Taxidermy Invoicing: Get Paid Faster with Automated Billing

By MountChief Editorial Team|Updated Mar 2026

The average taxidermy shop loses 23 days of cash flow every year chasing down invoices that should have been paid weeks ago. That's not a customer problem. That's a systems problem.

Most shops are still doing this manually. They finish a mount, write up an invoice, email it or hand it to the customer, then wait. And call. And wait again. There's a better way.

This guide covers how to set up deposits, payment plans, and final invoices so that billing happens automatically when work hits the right milestone, not when you remember to send it.

TL;DR

The average taxidermy shop loses 23 days of cash flow every year chasing down invoices that should have been paid weeks ago.
"Payment due within 14 days of invoice date" is enforceable.
For high-value mounts, 50% upfront is reasonable and commonly accepted by customers who are serious about their mount.
Automated reminders send at defined intervals (3 days before due, on due date, 7 days past due) without you having to track it manually.
Most shops that implement automated reminders see a 40-60% reduction in past-due balances within the first 60 days.
If a customer doesn't pick up within 30 days of completion, what happens?

Why Taxidermy Invoicing Is Different from Other Service Businesses

Most service businesses invoice after the work is done. Taxidermy doesn't work that way. You're holding specimens for months. Costs go in up front (supplies, tannery fees, your labor). Cash comes in at the end, if you collect it.

That timing gap creates real cash flow pressure. You need a deposit system, a payment structure that spreads collection across the project, and a final invoice process that's fast enough to not create a second delay after the work is already done.

And unlike most service businesses, you have custody of something valuable. If a customer doesn't pay, you're holding their mount. That creates legal complexity. Having documented invoices with clear payment terms protects you.

Step 1: Set Up Your Deposit Policy

Deposits aren't optional. They're how you protect yourself from no-shows and cover your upfront costs.

What to Charge as a Deposit

A 25-50% deposit is standard for most mount types. For high-value or complex mounts (full-body elk, life-size bear, pedestal work), 50% upfront makes sense. For standard shoulder mounts, 25-30% is typical.

The deposit should at minimum cover your tannery fee and basic supply costs. Those are real dollars you'll spend regardless of whether the customer follows through.

When to Collect the Deposit

At intake. Not via invoice sent later. In person, before the specimen leaves the customer's hands and enters your shop. Use a taxidermy pricing calculator to generate the total and calculate the deposit amount right there.

Many shops collect deposits in cash or card at intake using a mobile payment terminal. Others accept check. Whatever method you use, document it on the intake record and provide a receipt.

Step 2: Structure Your Payment Plan

For high-value mounts over $800-1,000, payment plans reduce friction and improve collection rates. A customer who baulks at $1,200 upfront is often fine with $300 at intake, $300 at tannery return, and $600 at pickup.

Common Payment Plan Structures

Two-payment plan:

Deposit (30-50%) at intake
Balance due at pickup

Three-payment plan:

Deposit (25-33%) at intake
Mid-project payment (33%) when mount reaches a defined milestone
Final balance at pickup

Monthly installment plan:

Deposit at intake
Fixed monthly payments throughout the project
Balance due before pickup

Whatever structure you use, document it on the invoice and get the customer's signature at intake. The taxidermy invoicing process works best when terms are clear before the work starts, not after.

Step 3: Set Up Automated Invoice Triggers

This is where most shops are leaving time on the table. Manual invoicing requires you to remember to send it, find the customer's contact info, write up the numbers, and wait. Every step is a delay.

Automated invoicing tied to job status removes most of those steps. Here's how it works:

You update a job's status in your management software (e.g., "at tannery," "mount complete," "ready for pickup")
The system automatically generates and sends the appropriate invoice
The customer gets notified and can pay online

When a mount's status changes to "complete," the final invoice goes out automatically. You didn't have to do anything except finish the mount.

MountChief triggers invoices automatically when job status changes. You finish the work, update the status, and the billing happens. No manual invoice creation, no hunting for email addresses, no chase calls.

Step 4: Make It Easy for Customers to Pay

The harder you make it to pay, the later they pay. Accept the payment methods your customers actually use.

Payment Methods Taxidermy Shops Should Accept

Credit and debit cards are expected now. Get a card reader that works at intake and pickup. Square, Stripe, and Clover all work well for small shops.

ACH bank transfer works for larger payments. Lower fees than cards for high-value mounts.

Cash and check still matter, especially in rural markets. Just make sure you record them immediately.

