Custom Furniture Invoice Template for Woodworkers
Custom furniture invoice template for woodworkers and furniture makers: deposits, board foot materials, finishing, delivery, sales tax and a full example.
Quick answer: A custom furniture invoice template bills a client for a commissioned piece such as a dining table, bookcase or bed. It describes the piece, wood species and dimensions, the agreed price or materials and labor, finishing, hardware, design fees, delivery and installation, sales tax, the deposit received and the balance due before release.
Custom furniture makers and woodworkers sell something unusual: a one-off object, designed with the client, that can take weeks to build and costs hundreds or thousands of dollars in lumber before the first cut. That makes deposits, clear specifications and change orders essential, and the custom furniture invoice is where they all come together.
This guide covers how furniture makers price commissions, how to calculate board feet and finishing, how to set a deposit schedule, what to include on a woodworking invoice, how sales tax works and how to handle delivery, storage and changes. It includes a full example and a worked board foot calculation. You can create the invoice in our free invoice generator.
What is a custom furniture invoice?
A custom furniture invoice is a request for payment from a furniture maker, woodworker or small furniture studio for a made-to-order piece. Unlike a retail furniture receipt, it describes a specific design, often with drawings attached, and usually comes in stages: a deposit invoice at order, sometimes a progress invoice, and a final invoice before delivery.
It overlaps with a carpentry invoice when the work is built-in, such as cabinets or shelving, and with an artist commission invoice when the piece is sculptural or one of a kind.
How furniture makers price commissions
There are two common approaches:
| Method | How it works | Best for |
|---|---|---|
| Fixed price per piece | Materials + estimated hours x shop rate + margin, quoted as one price | Most commissions, repeat designs |
| Materials plus labor | Actual materials (with markup) + hours x rate | Repairs, restoration, prototypes |
| Design fee plus build price | Separate fee for drawings and samples, credited or not against the build | Complex or unique pieces |
| Catalog price with options | Base price for a standard design, plus options (size, species, finish) | Studios with a product line |
For a fixed price, you still need to know your numbers: materials, hardware, finishing supplies, shop overhead and the hours each stage takes. Our guide to calculating profit margin helps you check that the price covers everything, and the article on markup vs margin explains why a 50% markup is not a 50% margin.
How to calculate board feet and materials
Hardwood lumber is sold by the board foot (BF): a piece 1 inch thick, 12 inches wide and 12 inches long. The formula is:
Board feet = thickness (in) x width (in) x length (in) / 144
Rough lumber thickness is often expressed in quarters: 4/4 is 1 inch, 8/4 is 2 inches. Because boards have defects, figure and grain to match, add a waste factor, commonly 20% to 30% (more for highly figured wood or bookmatched tops).
Worked example: walnut dining table top
- Finished top: 84 in x 40 in, about 1.5 in thick, glued up from 8/4 rough boards.
- Rough volume: 2 x 40 x 84 / 144 = 46.7 BF.
- Add 25% waste: 46.7 x 1.25 = 58.4 BF, round to 59 BF.
- Base and aprons: another 32 BF of 8/4 after waste.
- Total: 91 BF of walnut. At an illustrative $16 per BF, that is $1,456 in lumber before hardware or finish.
Lumber prices vary widely by species, grade, thickness and region, so use your supplier's current price list. Whether you show materials as a line or bundle them into the piece price is a choice, but you must know the figure to price the job correctly. For pricing materials you supply, see how to mark up materials.
Finishing, hardware, delivery and other line items
- Finishing: oil, hardwax oil, lacquer, conversion varnish or paint. Spray finishes and multi-coat processes take days; price them as a separate stage or line if clients choose between options.
- Hardware: drawer slides, hinges, pulls, bed rail fasteners, table extension slides. Premium hardware can add hundreds of dollars.
- Upholstery or glass: if subcontracted, show it as its own line. The upholstery invoice template shows how an upholsterer may bill you.
- Design fee: drawings, renderings, finish samples. State whether it is credited against the build.
- Delivery and installation: by distance or flat zones, extra for stairs, assembly or wall anchoring.
- Crating and shipping: for long-distance clients, freight and crate construction.
- Storage: after a grace period if the client does not collect.
Safety rules can also apply. Dressers and other clothing storage units sold in the US are subject to a federal tip-over stability standard enforced by the Consumer Product Safety Commission; if you build them, check the current requirements and include anti-tip hardware.
