Graphic Design Invoice Example: Annotated Template with Line Items

TL;DR: A graphic design invoice should itemize each deliverable, specify the number of revision rounds included, note usage or licensing rights, and separate stock asset costs from design fees. Below is a fully annotated example.

Sample graphic design invoice

Payment Terms: Net 15. 50% deposit collected before work begins; balance due upon delivery. PayPal or bank transfer accepted.

Notes: All files delivered in AI, PDF, PNG, and SVG formats. Client receives non-exclusive usage rights for all deliverables. Source files included. Additional revision rounds billed at $125/hour.

Field-by-field breakdown

• From: Studio or freelancer name, address, and billing email.
• To: Client company and the marketing contact or project lead.
• Invoice number: A studio prefix keeps things organized across multiple clients.
• Line items: Each design deliverable gets its own line. Include revision rounds in the description so scope is documented.
• Stock assets: Break these out as pass-through costs separate from your design fee.
• Deposit credit: Show the deposit already paid and subtract it from the total so the client sees the remaining balance.
• File formats: Specify what you are delivering in the notes to avoid post-delivery disputes.

Common line items for graphic designers

Variations

• Hourly vs. project-based: Hourly works for open-ended requests; project-based is standard for defined deliverables like logos.
• With licensing fees: If the client needs exclusive or extended usage rights, add a licensing line item.
• Retainer billing: List the monthly retainer amount, then itemize the work completed underneath.
• Print production: Add a separate line for print management if you coordinate with the printer.

Tips for graphic design invoicing

1. Always define revision rounds upfront and note them on the invoice -- it prevents scope creep.
2. Separate design fees from third-party costs (stock images, fonts, printing) for transparent billing.
3. Collect a deposit before starting -- 50% is standard for project work.
4. Include file format details in your notes to confirm what was delivered.

FAQ

Q: Should I include source files in the deliverables? A: It depends on your agreement. Many designers include source files for branding projects but retain them for smaller jobs. State your policy clearly on the invoice.

Q: How do I price additional revisions? A: Charge an hourly rate for revisions beyond the included rounds. $100-$200/hour is typical. Note this rate on your original invoice.

Q: Do I need to charge sales tax on design services? A: Most US states do not tax design services, but some tax the delivery of tangible goods (printed materials). Oregon has no sales tax at all. Check your state.

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Create polished graphic design invoices with the InvoiceQuickly design template.