A jewelry invoice describes each piece with appraisal-grade specificity: metal type and purity (14k yellow gold, sterling silver), stone details (carat, cut, clarity, color for diamonds; species and treatment for colored stones), and weight. Custom commissions bill 50% on design approval with the balance before delivery; repairs are quoted after inspection. The detailed description protects both parties for insurance, returns, and authenticity questions.
Jewelry Invoice Template
Reviewed by the Agiled editorial teamUpdated June 2026
A jewelry invoice is the document an insurer, appraiser, or future buyer will someday read — which means 'gold ring with diamond — $2,400' is a liability. Each line needs the specificity of the trade: metal and purity, stone weight and grade, treatments disclosed, piece weight. This template builds that detail in, with deposit handling for custom commissions and inspection-first billing for repairs. Download it in PDF, Word, Excel, Google Docs, or Google Sheets, or generate a pre-filled version below.
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Your Company Name
123 Business St, City, State 12345
billing@yourcompany.com
INVOICE
INV-0001
Bill to
Client Company
Due
Net 30
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Custom gold necklace | 1 | $850.00 | $850.00 |
| Ring resizing | 2 | $75.00 | $150.00 |
| Jewelry cleaning | 3 | $30.00 | $90.00 |
Download this invoice template
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Word
Editable in Word or Google Docs
Excel
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Or create and send invoices online
Create online- Custom commission deposit
- 50% at design approval, non-refundable once materials are sourced
- Description standard
- Metal + purity, stone specs (4Cs / species + treatment), weight
- Repairs
- Quote after inspection; written estimate before work
- Returns
- Custom and engraved pieces are final sale — print it
What to include on a jewelry invoice
Appraisal-grade piece description
"14k yellow gold solitaire ring, 6.1g, set with 0.72ct round brilliant diamond, G color, VS2 clarity (GIA #...)." This is what insurance, resale, and your own protection require.
Metal type, purity, and weight
14k vs 18k, sterling vs fine silver, platinum — purity drives price, and FTC jewelry-marketing rules require accuracy in how it's described.
Stone details with treatments disclosed
Carat, cut, color, clarity for diamonds; species, origin if known, and any treatment (heated sapphire, fracture-filled) for colored stones. Undisclosed treatments are the industry's most litigated omission.
Certification references
GIA/IGI report numbers for certified stones, linked on the line. A cert number on the invoice ties the physical stone to its paper forever.
Custom work: design reference and deposit
Reference the approved design/CAD rendering and date, show the 50% deposit, and state that the deposit becomes non-refundable when materials are purchased.
Repair lines with before-condition notes
"Re-tip 4 prongs, replace 0.02ct accent stone; chip on shank noted at intake." Intake condition on the invoice is what protects you from owning pre-existing damage.
Return and care policy
"Custom and engraved items final sale; stock items returnable 14 days unworn." Plus care notes where relevant (plating wear, opal care) to pre-empt 'defect' claims that are really wear.
Typical jewelry pricing benchmarks (U.S., 2026)
| Item / service | Typical range | Notes |
|---|---|---|
| Custom engagement ring (labor + setting) | $500 – $2,500 + stone | CAD design often included |
| CAD design fee (standalone) | $100 – $400 | Credited on commission |
| Ring resizing | $30 – $150 | Metal and complexity dependent |
| Prong re-tipping (per prong) | $15 – $40 | |
| Chain solder repair | $25 – $75 | |
| Rhodium re-plating | $60 – $120 | White gold maintenance |
| Handmade artisan pieces | Materials × 2.5 – 4 markup | Common pricing heuristic |
Metal market prices move daily and stone pricing is grade-driven; quote from current material costs. Ranges are common U.S. retail benchmarks, not valuation advice.
How jewelry billing actually works
Custom commissions: design, deposit, build, balance
The clean sequence: design consultation, approved rendering, 50% deposit invoice referencing the design and stating non-refundability once materials are sourced, then the balance invoice — with the full appraisal-grade description of the finished piece — due before delivery. The finished-piece description often differs slightly from the design (final stone weight, finished metal weight); the balance invoice is where the as-built truth gets recorded.
