor order (names and date stamped) | 60 each | $14.00 | $840.00 |
| Custom stamp design and proof (2 revision rounds) | 1 flat fee | $35.00 | $35.00 |
| Kraft gift box with ribbon and thank-you card | 60 each | $1.50 | $90.00 |
| Rush production (completed in 10 days instead of 21) | 1 flat fee | $150.00 | $150.00 |
| Shipping, 2 boxes, tracked ground | 2 box | $19.00 | $38.00 |
| Total | $1,153.00 | ||
Notes: A 40% deposit was paid at approval of the proof. Balance is due before shipping. Final artwork was approved by email on the date shown. Custom items are made to order and are not returnable except for production errors, which must be reported within 7 days of delivery.
Ties the invoice to the exact design, text, and options the buyer signed off on, which settles disputes over spelling, colors, or sizes.
Names, dates, fonts, colors, and sizes listed per item show what was custom, justify the pricing, and prove you built what was approved.
Setup time is easy to forget and hard to add later, so list it separately along with how many revisions were included.
Buyers for weddings and events work backward from a deadline, and a stated lead time protects you if they approve late.
Separating shipping from product price avoids confusion and gives the buyer proof of dispatch and a way to follow the package.
Marketplace sales usually have tax handled by the platform, but direct sales may require you to collect tax unless the buyer is a retailer with a valid resale certificate. Check your state's rules.
Shows the deposit already paid, the remaining amount, and the date it is due, so there is no argument over what is still owed.
For custom and bulk orders, most Etsy sellers collect 25 to 50 percent upfront to cover materials and lock in a production slot, with the balance due before shipping. Small custom orders are often paid in full at approval. Wholesale accounts commonly start as prepaid, then move to net 15 or net 30 once a relationship is established. Late fees of 1 to 1.5 percent per month are common on wholesale terms if stated in writing. Card payments, bank transfer, and check are the usual methods. Orders paid outside Etsy do not carry Etsy's fees or buyer protections, so be clear on refund and remake policies in writing.
Send a mockup with all personalized text and have the buyer confirm by message or email. Keep that approval and reference it on the invoice, so a typo is clearly the buyer's responsibility if it was in the approved proof.
Custom items cannot be resold if an order falls through. A deposit equal to at least your material and packaging cost keeps you from absorbing a canceled event order.
Messaging back and forth, sourcing, and revisions take real hours. Include a design fee or set a number of included revisions and charge for extras.
If a fast turnaround means turning down other orders or working weekends, the surcharge should cover that. State it on the quote before the buyer commits.
Set minimum order amounts and a published wholesale price list so boutiques know your terms and do not undercut your own shop.
No. Regular orders are paid through checkout and Etsy generates the order record. Invoices are for orders handled outside a listing, such as large custom jobs, wholesale accounts, and corporate or event orders.
It depends on where the sale happens and where you and the buyer are. Sales completed on the marketplace typically have tax collected by the platform in many states. Direct sales may require you to collect and remit it yourself. Wholesale buyers with a valid resale certificate are usually exempt. Check your state's department of revenue.
Yes. Listing shipping separately shows what is product and what is delivery cost, makes refunds cleaner, and avoids hiding a large freight charge inside item prices.
State your cancellation terms on the quote and invoice. A common policy is that the deposit is non-refundable once production begins, with a partial refund only if materials have not been purchased or cut.
Yes. Include a set number of revisions, usually one to three, in the design fee and charge a flat amount or hourly rate for each additional round.
Send a Etsy Seller estimate for approval, then turn it into an invoice when the work is done.
Etsy Seller estimate template