Business supplies and services: Invoicing software for packaging design studios
Invoicing software for packaging design studios that invoices approved designs and rolled out variants, with extra work and additional rounds shown separately and a payment link.
Where invoices stall for packaging design studios.
Invoicing at packaging design studios often lags behind the work. A concept is approved, then the roll-out to sizes and flavours follows over a longer period, and somewhere in between come extra correction rounds and a rush job for a trade fair. At month end someone has to work out which variants were actually delivered, which are still waiting on client copy and which extra rounds fell outside the proposal. Anything not in the proposal is easily forgotten or invoiced without backing, and the client then asks where that line came from.
Invoicing software for packaging design studios
Example- 1
Gather approved work
DoneThe software lists per project what has been approved and handed over print-ready: the concept, each rolled out variant, extra sizes.
- 2
Review departures from the proposal
In progressThe approved items sit next to the proposal.
- 3
Send invoice with payment link
NextThe project lead reviews the invoice, adjusts a line where needed and sends it with a payment link.
From finished work to paid invoice.
Gather approved work
The software lists per project what has been approved and handed over print-ready: the concept, each rolled out variant, extra sizes. Every line refers to the item in the proposal and to the released version in the artwork record. Anything not yet approved is listed separately as work in progress and stays off the invoice.
Review departures from the proposal
The approved items sit next to the proposal. An extra correction round, a variant that was not in the proposal or a rush surcharge is flagged, with a reference to the addition the client confirmed. If that confirmation is missing, the project lead sees it before the line reaches an invoice.
Send invoice with payment link
The project lead reviews the invoice, adjusts a line where needed and sends it with a payment link. Reminders go out automatically and the payment status sits with the project. The software tracks which items have been invoiced, so a roll-out spanning several months is neither billed twice nor short.
Invoicing from the same software.
Most studios now track hours in a time tracker and create invoices separately. In the same software the accepted proposal, the artwork record and the approvals from the client portal already sit together, so rates, terms and approvals do not need retyping. The studio owns the invoice, the client owns the approvals it rests on. Hours remain available as backing if you bill on actuals. Your accountant can look along or receive an export.
Invoice per phase or after roll-out
An instalment per phase, such as concept, adaptation and print-ready delivery, spreads income and lines up with the approval moments. Invoicing after the full roll-out is simpler, but leaves the studio pre-financing for a long time when a range is rolled out gradually. For large ranges, billing per phase usually suits both sides better.
Bill extra work at once or batch it
Invoicing extra rounds straight away makes the cost visible when it arises, which avoids arguments. Batching it onto one invoice at the end feels calmer for the client, but makes it harder to justify every line. A middle ground is to include extra work in the next phase invoice, with the confirmed addition attached.
Show hours or only deliverables
With a fixed price per deliverable the client does not need to see hours. With work on a budget, a buyer often wants to know where the time went. You can attach hours without using them as invoice lines, keeping the invoice readable while the backing is there for anyone who wants to check it.
What we set up for your invoicing.
From the start invoicing brings approvals and proposal items together, flags differences and sends invoices with a payment link and reminders. Together we walk through an ordinary project delivered in one go, and a range where some of the variants are only approved later. Hours as an attachment and an overview of work in progress per client can be switched on, so you know mid roll-out what is still left to invoice.
View pricingSupport and updatesGood to know.
Explore pricing and optionsIs anything invoiced without anyone checking?
No. The software prepares the invoice; the project lead or the accounts team reviews and sends it. Only after that check does the invoice go out with its payment link. A person always confirms that a line matches what was agreed with the client.
What if a variant was approved but never printed?
For invoicing, what counts is approval and print-ready handover, not whether the client eventually prints. If your terms differ, for example billing at production, the basis can be adjusted. We set that during setup, so everyone knows when a variant becomes billable.
Can we invoice a partial roll-out each month?
Yes. The software tracks per project which variants have already been invoiced. Each month only newly approved items go on the invoice, with an overview of what is still outstanding. The state of a long roll-out stays clear for you and for the client.
How do we handle a credit note for a studio error?
A correction caused by a studio error is logged in the record with a reason, and the project lead decides whether it is billed. If an earlier line needs correcting, the accounts team issues the credit note in the same software, referring to the original invoice.
What often connects to this.
- Quotation software for packaging design studiosQuotation software for packaging design studios that sets out design variants, adaptations to other sizes and correction rounds per proposal, together with the assumptions behind the price.
- Digital job cards for packaging design studiosDigital job cards for packaging design studios in the form of an artwork file: for each pack the current design version, die line, copy and checks in one place.
- Website for packaging design studiosA website for packaging design studios that shows which pack formats, concepts and adaptations you take on, and what a brand owner needs ready before work can begin.
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 packaging design studios: approved designs, rolled out variants and extra rounds invoiced, with a payment link.
- Gather approved work
- Review departures from the proposal
- Send invoice with payment link