Online payment links are increasingly expected. When you send a digital invoice, customers want to click a button and be done. Don't make them mail a check for a $600 mount.

Step 5: Automate Reminders for Outstanding Balances

An unpaid invoice doesn't automatically fix itself. Automated reminders send at defined intervals (3 days before due, on due date, 7 days past due) without you having to track it manually.

Most shops that implement automated reminders see a 40-60% reduction in past-due balances within the first 60 days. Customers aren't necessarily trying to avoid paying. They just forget. A polite automated reminder is all it takes.

What to Include on Every Taxidermy Invoice

A complete invoice protects you legally and reduces disputes. Every invoice should include:

Customer name, address, and contact info
Invoice number and date
Job number tied to the intake record
Species and mount type
Itemized breakdown (mount fee, tannery, any add-ons)
Deposit received and balance due
Payment due date
Accepted payment methods
Your shop name, address, and license number
Terms and conditions (late fees, storage fees for unclaimed mounts, etc.)

Don't skip the terms section. Unclaimed mount policy is especially important. If a customer doesn't pick up within 30 days of completion, what happens? Put it in writing, reference it on every invoice, and enforce it.

Handling Late Payments and Unclaimed Mounts

Some customers will go quiet. Deposits help because you're not completely exposed, but a delinquent balance on a completed mount is still a problem.

Practical Steps for Late Payments

Send automated reminders through your software
Follow up by phone after 14 days past due
Notify the customer that the mount will be subject to storage fees after 30 days
Know your state's abandoned property law for taxidermy (these vary by state)

Most states allow you to sell an unclaimed mount after a certain period if you've made documented attempts to contact the customer. Having an invoice trail and communication records makes this much easier if it ever comes to that.

Common Taxidermy Invoicing Mistakes

Sending the final invoice a week after completion. Every day you delay sending is a day added to your collection timeline. Automate it to go out the same day the mount is finished.

Not specifying payment due dates. "Due upon receipt" is vague. "Payment due within 14 days of invoice date" is enforceable.

Combining deposits and final invoices on one document. Keep them separate. It's easier to track and easier for customers to understand.

No storage fee policy. You finished the mount. The customer didn't pick it up. You're now storing their mount for free indefinitely. Add a storage fee clause.

FAQ

How do I invoice customers for taxidermy work?

Create a separate invoice for each payment stage: deposit at intake, any mid-project payments, and final balance at completion. Each invoice should reference the job number, species, mount type, amount collected, amount due, and payment terms. With software like MountChief, these invoices are generated automatically at each stage and sent directly to the customer via email or text.

Should taxidermists require deposits?

Yes, always. Deposits protect you from customers who change their minds after you've spent money on tannery fees and supplies. They also establish a financial commitment that reduces no-shows. A 25-50% deposit is standard. For high-value mounts, 50% upfront is reasonable and commonly accepted by customers who are serious about their mount.

What payment methods should taxidermy shops accept?

At minimum, accept cash, check, and credit/debit cards. Card processing through Square, Stripe, or a similar service is expected now. For online invoice payments, use a processor that supports click-to-pay links so customers can settle balances without visiting the shop. ACH transfers are worth considering for final balances over $500.

How does this apply to solo taxidermy shops?

The principles in this guide apply to solo shops just as they do to larger operations, though the scale differs. A single-person shop may have lower absolute volume but faces the same documentation, compliance, and customer communication requirements. The practical advice here scales down to any shop size.

What is the most common mistake taxidermists make with taxidermy invoicing guide?

The most common mistake is treating taxidermy invoicing guide as an afterthought rather than building it into the standard workflow from the start. Shops that encounter problems in this area typically did not establish clear processes before season, which means every situation becomes a one-off decision rather than a standard response.

Try These Free Tools

Put these insights into practice with our free calculators and planners:

Sources

National Taxidermists Association (NTA)
US Fish & Wildlife Service
Small Business Administration (SBA)

Start Getting Paid Faster

Chasing invoices takes time you don't have during hunting season. The fix isn't working harder. It's setting up the system once and letting it run.

MountChief automates the entire billing cycle. Deposits at intake, payment plan reminders, final invoices triggered by job status. You focus on the work. The billing takes care of itself.

Set up your free MountChief trial and get your first automated invoice working today.

Get Started with MountChief

Running a taxidermy shop means juggling intake, tracking, compliance, and customer updates every day. MountChief puts all of it in one place so nothing slips through the cracks.