Jewelry Repair Invoice and Intake Template
A jewelry repair invoice should start from an intake ticket recording metal, stone count, sizes and any existing damage, then itemize labour by task — sizing, retipping, stone setting, soldering, polishing — with metal and stone costs quoted against the gold price on the day and a stated liability and unclaimed-item policy. ShowTheReceipts records intake, saves each task as a reusable line, and takes payment at pickup.
Intake ticket — before the piece leaves the counter
- Metal type and karat, weight
- Stone count, sizes, and every existing chip or abrasion
- Photographs of the piece before any work
- Reported issue, in the customer’s words
- Customer signature and contact
- Unclaimed-item date
“There were three stones when I brought it in” is the trade’s most common dispute. The intake photo is the only thing that ends it.
Invoice lines
- Sizing — up or down, by metal and karat
- Retipping / prong rebuild — per prong
- Stone setting — per stone, by type
- Soldering, shank replacement, chain repair
- Rhodium plating, polishing, refinishing
- Metal and stones supplied — quoted at the day’s price
- Rush service — stated uplift
Quote metal with an expiry
| Item | How it’s quoted |
|---|---|
| Labour | Held for 30 days |
| Metal (gold, platinum) | Day’s price, 7–14 day validity |
| Supplied stones | Per stone, deposit taken |
| Rush | Uplift, stated |
Never issue a metal quote with no expiry date. Gold moves; your quote shouldn’t be the thing absorbing it.
Liability, in writing
Worn prongs, pre-existing chips, and prior repairs fail under heat and ultrasonic cleaning. Say so on the invoice — you are not insuring the last jeweler’s work.
What not to do
- Don’t take a piece in without a photographed, signed intake ticket
- Don’t quote metal without a validity window
- Don’t order stones or cast custom work without a deposit
- Don’t leave the unclaimed-item date unstated
Frequently asked questions
What must be on a jewelry repair intake ticket?
Metal type and karat, stone count with sizes and any existing chips, weight, photographs of the piece before work, the reported issue, and the customer's signature. A missing stone the customer swears was there at drop-off is the single most common dispute in the trade, and only the intake record settles it.
How do I quote when the gold price keeps moving?
Quote metal against the price on the day and state a validity window — commonly 7 to 14 days — on the estimate. Labour can hold longer; metal can't. A quote with no expiry becomes a promise you're keeping at a loss the next time gold jumps.
Should I take a deposit on jewelry repair?
Take one whenever you're buying metal, ordering a stone, or doing custom work — enough to cover materials before you commit them. Casting a custom piece or setting a bought stone on the customer's word is how a jeweler ends up owning a piece nobody wants.
What liability terms should be on the invoice?
State that pre-existing stone chips, worn prongs, and prior repairs may fail under heat or ultrasonic cleaning, and that stones of unknown origin are handled at the customer's risk. Note the unclaimed-item date too — commonly 90 days after notification, with storage terms after.