What should be on a longarm quilting invoice?

Your business details, the client and quilt, the quilting service and its price basis, quilt dimensions and charge, materials and add-ons, subtotal, sales tax if applicable, total due, and payment terms.

How do I calculate a longarm quilting invoice?

For edge-to-edge quilting, multiply the quilt top length by width to get square inches, then multiply by your per-square-inch rate. Add materials, add-ons, and any sales tax to reach the total. Calculating from the dimensions captured at intake keeps it accurate.

Do I charge sales tax on quilting invoices?

It depends on your local rules — some areas tax quilting services, some only the materials you supply. If you must collect it, show it clearly on each invoice and track it as you go so remitting it is straightforward.

How can I invoice quilting clients faster?

Connect your invoicing to your intake and pricing so dimensions, services, materials, and tax total automatically. That turns invoicing into a two-minute task instead of a manual, error-prone calculation.

Invoicing

How to Invoice Longarm Quilting Clients

7 min read

Professional invoices get you paid faster, reduce awkward money conversations, and make your quilting business look established. But building invoices by hand — recalculating square inches, adding up thread and batting, figuring the sales tax — is slow and error-prone.

This guide covers what belongs on a longarm quilting invoice, how to price and total it correctly, and how to make invoicing a two-minute task instead of an evening chore.

What to put on a longarm quilting invoice

A clear invoice removes any confusion about what the client is paying for. It should tie directly back to the order details you captured at intake.

Your business name and contact information
Client name and the quilt being billed
Quilting service and the price basis (e.g. per square inch)
Quilt dimensions and resulting quilting charge
Materials: batting, backing, thread supplied by you
Add-ons: binding, pressing, rush fees
Subtotal, sales tax (if applicable), and total due
Payment terms and accepted payment methods

Price by the square inch, consistently

Edge-to-edge quilting is almost always billed per square inch: multiply the quilt top’s length by its width, then by your rate. Doing this by hand for every quilt invites math errors and inconsistent pricing. Calculating it from the dimensions you already captured at intake keeps every invoice accurate and consistent.

Handle sales tax the right way

If your area taxes quilting services or the materials you supply, your invoice needs to show it correctly and you need to track what you have collected. Reconstructing sales tax at the end of the year from a stack of invoices is painful; tracking it on each invoice as you go makes tax time simple.

Get paid on time

Send the invoice promptly — ideally when the quilt is ready — and state your terms clearly. Keep a running view of what is paid and what is outstanding so you can follow up on the rare late payment without digging through records.

Invoice in two minutes, not an evening

Quilts Fully Loaded turns your intake details into accurate, tax-ready invoices automatically — with a running view of what is paid and what is outstanding.

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Frequently asked questions

What should be on a longarm quilting invoice?: Your business details, the client and quilt, the quilting service and its price basis, quilt dimensions and charge, materials and add-ons, subtotal, sales tax if applicable, total due, and payment terms.
How do I calculate a longarm quilting invoice?: For edge-to-edge quilting, multiply the quilt top length by width to get square inches, then multiply by your per-square-inch rate. Add materials, add-ons, and any sales tax to reach the total. Calculating from the dimensions captured at intake keeps it accurate.
Do I charge sales tax on quilting invoices?: It depends on your local rules — some areas tax quilting services, some only the materials you supply. If you must collect it, show it clearly on each invoice and track it as you go so remitting it is straightforward.
How can I invoice quilting clients faster?: Connect your invoicing to your intake and pricing so dimensions, services, materials, and tax total automatically. That turns invoicing into a two-minute task instead of a manual, error-prone calculation.