Free graphic design invoice template
Design clients pay for files and the right to use them, not just your time. This template lists the concepts, revision rounds, final files and the rights transfer so the invoice matches what you hand over.
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Fieldnote Design Studio
Madison, WI
Bill to
Old Mill Coffee Roasters
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Logo design: 3 initial concepts, 2 revision rounds | 1 project | $1,800.00 | $1,800.00 |
| Brand style guide, 8 pages (colors, type, logo usage) | 1 each | $600.00 | $600.00 |
| Coffee bag label design, 3 flavor variations | 3 each | $250.00 | $750.00 |
| Extra revision round requested May 14 | 2 hr | $85.00 | $170.00 |
| Deposit received April 20 (credit) | 1 each | $-1,200.00 | $-1,200.00 |
- Subtotal
- $2,120.00
- Total due
- $2,120.00
Notes
Full ownership of the final logo transfers on payment in full. Source files (AI, EPS, SVG, PNG) delivered after payment.
Download the graphic design invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
PDF
Print it or fill it in a PDF editor
Word (.docx)
Type into it in Word, Google Docs or LibreOffice
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Amounts, tax and total add up by themselves
Faster than a file: type your details once and download a finished PDF.
Fill it online with these linesWhat to include on a graphic design invoice
- 1Project name and a short description of each deliverable
- 2Number of concepts and revision rounds included
- 3Extra revisions or change requests billed separately with the date requested
- 4Final file formats delivered (AI, EPS, SVG, PDF, PNG)
- 5Rights transfer or license terms, and when they take effect
- 6Stock images or fonts purchased for the client, as pass-through costs
- 7Deposit already paid and the balance due
How freelance graphic designers and small design studios usually bill
- Flat project fees for defined work such as a logo, brand identity or packaging
- Hourly rates for ongoing production work and changes outside the original scope
- Monthly retainers for a set number of design hours or requests
- A deposit, often 30 to 50 percent, before work starts, with the balance before final files are released
Payment terms
Designers commonly ask for 30 to 50 percent up front on project work, then bill the balance when the client approves the final design. Final source files and the rights transfer are usually released only after payment in full, which gives you leverage without holding anything hostage. Retainer clients are often billed at the start of each month. Net 15 is a reasonable default for small businesses, and agencies may ask for Net 30. Bill change requests as they happen so they do not pile up at the end.
General guidance, not legal or tax advice.
Common mistakes on graphic design invoices
- Sending editable source files before the final payment clears
- Not stating how many revision rounds are included, so changes go on for weeks
- Forgetting to bill stock photos or font licenses bought for the client
- Leaving ownership terms vague, which causes trouble when the client wants to trademark a logo
Graphic Design invoice questions
How do freelance graphic designers charge?
Most use flat project fees for defined deliverables and an hourly rate for extra changes. Ongoing clients often move to a monthly retainer that covers a set number of hours or requests.
Should I put copyright transfer on my design invoice?
Yes, at least as a short line. State what rights the client gets, such as full ownership or a limited license, and that they take effect once the invoice is paid. The contract holds the detailed terms.
Do graphic designers charge sales tax?
Many states treat design as an untaxed service, but some tax certain digital products or printed items. Rules differ, so check with your state revenue department, especially if you resell printing.
How do I bill a client who keeps asking for changes?
Point to the revision rounds in your proposal, then bill extra changes at your hourly rate as their own invoice lines with dates. Telling the client before you start the extra work keeps it friendly.
Do I need a W-9 from a design client?
Usually it works the other way: a US business client may ask you for a W-9 so it can issue a 1099 if it pays you enough in a year. Keep a filled-in copy ready to send.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for freelance graphic designers and small design studios
Bill your next job from BillingOtter
Free for 5 invoices a month. Add card and ACH payments and automatic reminders with Creator Pro
Free for 5 invoices a monthNo card needed