Jewelry Invoice Template: Custom Pieces, Repairs, Receipts

Quick answer: A jewelry invoice template bills a customer for jewelry sold, made or repaired. It describes each piece precisely, including metal type and karat or fineness, weight, each stone's type, shape, carat weight and grades, any grading report number and lab-grown disclosure, then lists labor, design or repair charges, sales tax, deposits and the balance due.

Jewelry invoices do more work than most. Customers rely on them for insurance, warranty claims and proof of ownership long after the sale, and a precise description is part of the value you deliver. Custom work adds deposits, design fees and stone sourcing; repairs add intake records and condition notes. This guide explains how to write a jewelry invoice or jewelry receipt that holds up, with a custom ring example, a repair example and the details the FTC Jewelry Guides expect you to get right.

What is a jewelry invoice (and how is it different from a receipt)?

A jewelry invoice is a bill requesting payment for jewelry or jewelry services, while a jewelry receipt confirms payment has been received. In retail, one document often serves both purposes: the invoice is marked "Paid" with the payment method and date. For custom pieces and repairs, you usually send an invoice first (often for a deposit) and give a paid receipt at pickup. Our guide on invoices versus receipts explains the difference, and the payment receipt template covers the receipt side.

Jewelers typically create invoices for four kinds of transactions:

• Retail sales of finished pieces.
• Custom design: engagement rings, wedding bands, pendants, redesigns using the customer's own stones or gold.
• Repairs and services: sizing, prong work, soldering, cleaning and polishing, stone replacement, engraving.
• Wholesale and consignment to other retailers. See our consignment invoice guide for memo terms.

What should a jewelry invoice include?

Field	What to write
Business details	Name, address, phone, email, website, sales tax permit number if required
Invoice details	Invoice number, date, job or repair envelope number, due date
Customer	Name, address, phone, email
Item type	Ring, pendant, earrings, bracelet, with style or model number
Metal	Type and karat or fineness (14K yellow gold, 18K white gold, platinum 950, sterling silver 925), weight in grams or pennyweight
Center stone	Type, natural or laboratory-grown, shape, carat weight, measurements, color, clarity, cut grade, grading lab and report number, known treatments
Side stones	Number, type, total carat weight, approximate quality range
Labor and services	Design and CAD, casting, setting, finishing, engraving, repairs
Totals	Subtotal, sales tax, total, deposits, balance due
Notes	Warranty, return policy, appraisal disclaimer, care instructions

Use a jewelry-specific invoice numbering system, and link repair invoices to the intake envelope number so you can trace every item that passes through your shop.

How to describe metals and stones accurately

Precise, honest descriptions are both good service and a legal expectation. In the US, the FTC Guides for the Jewelry, Precious Metals, and Pewter Industries (16 CFR Part 23) set out how to describe metals, diamonds, gemstones and pearls without misleading buyers. Key points for invoices:

• Metal content. Use the karat (10K, 14K, 18K) or fineness marking that matches the item. Describe plated, filled or vermeil items as such, not as solid gold.
• Lab-grown diamonds. The FTC Guides allow a lab-grown stone to be called a diamond only with a clear, conspicuous disclosure of its origin, such as "laboratory-grown" or "laboratory-created". Do not call it real, natural or genuine.
• Simulants. Stones that imitate diamonds or gems, such as cubic zirconia or moissanite, should be named for what they are.
• Treatments. Disclose treatments that significantly affect value or require special care, such as fracture filling or certain gemstone treatments.
• Carat weight. State total carat weight for multiple stones (for example, 0.50 ct tw), and avoid rounding in a way that overstates weight.

When a stone has a grading report, include the lab name and report number. That single line makes insurance scheduling and later verification far easier.

How do jewelers price custom work and repairs?

Custom jewelry is usually priced as materials plus labor plus margin. Typical components:

Component	How it is often priced
Design and CAD	Flat fee, sometimes credited against the order
Metal	Weight times current metal price plus a markup or casting charge
Center stone	Stone cost plus markup, often paid in full up front
Side stones and setting	Per stone setting fee plus stone cost
Finishing and polishing	Included or flat fee
Engraving	Per line or per character, hand or laser

Because gold and platinum prices move daily, many jewelers state in the quote how long the metal price is held (for example, 7 days) and whether the final invoice may adjust if the customer delays approval. Repairs are usually priced from a service menu. The ranges below are illustrative only, since prices depend on metal, complexity and your market:

• Ring sizing, gold, down: often a modest flat fee; up: adds metal cost.
• Prong retipping: priced per prong.
• Chain solder: per break.
• Clasp replacement: part plus labor.
• Stone tightening, cleaning and inspection: low flat fee, sometimes free for your own customers.

Jewelry invoice example: custom engagement ring

The example below shows a custom solitaire ring with a lab-grown center stone. Prices are illustrative, and the example applies an 8.25% sales tax.