Deposits and payment schedules for custom furniture
Because you buy materials before building and the piece is made for one person, deposits are standard. Common schedules:
| Project size | Typical schedule |
|---|---|
| Small pieces (side table, shelf) | 50% at order, 50% on completion before pickup |
| Medium (dining table, bed) | 50% at order, 50% before delivery |
| Large or multi-piece commissions | One third at order, one third at dry-fit or before finishing, one third before delivery |
Send a separate deposit invoice at order so the client has a record, and state that the deposit secures a slot in your build schedule. On the final invoice, subtract every payment received. Many makers do not release a piece until it is paid in full; say so in the contract and on the invoice.
Is custom furniture subject to sales tax?
In most US states that have a sales tax, furniture is tangible personal property and its full selling price, including the labor to make it, is generally taxable. Some points to check in your state:
- Whether delivery or shipping charges are taxable when stated separately (see sales tax on shipping).
- Whether built-in furniture attached to a home is treated as a real property improvement, which can change who pays tax and how.
- Whether you need a seller's permit and resale certificate to buy lumber tax-free for resale.
- Where tax is due for out-of-state shipments, which depends on sales tax nexus rules.
Use the sales tax calculator to work out the tax once you know your rate. This is general information, not tax advice.
Example custom furniture invoice (final)
A small woodworking studio sends the final invoice for a walnut dining table and bench. Names and prices are fictional and illustrative.
Oak & Iron Studio | 12 Foundry Lane, Asheville, NC 28806
Invoice: OIS-2026-044 | Issued: October 29, 2026 | Due: before delivery, scheduled November 6, 2026
Client: Rachel Kim | Delivery address: 501 Laurel Street, Asheville, NC | Order date: August 18, 2026
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Dining table, solid black walnut, 84 x 40 in, trestle base, breadboard ends, hardwax oil finish | 1 | $5,400.00 | $5,400.00 |
| Matching bench, walnut, 72 x 15 in | 1 | $1,250.00 | $1,250.00 |
| Design fee (drawings, two finish samples) | 1 | $200.00 | $200.00 |
| Change order 1: add 2 in to table width (approved Sept 5) | 1 | $180.00 | $180.00 |
| Delivery and placement, local zone 1, two-person crew | 1 | $150.00 | $150.00 |
| Subtotal | $7,180.00 | ||
| Sales tax at 7.00% (illustrative combined rate) | $502.60 | ||
| Total | $7,682.60 | ||
| Deposit paid August 18 (50% of original quote) | -$3,325.00 | ||
| Balance due before delivery | $4,357.60 | ||
Notes: Title passes on receipt of full payment. Care instructions attached; re-oil annually. One-year warranty on joinery and workmanship. Pay by bank transfer or card. Pieces not collected or delivered within 30 days of completion incur storage at $25 per week.
The example taxes delivery along with the furniture for simplicity. In some states separately stated delivery is exempt; check your own state's rule. Tax: $7,180 x 0.07 = $502.60. Balance: $7,682.60 - $3,325.00 = $4,357.60.
Worked example: pricing a commission from cost to quote
Here is how a maker might build the price of the walnut table above, using illustrative figures. The point is the method, not the specific numbers.
| Cost element | Calculation | Amount |
|---|---|---|
| Walnut lumber | 91 BF x $16 | $1,456 |
| Finish, glue, abrasives | Estimate | $120 |
| Hardware (table fasteners) | Estimate | $45 |
| Labor | 42 hours x $65 shop rate (covers wages and overhead) | $2,730 |
| Total cost | $4,351 | |
| Profit | About 24% on cost | $1,049 |
| Quoted price | $5,400 |
The shop rate has to cover more than the maker's own pay: rent, tooling, dust collection, insurance, software, marketing and the hours spent on quoting and delivery that are never billed directly. If the table ends up taking 55 hours instead of 42, the profit shrinks to about $204, which is why tracking hours on every commission matters even when you quote a fixed price. Our guide to overhead costs shows how to work out a shop rate.
Repairs and refinishing
Restoration work is harder to quote because you cannot see hidden damage until a piece is taken apart. Many makers quote a range, charge a minimum bench fee and bill actual hours plus materials. If you do this, give the client a not-to-exceed figure and contact them before going over it.
Shipping out of state
Selling to clients in other states adds crating, freight insurance and sometimes white-glove delivery. Quote freight separately because it changes with distance and fuel prices, and state who carries the risk of damage in transit. If the piece is shipped by a carrier, document its condition with photos before crating.