Repairs: inspect first, quote in writing, note the intake condition
Never quote a repair sight unseen — and never accept a piece without documenting its condition at intake on the paperwork the customer signs. The repair invoice then lists each operation performed, parts and stones supplied, and the intake notes. That intake line is the difference between 'you chipped my emerald' and a calm conversation.
Wholesale and consignment to boutiques
Wholesale lines bill per piece with SKU, materials, and case quantities on Net 30 with a resale certificate on file (no sales tax). Consignment is different paper: a consignment memo records the goods placed, and invoices are issued only as pieces sell, per the agreed split — don't invoice consigned inventory as a sale.
Invoicing mistakes that cost jewelry professionals money
Vague descriptions
'Diamond ring — $3,800' is unverifiable for insurance, indefensible in a dispute, and worthless at resale. The invoice description should let a third-party appraiser identify the exact piece years later.
Undisclosed stone treatments
Heated, irradiated, fracture-filled, and lab-grown stones must be described as such — it's an FTC requirement and the trade's brightest ethical line. The invoice is where the disclosure lives permanently.
Custom work without staged payment
A commissioned piece is unsellable to anyone else. 50% at design approval (non-refundable once gold is bought), balance before handover — a jeweler holding a finished bespoke ring and an unpaid invoice has no leverage left.
Repairs accepted without intake notes
Pre-existing wear discovered during repair becomes your fault the moment the customer disputes it. Photograph and note condition at intake, reference it on the invoice, done.
How to use this template
- 01
Download the template in your preferred format, or generate a pre-filled version with the download studio above.
- 02
Add your business details and an invoice number; add the customer's details.
- 03
Describe each piece to appraisal grade: metal, purity, weight, stone specs, treatments, cert numbers.
- 04
For custom work, reference the approved design and show the deposit and balance schedule.
- 05
For repairs, list each operation with parts supplied and the intake condition noted.
- 06
Apply sales tax (or record the resale certificate for wholesale), print the return policy, and deliver with the piece.
Skip this template if…
- Watch sales and service — horology billing involves movement servicing terms and warranty structures of its own.
- Precious-metal buying (scrap gold purchases) — that's a purchase receipt with assay and weight, the reverse of this document.
FAQs
What should a jewelry invoice include?
An appraisal-grade description of each piece — metal type and purity, weight, stone carat/cut/color/clarity or species and treatment, certification numbers — plus the price, sales tax, and your return policy. For custom work, the design reference and deposit schedule; for repairs, the operations performed and intake condition.
How much deposit for custom jewelry?
50% at design approval is standard, becoming non-refundable once materials — particularly the center stone and metal — are purchased, with the balance due before delivery. The deposit invoice should state that trigger explicitly rather than just 'non-refundable.'
Why do stone treatments belong on the invoice?
Because disclosure is legally required and value depends on it: a heated sapphire or lab-grown diamond is a legitimate product at a different price than its untreated or mined counterpart. The invoice is the permanent record that the buyer was told — protecting the jeweler as much as the customer.
Can a jewelry invoice be used for insurance?
A detailed invoice supports an insurance schedule and proves purchase price, though many insurers also want a formal appraisal for replacement value (which can exceed retail price). The more complete the invoice description, the smoother both the scheduling and any future claim.
How should jewelry repairs be billed?
Inspect first, give a written estimate, and document the piece's intake condition. The invoice then itemizes each operation (re-tipping, soldering, stone replacement) with parts supplied. Payment on pickup is standard; significant restorations may warrant a deposit for materials.
Are custom jewelry sales refundable?
Industry standard is final sale for commissioned and engraved pieces — they can't be resold as new — and that policy must be printed on the invoice and agreed before the deposit. Stock pieces typically allow short return windows (commonly 14–30 days, unworn, with paperwork).
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