Manufacturing and processing: Invoicing software for embroidery studios
Invoicing software for embroidery studios: finished pieces, digitising and setup work from the job card come together on an invoice that matches what was embroidered, and that goes out with a payment link.
Where invoices stall for embroidery studios.
At embroidery studios the invoice often differs from the quote in ways the office cannot see. The stitch count after digitising comes out higher than estimated, two fewer pieces were delivered because the client supplied too few, or an extra sample was stitched because the client wanted a different thread colour. Digitising is sometimes forgotten on the first invoice, or charged again on a reorder. When supplied items are spoiled, someone has to agree who pays for the replacement. Whoever invoices starts from the quote and has to ask the floor what actually happened.
Invoicing software for embroidery studios
Example- 1
Bring job card and quote together
DoneAfter completion, the accepted quote, the count per garment and position, the actual stitch count from the archive and any extra proofs already sit in the same software.
- 2
Check digitising and setup work
In progressThe software checks whether digitising for this logo and size has been invoiced before.
- 3
Settle rejects and send the invoice
NextRejects on supplied garments are shown separately, with the arrangement that belongs to the customer: compensate, replace or not charge.
From finished work to paid invoice.
Bring job card and quote together
After completion, the accepted quote, the count per garment and position, the actual stitch count from the archive and any extra proofs already sit in the same software. Each line sits next to the quote, so you can see what matches, what differs and what is new.
Check digitising and setup work
The software checks whether digitising for this logo and size has been invoiced before. For a new logo it goes on the invoice, for a repeat it does not. Setup work, such as an extra proof or a change at the customer's request, gets its own line with a reason.
Settle rejects and send the invoice
Rejects on supplied garments are shown separately, with the arrangement that belongs to the customer: compensate, replace or not charge. After review, the invoice goes out with a payment link, reminders follow by themselves and the order gets the status invoiced. That way the same order is never invoiced twice.
Invoicing from the same software.
Embroidery studios often still invoice by hand from an accounting package, sometimes with a simple till for private orders, and look up stitch counts and extra proofs separately. Here quote, job card and logo archive sit in the same software, so the invoice follows from what was embroidered. Arrangements with regular customers and resellers apply automatically. The floor owns what was embroidered, accounts own what is invoiced. The bookkeeper can look along or receive an export.
Actual stitches or quoted price
When the stitch count after digitising differs from the estimate, you can charge the actual price or hold to the quote. Actual stitches are fair, but a higher invoice surprises the client. An agreed margin in the quote, with recalculation only above it, keeps both sides content and puts that margin in writing.
Compensating rejects on client items
If a supplied garment is misembroidered, you can replace it, compensate it at cost or exclude it in your terms. Each choice affects the customer relationship. The software shows the reject and applies the arrangement that belongs to the customer, so it is not worked out case by case.
Private up front or business afterwards
Private customers with a name on a towel often pay when ordering or collecting, for example via a payment link. Business customers get an invoice afterwards. The software handles both: for a private order it checks whether the amount paid matches what was delivered, for business the invoice is ready for review.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat we set up for your invoicing.
After completion, the invoice is ready at the start from quote, job card and archive. Digitising costs are checked against earlier invoices and rejects are shown with the customer arrangement. Together we walk through a repeat order without digitising, and a new logo where the stitch count comes out higher and two supplied jackets were misembroidered. Resellers and private checkout you switch on afterwards. Every invoice waits for approval from accounts before it leaves with a payment link.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we avoid charging digitising twice?
The software checks the archive to see whether this logo in this size has been invoiced before. If so, the item does not appear on the invoice. If you still want to charge for an adjusted size, that is possible as a deliberate line with a reason.
What if the client supplied fewer items than ordered?
The count at receipt is on the job card. The invoice uses the number of pieces actually embroidered, not the quoted number. The difference is visible, so accounts can explain why the invoice is lower than expected.
Can we charge for extra samples?
Yes, when the extra sample was made at the client's request, for instance for a different thread colour. The job card records the reason and the office decides whether it goes on the invoice. A sample redone because of your own mistake is marked as such and not charged by default.
Can our bookkeeper work with these invoices?
Yes. The bookkeeper can look along at invoices, payment status and the VAT overview, or receive an export per period. At the start we agree together which revenue types you use for embroidery, digitising and garments, so the bookkeeper recognises everything without asking.
What often connects to this.
- Quotation software for embroidery studiosQuotation software for embroidery studios that works out stitch count, digitising costs, colour changes and run size, so every price can be explained from the logo itself.
- Digital job cards for embroidery studiosDigital job cards for embroidery studios that bring the released sample, stitch file and per position settings to the machine, and record repairs and rejects per order.
- Website for embroidery studiosA website for embroidery studios that explains embroidery positions, thread colours and suitable fabrics, so a client understands what a logo can and cannot do in thread.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for embroidery studios: embroidered pieces, digitising and rejects under agreement on the invoice, with a payment link and reminders.
- Bring job card and quote together
- Check digitising and setup work
- Settle rejects and send the invoice