Most retail sales are paid at the register, but shop owners still send invoices for the sales that don't close at the counter. These include wholesale and bulk orders, corporate gift orders, special orders with deposits, custom or personalized items, and deliveries or installations. The people sending them run boutiques, gift shops, furniture stores, hardware stores, and similar small businesses.
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Invoice_1001_Client_2026-10-14.pdf
Retail pricing starts with the product. Most shops set the shelf price as a markup over cost, often around 2x for keystone pricing, though margins vary a lot by category. Invoices for non-walk-in sales layer on a few other things. Bulk and business customers usually get a volume discount off the shelf price, commonly 10 to 30 percent depending on quantity and your margin. Special and custom orders are normally priced at item cost plus markup, with a deposit collected up front. Services around the sale, such as delivery, assembly, gift wrapping, engraving, and shipping, are charged as separate line items so the product margin stays clear. Sales tax is added on top unless the buyer is exempt, for example a reseller with a valid certificate.
| Service | Priced | Typical range |
|---|---|---|
| Bulk or business order discount | percent off shelf price | 10-30% |
| Local delivery | per delivery | $15-75 |
| Large item assembly (furniture, grills, bikes) | per item | $40-150 |
| Gift wrapping or gift basket packing | per item | $3-12 |
| Personalization or engraving | per item | $5-25 |
| Shipping and handling | per package | $8-25 |
| Special order handling | per order | $0-25 |
| Restocking fee on returned non-defective items | percent of item price | 10-25% |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Cedar candle and tea gift set, SKU GS-204 (client holiday gifts) | 40 each | $36.00 | $1,440.00 |
| Logo engraving on tin lid | 40 each | $6.00 | $240.00 |
| Gift wrapping with ribbon and card | 40 each | $4.00 | $160.00 |
| Local delivery to client office | 1 delivery | $45.00 | $45.00 |
| Bulk order discount (10% on gift sets) | 1 flat | -$144.00 | -$144.00 |
| Total | $1,741.00 | ||
Notes: PO #4471. 50% deposit of $866.50 received on order, balance due net 15 from delivery date. Sales tax calculated on merchandise, engraving, and wrapping at the local rate. Custom engraved items are not returnable. Please report any damage within 5 days of delivery.
Lets the buyer match the invoice to what arrived and makes returns, reorders, and inventory reconciliation simple.
Business buyers often cannot pay an invoice without a PO reference, and it speeds up their accounts payable.
In many states, wholesale buyers who hold a valid certificate don't pay sales tax, and you need the certificate on file to justify not charging it.
Shows the buyer what each service costs, and in some states the tax treatment of delivery or labor differs from merchandise.
Special orders and custom items usually require a deposit, and the invoice should show it was applied so nobody pays twice.
Orders for gifts, job sites, or multiple locations often ship somewhere other than where the bill goes.
Putting it in writing reduces disputes, especially for special orders, personalized goods, and restocking fees.
Walk-in sales are paid in full at the time of sale, but invoiced orders follow different norms. Special orders and custom items typically require a 50 percent deposit, sometimes 100 percent for low-margin or non-returnable goods, with the balance due at pickup or delivery. Wholesale and business accounts are often net 15 or net 30, and some shops offer a small early-payment discount such as 2 percent if paid in 10 days. Late fees of 1 to 1.5 percent per month are common where state law allows, and they should be stated on the invoice or account agreement. Card, ACH, and check are all common, and card fees are often built into pricing for larger orders.
Custom, personalized, and special-order items are hard to sell to anyone else if the customer walks away. Take a deposit before you place the order with the supplier, and state whether it is refundable.
If you sell tax-free to resellers or exempt organizations, keep a copy of each certificate. Without one, you may owe the tax yourself if you're audited.
Agree on net terms, credit limits, and late fees up front with business customers. It is much harder to enforce terms after an invoice is already overdue.
Supplier freight on bulky or heavy goods can wipe out your margin if it is folded into the product price. List it separately or build it into a clearly stated shipping charge.
If part of an order is backordered, invoice what shipped and track the remainder. This keeps cash coming in and avoids confusion about what the customer has been billed for.
In most states, retail sales of tangible goods are taxable, and you add tax to the invoice unless the buyer gives you a valid resale or exemption certificate. Rules on whether delivery, labor, and personalization are taxable vary by state, so check with your state revenue department.
Fifty percent is the usual starting point. For fully custom or non-returnable items, many shops ask for the full amount up front. Put the deposit policy in writing at the time of the order.
Yes, if you disclose it before the sale and in your return policy. Typical fees are 10 to 25 percent on non-defective returns of special-order or bulky items. Some states have rules on posted return policies, so check locally.
Net 15 or net 30 is typical for established business customers. New accounts are often asked to pay a deposit or pay in full on the first few orders until they have a payment history with you.
It is common, but only offer what your margin supports. A tiered discount based on quantity, such as 10 percent at 25 units and 20 percent at 100 units, is easy to explain and protects your profit on smaller orders.
Send a Retail estimate for approval, then turn it into an invoice when the work is done.
Retail estimate template