How to Invoice as a Dressmaker
A step-by-step guide to dressmaker invoices: what goes on the quote, when to ask for a deposit, how to bill extra fittings and design changes, and when the balance is due.
For custom work, the invoice follows the garment. You quote before buying any fabric, take a deposit before cutting, add charges as extra fittings or design changes come up, and collect the balance when the client picks up the finished piece. Alterations are shorter: one price per job, billed when the work is done.
In Billed, the quote can be an estimate. Billed's help article on estimates says: "You can make an estimate and then send it to your client. Your client can approve it to proceed further." Next, Billed's invoice software page explains how to "convert an approved estimate into an invoice". For the deposit and the balance, the payment schedules article in Billed's help center says: "A payment schedule lets you add a payment plan to the invoices."
Worked example, with sample figures before any tax: a made-to-measure dress is quoted as fabric, 4 yards at 22.00 = 88.00; lining and notions, 34.00; and pattern and sewing, 18 hours at 35.00 = 630.00. The total is 752.00, and the quote includes two fittings. The client approves, and the invoice has a payment schedule of 50% before cutting (376.00) and 50% at the final fitting (376.00), which adds up to 752.00. A third fitting the client asks for goes on its own invoice at 35.00.
Step-by-step invoicing guide
- 1
Quote fabric, notions and labor on separate lines
List the fabric by length and price, the lining, zippers and buttons, and your hours of pattern and sewing work. Billed's estimating page says you can "customize units and quantities for each product", so a fabric line can show yards and a labor line can show hours.
- 2
State the fittings the price includes
Write the number of included fittings on the quote, and the price of each extra one. Billed's estimating page says you can "Add comments and important notes in your estimates for your client."
- 3
Take a deposit before you buy fabric or cut
Cut fabric can't be returned, so ask for part of the price first. In Billed's payment schedules, the help center's steps include: "Choose a suitable option among percentage or flat amount." and "Fill out the payment amount and due date of each payment."
- 4
Add design changes as new lines
When the client changes the design after the quote, write down the extra fabric and hours and add them as their own lines. Billed's help article on creating an invoice says to add a line item and "fill this section to charge against new items and services."
- 5
Show rush work as its own charge
If a deadline means evening or weekend sewing, put the rush charge on its own line with the delivery date, so the client sees what the faster date costs.
- 6
Collect the balance at the final fitting or pickup
Send the final invoice when the garment is ready. Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." For cash or a check at pickup: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Tips for dressmaker invoicing
- Save the alterations you do most, such as hems and zipper replacements, at fixed prices, so each alteration invoice is quick to build.
- Keep fitting photos with the job. Billed's invoice software page says: "Add files to your invoices and estimates."
- Put the due date on every invoice. Billed's invoice software page says: "Set a due date on each invoice so your client knows when to pay."
- For bridal work booked months ahead, write the fitting dates and the deposit dates into the quote at the start.
- Name the garment in each line, such as a silk bias-cut slip dress in size 10, rather than a bare custom dress.
Common invoicing mistakes to avoid
- Cutting fabric before the deposit is paid
- Quoting a single price without stating the number of fittings it covers
- Making design changes without a written note of the extra fabric and hours
- Handing over the finished garment with the balance still unpaid and no due date on the invoice
- Writing only custom dress on the invoice instead of describing the piece
How this works in Billed
Quotes the client approves
Billed's help article on estimates says: "Your client can approve it to proceed further." Next, Billed's invoice software page explains how to "convert an approved estimate into an invoice".
Deposit and balance on one invoice
The payment schedules article in Billed's help center says: "A payment schedule lets you add a payment plan to the invoices." The scheduled payments article adds that "the sum of all installments should be equal to the total balance of the invoice."
Saved alterations and services
On Billed's invoice software page, you can "save the products and services you sell so you can pull them into an invoice instead of retyping them."
Card, PayPal, cash and checks
Billed's invoice software page says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place." It also says: "Connect PayPal to add a PayPal option as well."
Reminders for unpaid balances
Billed's invoice software page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder." It adds: "Payment reminders can be customized."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Stage | What goes on the invoice |
|---|---|
| Quote | Fabric, notions and labor as separate lines, plus the fittings included |
| Before cutting | Deposit, as the first scheduled payment |
| During fittings | Extra fittings and design changes as new lines |
| Pickup | The balance, with the due date |
When this isn't for you
If you only sell ready-made pieces at fixed prices, you won't need quotes, deposits or fitting lines; one invoice per sale covers it.