Invoice JW-2026-0213 | Custom order | Design approved: September 8, 2026 | Pickup: October 27, 2026 | Customer: Daniel Reyes

Description	Qty	Price	Amount
Custom design and CAD rendering, two revisions	1	$250.00	$250.00
Solitaire setting, 14K yellow gold, 4-prong cathedral, finished weight 3.8 g, size 6.5	1	$1,150.00	$1,150.00
Center stone: laboratory-grown diamond, round brilliant, 1.52 ct, F color, VS1 clarity, Excellent cut, grading report no. LG000000 (lab-grown, not natural)	1	$1,400.00	$1,400.00
Casting, stone setting and final polish	1	$350.00	$350.00
Laser inscription of report number on girdle	1	$40.00	$40.00
Subtotal			$3,190.00
Sales tax, 8.25%			$263.18
Total			$3,453.18
Less deposit paid September 8, 2026 (50% of subtotal)			-$1,595.00
Balance due at pickup			$1,858.18

Note on the invoice: "This invoice records the price paid and describes the item sold. It is not an appraisal. For insurance valuation, obtain an independent appraisal." The grading report number shown is a placeholder; use the real number on your own invoices.

You can lay this out with the free invoice generator, using long descriptions for each line and the notes field for the appraisal statement and warranty.

Jewelry repair invoice example

Repairs need fewer lines but more care about condition. A typical repair invoice:

Description	Qty	Price	Amount
Intake R-4471: 14K white gold ring, 1 round center stone approx. 0.75 ct, 6 side stones; light wear, one bent prong noted at drop-off
Ring sizing up 1.5 sizes, 14K white gold, added metal	1	$85.00	$85.00
Prong retipping, 14K white gold	4	$30.00	$120.00
Rhodium plating	1	$60.00	$60.00
Ultrasonic cleaning and inspection	1	$0.00	$0.00
Total (labor exempt in this example state)			$265.00

Recording the condition at intake ("one bent prong noted at drop-off") protects you if the customer later claims damage. Our work order template is a good format for intake records.

How to invoice remounts with the customer's own gold or stones

Many custom jobs reuse a customer's materials: a grandmother's diamond set into a new ring, or old gold melted into a band. These jobs need extra care on the invoice because you are handling property you did not sell.

Situation	What to record	How to bill
Customer's stone in a new setting	Stone description and measurements at intake, any chips or inclusions visible, signed intake form	Setting, labor and setting fee only; stone listed as "customer-supplied, not sold"
Customer's gold used in the new piece	Weight and karat received, refining or alloying loss explained up front	Credit for the metal at an agreed rate, or labor only if the gold is reused directly
Trade-in toward a purchase	Item description, weight, agreed trade-in value	Trade-in shown as a credit line; check how your state taxes the net amount
Old gold purchase (scrap)	Weight, karat, rate per gram or pennyweight, seller ID where local law requires it	A purchase receipt or bill of sale to the seller, not an invoice

Setting a customer's stone carries risk, because older or treated stones can chip under pressure. Many jewelers add a waiver for customer-supplied stones and state that liability is limited. Write the risk policy on the intake form, then repeat it in the invoice notes. For purchases of gold or jewelry from the public, a bill of sale is the right document, and some cities and states have secondhand dealer rules that require holding periods and seller identification.

What to write in the appraisal note

Customers often ask for "an appraisal" when they really need a detailed receipt for their insurer. A short note avoids confusion: say the document records the price paid, it is not an independent appraisal, and replacement value for insurance may differ. If you also offer appraisals, issue them as a separate document with its own fee, signed by the appraiser, and never on the sales invoice itself.

Is jewelry taxable, and what about repairs?

In US states with a sales tax, retail jewelry sales are generally taxable at the rate for the delivery location. Points to check with your state revenue department:

• Whether repair labor is taxable or exempt when separately stated.
• Whether parts and metal added during repairs are taxable.
• How trade-ins and customer-supplied stones or gold are treated.
• Exemptions for sales to resellers with a valid resale certificate and for out-of-state shipments.

This is general information, not tax or legal advice. You can check totals with the sales tax calculator.

How to create a jewelry invoice step by step

1. Record the customer and job details, including the intake or job number.
2. Describe each item fully: type, metal, karat, weight, stones and grades.
3. Add the lab-grown or simulant disclosure next to the stone description.
4. Add the grading report lab and number if there is one.
5. List labor separately: design, setting, engraving, repairs.
6. Apply sales tax to taxable lines.
7. Credit deposits and show the balance due.
8. Add notes: warranty, returns, care and an appraisal disclaimer.
9. Mark it paid at pickup with method and date, and give the customer a copy.

Common jewelry invoicing mistakes

• Vague descriptions like "diamond ring, gold". Useless for insurance and risky under the FTC Guides.
• Burying the lab-grown disclosure in the footer instead of on the stone line.
• Calling the invoice an appraisal or listing an inflated "retail value" that differs from the price paid.
• No intake record for repairs, which leaves you exposed to damage claims.
• Not holding metal prices for a set period, so a long design process erodes your margin.
• Starting custom work without a deposit, especially when you have reserved a stone.

If customers also ask you for valuations, see our appraisal invoice template for how appraisal fees are billed. Independent makers who sell one-of-a-kind pieces may find our artist commission invoice template useful too.

A strong jewelry invoice template describes every piece precisely, discloses what must be disclosed, separates labor from materials and records deposits clearly, so it serves as a receipt, a warranty record and an insurance document. Create yours with our free invoice generator. It is free, needs no sign-up, and builds a PDF in your browser that you can download, print or email to your customer.