At Merchy’s, we want to make sure you clearly understand how we handle invoices, what information they contain, and why they're important. Whether you've just placed an order for custom apparel (screen printing, embroidery, etc.) or are managing several invoices, this article explains it all in a simple, transparent way.
How Invoices Are Sent
Once your order is processed (either after approval of artwork or once production begins), Merchy’s will generate an invoice.
We send invoices by email to the billing address you provided. If needed, we can also provide a paper copy on request.
If your order is large or needs a formal purchase order submitted, we might send a pro forma invoice before full production begins.
What Details Your Invoice From Merchy’s Includes
Each invoice you receive from Merchy’s will include:
Business / Seller Information
Our company name (“Merchy’s”)
Address, phone number, email contact
Maybe our tax or registration identification, if applicable
Customer / Billing Information
Invoice Number & Dates
A unique invoice number so we and you can track it
Date the invoice was issued
Payment due date or payment terms
Order Details
Description of goods/services (e.g. “20 white polo shirts – screen printed logo on chest”, “embroidery on caps”, etc.)
Quantity of each item
Unit price per item (or hourly rate, if applicable)
Any custom artwork / setup charges
Totals & Taxes
Subtotal amounts (before tax)
Sales tax or applicable local tax (if required)
Any fees (shipping, packaging, etc.)
Grand total amount due
Payment Instructions & Terms
Accepted payment methods (e.g. credit card, bank transfer, etc.)
Late payment terms (if applicable)
Reference to purchase order number if you provided one
Why Invoices Are Important for Record-Keeping
Tracking what’s owed and what’s been paid. Invoices document what you need to pay us, and once paid, they help you confirm fulfillment of that obligation.
Financial management & cash flow. For your budget, bookkeeping, and planning, knowing when payments are due helps avoid surprises.
Taxes and audit compliance. Authorities often require invoices to substantiate business expenses, deductibles, sales tax, and revenue. Keeping good invoices helps during tax time or audits. (IRS)
Dispute resolution. If there’s ever a disagreement about what was ordered, what was delivered, or pricing, a detailed invoice is proof.
Organized records. Maintaining invoices in an orderly fashion (by date, by project, etc.) makes it easier to find information later, whether for warranties, returns, or business reporting.
Best Practices (for Customers)
Review invoices as soon as you receive them to catch any errors (quantities, item descriptions, pricing).
Keep both digital and/or physical copies of invoices for your business files.
Match payments to invoice numbers when paying, so both parties keep clean records.
If you have special billing requirements (like needing your PO number on the invoice), let us know ahead of time.
For custom apparel printing or embroidery orders, review any setup or artwork fees clearly before approving — those often show up on the invoice and matter for totals.
FAQs
Q: When is the invoice due?
A: The invoice due date is clearly stated on each invoice. It depends on the terms of your order (e.g., “due on receipt”, “Net 30 days”, etc.).
Q: Can I get a revised invoice if something was wrong?
A: Yes — if you notice any mistakes (wrong item, wrong quantity, incorrect pricing, missing PO number, etc.), contact us. We’ll issue a corrected invoice promptly.
Q: Can I pay the invoice with different methods?
A: We accept several common payment methods. You’ll see the options listed on the invoice itself. If you prefer another method, reach out to us and we’ll tell you whether it’s possible.
Q: How long should I keep invoices?
A: For tax and audit purposes, it’s often recommended to keep invoices for several years. Many businesses keep them at least 3-7 years, depending on location.
If you have any questions about a specific invoice from Merchy’s or need help locating one, feel free to contact our billing team at [billing@merchysmerch.com] or call us. We’re happy to help.
