Print on demand sellers and service providers create custom products such as apparel, mugs, posters, and phone cases that are printed and shipped only after an order comes in. Invoices go to wholesale buyers, brands, event organizers, and businesses that want custom merchandise, as well as to clients who hire you for design and store setup. Typical billing covers product costs, design work, setup fees, shipping, and sample orders.
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Invoice_1001_Client_2026-10-14.pdf
Most print on demand work is priced per unit, with the base product cost, print cost, and your margin rolled into one price. Bulk orders get tiered pricing, so the per-unit price drops at 25, 50, or 100 pieces. Design and artwork prep is billed separately, either hourly or as a flat fee per design. Many sellers add a one-time setup fee for new designs, mockups, or store integration. Sample orders are usually billed at full price or credited against a later bulk order. Shipping is either passed through at cost, billed at a flat rate, or built into the unit price. Custom branded packaging, inserts, and neck labels are priced as add-ons. For store management clients, a monthly retainer is common, sometimes combined with a share of sales.
| Service | Priced | Typical range |
|---|---|---|
| Custom printed T-shirt (blank plus print, small order) | per unit | $18-35 |
| Custom printed hoodie | per unit | $35-65 |
| Custom printed mug (11 oz) | per unit | $12-22 |
| Poster or art print (18x24) | per unit | $15-40 |
| Artwork prep and mockup creation | per hour | $40-90 |
| New design setup fee | flat fee per design | $25-100 |
| Sample product order | per sample | $20-60 |
| Store setup and product listing | per product listing | $10-30 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Custom printed cotton T-shirts, front chest logo, assorted sizes (event staff order) | 48 unit | $22.00 | $1,056.00 |
| Custom printed pullover hoodies, back print and sleeve logo | 12 unit | $48.00 | $576.00 |
| Artwork prep and print-ready file conversion | 2 hour | $60.00 | $120.00 |
| New design setup fee (two designs) | 2 design | $40.00 | $80.00 |
| Shipping to single address, ground, 3 boxes | 3 box | $24.00 | $72.00 |
| Total | $1,904.00 | ||
Notes: Order placed from approved mockup dated May 6. 50% deposit received at order. Balance due within 14 days of delivery. Printed items are custom made and non-returnable, except for print defects reported within 7 days of delivery with photos.
Clients often order mixed sizes and colors, and a clear breakdown prevents disputes about what was ordered and delivered.
If the client later says the design looks wrong, the approved proof shows what they signed off on.
Business and school buyers usually need a PO number to process payment, and it helps you match supplier orders to invoices.
Separating these from product cost makes pricing transparent and shows what drives the total when a client asks about it.
Sales tax rules for custom goods and shipping vary by state, and wholesale buyers may give you a resale certificate that you need to keep on file.
Production time is separate from transit time, and recording both avoids arguments over late delivery.
Custom items cannot be resold, so stating when you will reprint or refund keeps expectations clear.
For custom orders, a 50% deposit at order is common, with the balance due before shipping or within 14 to 30 days for repeat business clients. Small orders and first-time customers are often paid in full upfront, since the items are made specifically for them. Established wholesale clients may get net 15 or net 30 terms. Late fees of 1.5% per month are common if stated in advance. Most sellers accept credit cards, ACH transfers, and online payment links. Checks still show up with schools and local organizations. Keep enough margin in deposits to cover your supplier costs, because you often pay the print partner before you get paid by the client.
Print partners charge you when the order is placed. A deposit of at least 50% means you are not floating the cost of custom products if the client delays or disappears.
Send a mockup with colors, placement, and sizing, and get a reply approving it. Color shifts between screen and print are the most common source of complaints, so note that slight variation is normal.
Shipping costs vary with weight and destination. Either pass through actual cost with a small handling fee or set a flat rate, and state which you are using before the order is placed.
Include one or two design revisions in the quote and bill additional rounds hourly. Without this, clients can ask for endless changes to a design.
Blank garment and print provider prices change often. Review your price list every few months so margins do not slip on repeat orders.
For custom orders, invoice before production, at least for a deposit. The items cannot be resold if the client backs out, so collect payment up front or a 50% deposit, with the balance due before shipping or on delivery.
Bill samples at the full per-unit price plus shipping. Many sellers offer to credit the sample cost toward a larger order placed within 30 days, which you can show as a discount line on the later invoice.
It depends on your state and where the buyer is located. Many states tax tangible custom goods, and some tax shipping too. Resale buyers may be exempt with a valid certificate. Check your state's rules or ask a tax professional.
Report the defect to your provider with photos right away, since most offer free reprints or refunds. Tell the client a replacement is coming and note it on the invoice or a credit memo rather than quietly changing the original amount.
Yes, in most cases. Bill artwork creation and prep as its own line item at an hourly or flat rate, so it is clear that print costs cover only production and not design time.
Send a Print On Demand estimate for approval, then turn it into an invoice when the work is done.
Print On Demand estimate template