Online store owners usually collect payment at checkout, but invoices come up whenever an order falls outside the normal cart: wholesale and bulk orders, corporate gifting, custom or made-to-order products, pre-orders, and repeat B2B accounts on net terms. These invoices are sent by solo makers, resellers, and small brands who bill other businesses or organizations for products, customization, and shipping.
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Invoice_1001_Client_2026-10-14.pdf
Most stores price from a retail price list and then adjust for the order type. Wholesale is commonly set at roughly 40-55% off retail, often with a minimum order quantity or minimum dollar amount. Volume tiers lower the unit price at set quantities such as 25, 50, or 100 units. Custom work adds a one-time setup fee plus a per-unit personalization charge. Shipping is either passed through at actual cost, billed as a flat handling rate, or built into the unit price. Rush production, special packaging, and gift wrapping are separate line items. Large or custom orders usually require a deposit before production or purchasing starts, with the balance due at shipment or on net terms for established accounts.
| Service | Priced | Typical range |
|---|---|---|
| Wholesale unit price (as a share of retail) | per unit | 45-60% of retail |
| Custom order setup (artwork, label, or engraving prep) | flat fee | $50-250 |
| Personalization such as monogram, engraving, or custom print | per item | $3-20 |
| Custom or branded packaging and gift wrapping | per item | $1-8 |
| Rush production surcharge | percent of order | 15-40% |
| Handling and packing for multi-box shipments | per order | $10-50 |
| Freight or pallet shipping (passed through at cost) | per shipment | $75-400 |
| Restocking fee on returned non-custom wholesale goods | percent of returned value | 10-20% |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Soy candle, 8 oz, assorted scents (wholesale) | 48 each | $11.00 | $528.00 |
| Gift set, 3-candle box (wholesale) | 24 each | $24.00 | $576.00 |
| Custom label setup, boutique logo | 1 flat fee | $75.00 | $75.00 |
| Custom label application | 72 each | $1.50 | $108.00 |
| Shipping, 3 boxes via ground (actual cost) | 1 shipment | $58.00 | $58.00 |
| Total | $1,345.00 | ||
Notes: Order #W-1042. 50% deposit received before production; balance due net 30 from ship date. Sales tax not charged; resale certificate on file. Custom-labeled items are non-returnable. Report damaged goods within 7 days of delivery with photos.
Wholesale buyers match invoices to their own purchase orders, and many will not pay without a PO reference.
Prevents disputes over sizes, colors, or scents and lets the buyer check the shipment against the invoice.
Shows how the price was reached so the buyer does not ask why it differs from the website.
In many states, sales to a reseller with a valid certificate are tax-exempt, and you need the certificate on file to justify not charging tax. Check your state's rules.
Separates shipping from product cost and gives the buyer proof of when goods left your hands.
Makes clear what has been paid and what remains, especially on custom or pre-order work.
Sets the terms for claims and states that personalized goods cannot be returned, before an argument starts.
Online stores selling to consumers get paid at checkout, but B2B invoices follow different norms. New wholesale accounts are often asked to prepay or pay by card on the first order, then move to net 15 or net 30 after a few clean orders. Custom and made-to-order work commonly requires a 30-50% deposit before purchasing materials or starting production, with the balance due before shipping. Late fees of 1-1.5% per month are common if stated on the invoice or in your wholesale terms in advance. Accepted methods typically include ACH bank transfer, card, and check; card payments on large orders carry processing fees, so some stores add a surcharge or offer an ACH discount where local rules allow it.
For custom goods you cannot resell if the buyer walks away. Do not release the order until the agreed payment has cleared, and say so on the invoice.
Collect a certificate from each tax-exempt wholesale customer before the first invoice, and note its expiration. Without it you may owe the tax yourself if audited.
Combining shipping into product prices hides cost swings. A separate line lets you pass through actual carrier charges and adjust for freight on heavy orders.
A $150-300 minimum, or a minimum quantity per SKU, keeps small wholesale orders from costing more to pack and invoice than they earn.
Net terms start from the invoice date. Sending it the day the order ships starts the clock at the right time and avoids invoicing for backordered items.
Usually not; the order confirmation works as a receipt. Send an invoice for orders you build manually, for wholesale accounts, for deposits and balances, and whenever a buyer needs a document for their accounting.
Get a valid resale or exemption certificate from the buyer, keep it on file, and show the tax as zero with a note referencing the certificate. Rules differ by state, so check your state's department of revenue.
Yes, in most cases. A deposit of 30-50% covers materials and setup and protects you if the buyer cancels after you have made personalized items. State the deposit amount and refund terms on the quote and invoice.
Invoice only for what shipped, and list backordered items as pending with an expected date. Send a new invoice when the rest ships, or issue one invoice with the shipped and remaining amounts clearly separated.
Ask for photos and the order number, then issue a credit memo or replacement for the verified amount. Keep the original invoice intact and reference the credit so your records match the buyer's.
Send a Shopify Store estimate for approval, then turn it into an invoice when the work is done.
Shopify Store estimate template