What to write in the notes of a furniture invoice
The notes section of a custom furniture invoice does a lot of work. Short, specific notes prevent most of the disputes makers run into after delivery. Consider including:
- Title and release: "Title passes and the piece is released on receipt of full payment."
- Wood movement: "Solid wood expands and contracts with humidity; small seasonal gaps are normal and not a defect."
- Natural variation: "Color, grain and figure will differ from samples and photos."
- Care: finish type and how to maintain it, such as re-oiling once a year.
- Warranty: what is covered (joinery, workmanship) and for how long, and what is not (misuse, sunlight, heat damage).
- Storage: the grace period and weekly fee after completion.
- Payment methods: bank details or card link, and any card fee.
Our collection of invoice notes examples has more wording you can adapt for other situations.
How to create a woodworking invoice, step by step
- Start from the signed quote or order form, with drawings and specifications attached.
- Open the invoice generator and add your studio name and logo.
- Number each invoice for the commission (deposit, progress, final); the invoice number generator can help.
- Describe each piece with species, dimensions and finish.
- Add design fees, change orders, delivery and storage as separate lines.
- Apply sales tax according to your state rules.
- Subtract the deposit, add your title, warranty and care notes, then send the PDF a week before delivery.
Common custom furniture invoicing mistakes
- Vague descriptions. "Table: $5,400" is hard to defend if the client disputes the size or finish.
- No deposit or too small a deposit to cover lumber.
- Changes made on a handshake. Always get approval for extra cost in writing; see our change order guide.
- Forgetting sales tax on taxable pieces.
- Delivering before final payment on large balances.
- Underpricing finishing time, which often takes longer than expected.
A clear custom furniture invoice describes the piece in detail, shows materials and changes, applies tax correctly and credits every deposit, so the final payment is easy for the client to approve. Our invoice generator is free, requires no sign-up and creates a PDF in your browser, giving woodworkers a quick way to send polished invoices from the shop.
Frequently asked questions
How much deposit should a furniture maker take?
Many custom furniture makers ask for 50% at order, which covers lumber and hardware and commits the client. Some take a third at order, a third when the piece is built and a third on delivery for larger commissions. Whatever you choose, state that the deposit secures a place in your build schedule and explain in the contract when, if ever, it is refundable.
Do I charge sales tax on custom furniture?
Usually, yes. In most US states with a sales tax, furniture is tangible personal property, and the full price, including the labor to build it, is generally taxable. Delivery charges may or may not be taxable depending on the state. Furniture built into a home, such as built-in cabinets, can be treated as a real property improvement instead. Check your state revenue department.
How do woodworkers calculate materials on an invoice?
Hardwood is usually bought by the board foot, which is the volume of a board 1 inch thick, 12 inches wide and 12 inches long. Multiply thickness by width by length in inches and divide by 144. Add a waste factor, often 20% to 30% for figured or rough lumber, then show the material cost as a line or include it in the piece price.
Should I show my hourly labor on a custom furniture invoice?
You can, but many makers prefer a fixed price per piece and show labor only for changes or repairs. A fixed price rewards your efficiency and avoids debates about hours. If you show labor, break it into stages such as milling, joinery, assembly and finishing. For restoration and repair work, hourly billing is more common because the scope is less predictable.
What if a client changes the design after I have started?
Treat it as a change order. Write down the change, the extra cost and any schedule impact, and get the client's approval before continuing. Then list the change order as a separate line on the invoice. If the change means scrapping work already done, include the wasted materials and time, because the original deposit was calculated on the original design.
Can I charge storage if a client does not collect their furniture?
Yes, if your terms say so. Many makers allow a grace period, such as 14 or 30 days after completion, then charge a weekly or monthly storage fee. Some contracts also say the piece may be sold to recover costs after a long period, subject to state law on abandoned property. State the policy in your contract and invoice notes.
When does ownership of a custom piece pass to the client?
Your contract can say that title passes to the client when the final payment is received, which protects you if the balance goes unpaid. Make sure the deposit terms and the delivery policy match: many makers do not release or deliver a piece until it is paid in full. Note this on the final invoice so there is no confusion at pickup.
What payment methods are common for custom furniture?
Bank transfer, check and card are common. Card payments are convenient for clients but cost the maker processing fees, which matter on large pieces. Some makers offer a small discount for bank transfer or pass on a surcharge where state law and card network rules allow. Avoid releasing a piece on an uncleared check for a large final balance.
Invoice Creator Editorial Team
Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.
Try the invoice generator