Jewelry Invoice Template

• Jeweler and Invoice details: your business name, address and phone or email; the invoice number, invoice date, payment terms and due date.
• Bill to (customer): the customer's name, address and phone or email.
• Order and documents: the custom order number, the pickup date and two reference lines, "Diamond grading report" and "Appraisal no.", which hold placeholders for the lab and report number and an appraisal number, if any.
• Jewelry: one line per piece, with the item, the details (metal and purity, stones, size), the quantity, unit and rate, and a "Jewelry subtotal".
• Custom work: design, engraving and similar work on its own lines, with a "Custom work subtotal".
• Totals: "Subtotal", "Sales tax, if applicable", "Total", "Less: deposit received" and "Amount due".
• How to pay and Order notes: the methods you accept, placeholders for your account details, a payment reference, and notes on the deposit, the documents and your terms.

The sample is an engagement ring and a wedding band in 14K yellow gold (3,850.00 and 420.00), with a custom setting design (350.00) and engraving (45.00). The subtotal and total are 4,665.00 with sales tax at 0% in the sample. A 1,000.00 deposit received on Oct 2, 2026 with custom order CO-2240 is credited, leaving 3,665.00 due at pickup on Nov 21, 2026. Carat weight, band width and ring size are bracketed placeholders, and every name and price is a placeholder, not a market price.

The PDF is a blank form to print and fill in by hand. The Word and Excel files have the same layout with the sample values to type over.

The invoice refers to documents rather than repeating them. Enter the lab and report number on the "Diamond grading report" line and the number of any appraisal on the "Appraisal no." line, and note which stone the report covers; the sample's note says the grading report refers to the center stone and that a copy is included with the ring.

Keep the invoice to what the customer paid. Don't put an appraised value or an insurance value on it: the price on an invoice is the sale price, and any valuation belongs to the appraisal and whoever prepared it.

Returns, exchanges, resizing and layaway are business terms you choose. Write them down before the sale and repeat the ones that apply in the order notes, as the sample does with "Sample terms: ring resizing within 60 days of pickup at no charge". Check the rules where you sell before setting refund or layaway terms.

• Returns and exchanges: say whether custom and engraved pieces can be returned.
• Resizing and repairs: say what's included and for how long.
• Layaway or installments: list the payments received on "Less: deposit received" or in the notes, and say when the balance is due and what happens if it isn't paid.

1. Enter your business details, the invoice number and date, the payment terms and the due date.
2. Enter the customer, then the custom order number, the pickup date and the grading report and appraisal references, if any.
3. Add each piece under "Jewelry" with its metal and purity, stones and measurements in "Details".
4. Add custom work under "Custom work", saying what each line includes.
5. Type any deposit received on "Less: deposit received", and set the sales tax rate if tax applies.
6. Edit the order notes and payment details, then send the invoice and keep a copy with the order.

In the Excel file, each line amount is Qty × Rate, and the section subtotals, the subtotal, the sales tax, the total and the amount due are formulas. The sales tax rate sits in its own cell, starting at 0%; "Amount due" is the total less the deposit, which you type. To leave out the tax, set its rate to 0%; with no deposit, set "Less: deposit received" to 0.00. Don't delete either row, because the totals refer to them. Each section has one blank row; to add more lines, insert a row above that blank row and copy the amount formula into it, then check that the section subtotal and the subtotal include it. In Word or on the PDF, work out the amounts and enter them.