Guide

Invoicing for woodworkers

You didn't get into woodworking to do paperwork. Most people in a small shop are good at the build and a little behind on the bill. That's normal. This page is the plain version of how to invoice custom work so you get paid without it eating your evening.

What goes on a woodworking invoice

Keep it simple. A good invoice for a custom piece or a shop job usually has:

Your shop name and how to reach you
The customer's name and contact info
An invoice number and the date
A short description of the work ("Walnut coffee table, 48 x 24, oil finish")
Line items, or one line, with prices (more on that below)
Delivery or install, if you charged for it
The total and when it's due
How they can pay you

That's it. If you sell taxable goods, ask your tax person how sales tax works where you are. Rules change state to state and it's worth a ten minute call.

Itemize or one line?

This is the question woodworkers argue about the most. There are two camps.

Itemized: materials, hardware, finish, shop hours, delivery, each on its own line. Customers see where the money went. It tends to cut down on the "why is it this much" conversation, and it helps you see later which jobs actually made money.

One line: "1 cherry dining table, $3,200." Cleaner. Some makers feel itemizing invites customers to haggle over your hourly rate.

A lot of shops split the difference. They itemize on the quote, so the customer understands the price up front, then keep the invoice short. Either way is fine. Pick one and be consistent so your records make sense later.

When to send it

The best time to send an invoice is right away. The longer it sits, the longer you wait on money you already earned.

Common setups in small shops:

At delivery. Hand over the piece, send the invoice the same day.
Split payments. Many makers ask for part up front to cover materials and the rest at delivery. If you do this, put both amounts and dates in writing so nobody is surprised.
On a schedule for bigger jobs like built-ins or cabinet runs, tied to milestones you agreed on before you started.

Whatever you pick, put your payment terms on the invoice. "Due on delivery" or "Due within 14 days" is enough.

Keep track of who paid

The invoice isn't done when you send it. It's done when the money shows up. If you're juggling three or four jobs, it's easy to lose track of who still owes you. A simple list of open invoices you check once a week saves a lot of awkward "hey did you ever pay that" texts.

Where Linchpin fits

Linchpin is a simple website that hosts the tools a small business needs. You turn on only the modules you use. It started because friends and family kept asking me to build them websites, and they all needed the same few tools. So I put them in one place and made it public.

If invoicing is all you need, turn on Invoicing for $9 a month. Nothing else comes along for the ride.

If you also want help with the rest of the shop paperwork, there are other modules you can add:

Inventory, $7/mo
Receipt & Invoice Capture, $5/mo
Scheduling, $9/mo
Contractor & 1099 Management, $15/mo (tracking and prep for your records, not filing)

Turn on 3 or more and you get 10% off. 5 or more is 15% off. No card to start.

Turn on what you need. Pay for that.

Start with Invoicing

FAQ

Do I need special software to invoice as a woodworker?

No. Plenty of small shops start with a template. Software helps once you're tracking more than a couple of jobs at a time and want everything in one spot.

Should I itemize materials and labor on a custom furniture invoice?

Up to you. Itemizing helps customers understand the price and helps you see what each job cost. One line looks cleaner. Many shops itemize the quote and keep the invoice short.

When should I send an invoice for a custom piece?

As soon as the work is delivered, or on whatever schedule you agreed to up front. The sooner it goes out, the sooner you get paid.

How much does Linchpin Invoicing cost?

$9 a month. You only pay for the modules you turn on. 3+ modules get 10% off, 5+ get 15% off.

Does Linchpin handle my taxes?

No. Linchpin helps you keep your invoices and records organized. Tax questions go to your tax person.