T-shirt printers run screen printing shops, direct-to-garment (DTG) studios, heat transfer and vinyl operations, and embroidery or custom apparel side businesses. They invoice schools, sports teams, businesses, event organizers, bands, and local brands for custom printed shirts, hoodies, hats, and bags. Most invoices combine garments, print charges, setup fees, and sometimes design work and shipping.
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Invoice_1001_Client_2026-10-14.pdf
Pricing depends on the print method. Screen printing is priced per piece with price breaks by quantity, plus a one-time screen setup fee for each color in each design. Fewer colors and larger quantities lower the per-shirt cost. DTG is priced per print by size and has little or no setup fee, so it suits small runs and full-color art. Heat transfer and vinyl are priced per piece, often by size and number of names or numbers. Blank garments are either billed at cost plus markup (commonly 20-50%) or folded into a per-shirt price. Extras such as art cleanup, vectorizing, individual names, size upcharges for 2XL and up, special inks, folding and bagging, hang tags, and rush production are itemized. Many shops set a minimum order and require a deposit, usually 50%, before ordering blanks.
| Service | Priced | Typical range |
|---|---|---|
| Screen printing, 1-color front, 24-100 shirts (print only) | per shirt | $2.50-6 |
| Screen setup fee | per color, per design | $15-40 |
| DTG full-color print, standard size | per shirt | $8-20 |
| Heat transfer or vinyl name/number | per piece | $3-10 |
| Blank garment, standard cotton tee (with markup) | per shirt | $4-10 |
| Art cleanup or vectorizing | per hour | $40-90 |
| Oversize upcharge (2XL and up) | per shirt | $1-4 |
| Rush production fee | percent of order | 10-30% |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Gildan 5000 heavy cotton tees, assorted sizes S-XL (blank) | 60 shirts | $4.50 | $270.00 |
| Screen print, 2 colors front, 1 color back (print charge) | 60 shirts | $5.25 | $315.00 |
| Screen setup, front design | 2 colors | $25.00 | $50.00 |
| Screen setup, back design | 1 colors | $25.00 | $25.00 |
| 2XL size upcharge | 6 shirts | $2.00 | $12.00 |
| Art cleanup and vectorizing of supplied logo | 1 hours | $60.00 | $60.00 |
| Total | $732.00 | ||
Notes: Order 1042, Lincoln Elementary PTA Fun Run shirts. Deposit of 50% received on proof approval. Balance due on pickup or within 14 days of invoice date. Reorders use the same screens if placed within 12 months. Claims for misprints must be made within 7 days of delivery.
Ties the invoice to the exact artwork the client signed off on, which settles most disputes over colors or placement.
Shows what was ordered and lets the client verify counts, and supports any size upcharges.
Pricing differs by method and location, so listing front, back, and sleeve prints explains the per-piece charge.
These are one-time charges that clients often forget, and itemizing them makes reorder pricing clear.
Custom goods cannot be resold, so showing the deposit and remaining amount keeps payment status clear.
In many states, finished printed apparel is taxable unless the buyer is exempt, such as a reseller or certain nonprofits. Record the certificate on file. Check your state's rules.
Industry practice allows a small variance in quantity, often around 2-5%, and stating it prevents arguments over counts.
Most shops require a 50% deposit before ordering blanks or burning screens, with the balance due at pickup or delivery. Small or first-time orders are often paid in full upfront. Established business and school clients may get net 15 or net 30 on the balance, but goods are usually held until the deposit clears. Late fees of 1-1.5% per month are common if stated in writing on the quote and invoice. Cards, ACH, checks, and cash are all accepted, and card fees are sometimes passed on or built into pricing. Government and school accounts often need a purchase order number.
Send a mockup with colors, sizes, and placement, and require a reply or signature. Misspellings and wrong Pantone matches are the most common cause of reprint demands, and an approved proof protects you.
Screens are reclaimed after a job. If a client reorders months later, you may need to remake them. State a screen storage period, such as 12 months, and charge setup again after that.
Blank costs shift with season and supplier. Quote with a validity period, such as 14 days, and invoice garments separately so you can adjust them without changing your print rates.
A one-color run of 6 shirts takes nearly the same setup time as 48. A minimum order or a small-run surcharge keeps short jobs from losing money.
Custom printed apparel has little resale value. Releasing the order only after the balance is paid avoids chasing money for goods you cannot reuse.
It is usually better to separate them. Garment costs change with suppliers and sizes, while print pricing follows your quantity breaks. Separate lines also make tax handling and upcharges easier to explain.
In many states, yes, since the shirts are tangible goods. Buyers who resell the shirts may be exempt with a valid resale certificate, and some nonprofits and schools are exempt too. Rules vary by state, so confirm yours and keep exemption certificates on file.
If you kept the screens or digital files, you can waive or reduce setup fees. Tell the client how long you store screens and note it on the invoice. If screens were reclaimed, charge setup again.
Bill the revision as a separate art line at your hourly rate, and charge new setup if screens were already burned. Put a clause on the quote that changes after proof approval are billed extra.
If the error is yours, you generally reprint or replace at your cost. If the client supplied wrong art or sizes, or approved a proof with a mistake, the reprint is billable. Clear proof approval records settle most of these cases.
Send a Tshirt Printing estimate for approval, then turn it into an invoice when the work is done.
Tshirt Printing estimate template