Templates
Graphic design invoice template (free PDF)
A free graphic design invoice template with project fees, revisions, usage rights and deposits — fill it in online and download a clean PDF.
Last updated · Invoice Native team
A good design invoice does two jobs: it gets you paid, and it records exactly what the client bought — the deliverables, the revisions and the rights to use your work. This free template covers all of it.
Fill it in online, preview it on the Modern layout (or switch to Classic), then download a PDF. No sign-up, and your invoice stays in your browser.
Use the graphic design template
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What to include on a graphic design invoice
| Section | What to write |
|---|---|
| Your details | Studio or trading name, address, email, website |
| Client | Company name, contact and billing address |
| Invoice number and dates | A unique number, the issue date and a due date |
| Project | Project name and a short description of the brief |
| Line items | Each deliverable or phase, with quantity and price |
| Revisions | Included rounds, and any extra rounds billed |
| Usage | What the client may use the work for |
| Totals | Subtotal, any discount or deposit, tax if applicable, balance due |
| Payment | How to pay and the payment terms |
Break the project into clear line items
Clients approve invoices faster when every line matches something they asked for. Instead of one line that says "Branding — $3,500", try:
- Discovery and moodboards — 1 × $500
- Logo design (3 concepts, 2 revision rounds) — 1 × $1,800
- Brand guidelines (12-page PDF) — 1 × $900
- Social media templates — 6 × $50
If you work hourly, use hours as the quantity: 6.5 hrs × $95.
Invoice Native lets you reorder lines by dragging them, add a per-line discount (for example a returning-client discount), and mark individual lines taxable if you also deliver physical products.
Revisions and change requests
Scope creep is the most common reason design invoices get disputed. Protect yourself by:
- stating how many revision rounds are included in the quote and on the invoice line,
- billing extra rounds as their own line ("Additional revision round — 2 hrs × $95"), and
- referencing the approved quote or contract number in the invoice's PO number field.
Usage rights
If your fee includes a licence or a transfer of rights, say so on the invoice — for example "Includes unlimited digital and print use by Harbor & Pine Coffee" or "Full copyright transfer on receipt of final payment". Many designers make the rights transfer conditional on payment; putting that sentence in the Notes field keeps it visible.
Deposits and payment terms
For larger projects, ask for a deposit before you start. A common pattern:
- 50% deposit invoice when the client signs off the quote,
- 50% balance invoice on delivery of the final files.
Use Net 14 or Net 30 for business clients, and Due on receipt for smaller jobs. See our guide to partial payments and deposits for how to word each invoice.
Getting paid faster
- Add a payment QR code (Venmo, Cash App, PayPal.me or a payment link) so clients can pay from their phone.
- Put the invoice number in the payment note so you can match payments.
- Send the PDF the day you deliver — invoices sent late get paid late.
Sales tax for graphic designers
In most states, design services aren't subject to sales tax. But if you deliver physical items — printed business cards, signage, merchandise — those are often taxable, and a few states treat some design or digital work differently. Mark only the taxable lines, add your rate, and check our state sales tax guides for where you work.
A worked example
A small brand identity project might be invoiced in two parts:
Deposit invoice (INV-1040): "50% deposit — brand identity project (Proposal #28)" — $1,600.00, due on receipt.
Final invoice (INV-1052):
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Logo design, 3 concepts, 2 revision rounds | 1 | $1,800.00 | $1,800.00 |
| Brand guidelines, 12-page PDF | 1 | $900.00 | $900.00 |
| Social media templates | 6 | $50.00 | $300.00 |
| Additional revision round | 2 hrs | $95.00 | $190.00 |
| Deposit received (INV-1040) | −$1,600.00 | ||
| Balance due | $1,590.00 |
Common mistakes on design invoices
- One vague line for the whole project.
- Unbilled extra revisions because they weren't tracked.
- No usage terms, leaving the client unsure what they can do with the work.
- Handing over final files before payment without any agreement on rights.
Checklist
- ✅ Each deliverable on its own line
- ✅ Included and extra revisions stated
- ✅ Usage rights in the notes
- ✅ Deposit invoice referenced on the final invoice
- ✅ Physical products marked taxable where required
Create this invoice free
No sign-up. Your invoice stays in your browser until you download the PDF.
Frequently asked questions
Should I bill design work hourly or per project?
Either works. Project pricing is common for defined deliverables like a logo or brand kit; hourly billing suits open-ended work or extra revisions. You can mix both on one invoice.
How do I invoice a design deposit?
Send an invoice for the deposit before you start — for example 50% of the project fee — then a final invoice for the balance when you deliver the files.
Do graphic designers charge sales tax?
Usually not on design services alone, but it depends on the state and on what you deliver. Printed materials and other physical products are often taxable. Check your state's sales tax guide.
This guide is general information, not tax or legal advice. Rules change and depend on your situation — check with your state's tax agency or a tax professional.