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Art Teacher Invoice Template

An art teacher invoice bills a student, a parent or an organization for art instruction: a term of weekly classes, a pack of private lessons, a one-day workshop or a portfolio review before an art school application. What makes art teaching different from other tutoring is the materials. Paint, clay, canvases, kiln firing and life-model fees all cost you money, and families want to see what they are paying for tuition and what for supplies. Keeping the two apart also matters for tax, because supplies are goods and can be taxed differently from the teaching. This template adds those details to an ordinary invoice: the student and, for children, the parent or guardian who pays, the class or term, the medium and level, session length and count, private or group rate, materials kits or a per-class supply fee, studio, firing or model fees, portfolio review or exhibition preparation, and your cancellation and make-up policy. The download is an editable HTML invoice with invoice number, dates, a line-item table and totals. Fill it in your browser, then print it or save it as PDF. To create invoices from an account instead, InvoiceQuickly turns a typed or spoken description into an editable invoice draft you review before saving.

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Download the HTML file to edit its fields, then print or save as PDF. Totals are entered manually.

What This Template Includes

  • Student name, and parent or guardian who pays
  • Class or term name and dates (for example Spring term, 10 Saturdays from 6 February)
  • Class type: group class, private lesson or workshop
  • Medium and level (for example beginner watercolour, teen mixed media, wheel-thrown ceramics)
  • Session length and number of sessions
  • Rate per class, per hour or per term
  • Materials kit or per-class supply fee, with what it includes
  • Studio hire, kiln firing or life-model fees
  • Portfolio review or exhibition preparation sessions
  • Credits carried over from missed classes
  • Cancellation and make-up class policy
  • Venue, school or organization reference (for contract teaching)

How to Create Your Art Teacher Invoice

  1. 01

    Describe your work

    Type a plain English description of the services you provided, the client, and the amount.

  2. 02

    AI generates your invoice

    InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.

  3. 03

    Review, download, and send

    Check every detail, download the PDF, or use Pro to email the PDF directly to your client.

Recommended Payment Terms

Families usually pay for a term or a class pack in advance, due before the first class, with missed classes handled by your make-up policy rather than by reissuing invoices. Bill materials when you buy them or as a fixed kit fee on the first invoice of the term, so you are not funding a term's supplies yourself. Private lessons and portfolio reviews can be paid per session or in a block. If you teach for a school, community centre or arts organization as a contractor, invoice them after each month or term for the sessions taught, on the terms in your agreement, and quote their purchase order or booking reference if they gave you one. If parents book and pay online or by email in the UK, GOV.UK says you must tell them how and when they can cancel and whether they pay reasonable costs for classes already given; if you do not, they can cancel at any time in the next 12 months.

Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.

Tax Information

In the UK, HMRC's VAT Notice 701/30 (section 6.1, last updated 27 January 2025) treats private tuition by a sole proprietor or partner as exempt when the subject is taught regularly in a number of schools or universities, and art is a school subject. Whether a particular class qualifies is a question for the notice or an adviser, and tuition given by other teachers you take on is standard-rated. Section 6.2 says goods sold with private tuition that are not an integral part of it are standard-rated unless relief applies elsewhere, so a separately priced materials kit needs its own VAT treatment if you are VAT-registered. In the US, whether art instruction is taxable depends on the state, and supplies you sell are goods that many states tax, so check your state revenue department for both. An arts organization that pays you $2,000 or more in a year as a contractor (for payments made after 31 December 2025) files Form 1099-NEC; parents paying for their own child's classes do not. InvoiceQuickly applies one tax percentage per invoice and copies saved business and client tax IDs to new invoice PDFs, so put taxable supplies on a separate invoice. This is general information, not tax advice.

Industry context (2026)

Official guidance for UK art teachers who work for themselves comes from two GOV.UK pages, both accessed 28 October 2026. HMRC's Education and vocational training (VAT Notice 701/30), last updated 27 January 2025, exempts private tuition given by a sole proprietor or partner in a subject taught regularly in a number of schools or universities (section 6.1); tuition given by others you take on is standard-rated, so you either apportion fairly or treat it all as taxable; and goods or services supplied with the tuition that are not an integral part of it are standard-rated unless relief is available elsewhere, even when closely related to the tuition (section 6.2). GOV.UK's Online and distance selling for businesses says that when a customer orders at a distance you must tell them how they can cancel and when they lose that right, whether they still pay reasonable costs for a service used before cancelling, and give a cancellation form; if you do not, they can cancel at any time in the next 12 months. In the US, the IRS 1099-NEC instructions (revised December 2026) set a $2,000 reporting threshold for tax years beginning after 2025, and personal payments, such as a parent paying for lessons, are not reportable. This is general information, not legal or tax advice.

Worked example

Worked example (illustrative fees set by this teacher, not market rates): Maya Lopez teaches art classes from her own studio in the US and bills families per term. Priya Shah's son Arjun, 12, is joining the spring term. Maya sends two invoices on 25 January 2027, both due before the first class on Saturday 6 February 2027. INV-0112 (tuition): Line 1: Saturday mixed-media class for ages 10 to 13, 90 minutes, 10 classes from 6 February to 10 April: 10 at $28.00 = $280.00. Line 2: Portfolio review for Arjun's middle school art program application, 60 minutes on 13 March: 1 at $60.00. Total $340.00, no tax: Maya has checked that her state does not tax this instruction. INV-0113 (materials): Line 1: Spring term materials kit (acrylic set, 4 brushes, 2 canvas boards, A4 sketchbook, shared printmaking inks): 1 at $45.00. Subtotal $45.00, sales tax at 7% (an example rate; use your own) $3.15, total $48.15. Notes on both: 'One missed class can be made up in the Thursday group if you tell me 24 hours ahead. Classes missed without notice are not refunded. Materials are bought for the term and are non-refundable once issued.' Priya sees that the term costs $280.00, the review $60.00 and the kit $48.15 including tax, and why only the kit has tax.

Common mistakes to avoid

Hiding supplies in the class fee

A $32 class fee with supplies folded in leaves you unable to show what materials cost, and may change how the whole fee is taxed. Bill supplies on their own line or invoice.

No dates on a term invoice

'Spring term: $280' gives a parent nothing to check when a class is cancelled. List the dates or the count with a date range.

Refunding missed classes by reissuing invoices

Rewriting a paid invoice for every missed class creates a mess of versions. Offer a make-up or a credit on the next term, as your policy says.

No cancellation terms for online bookings

In the UK, families who book at a distance and are not told how to cancel can cancel within 12 months. Put your terms in the booking and repeat them on the invoice.

Treating a portfolio review as a regular class

A review for an application is a different service with a different value. Name it, date it and price it on its own line.

Invoicing Tips

  • 1List the class dates or the count with a date range ('10 Saturdays, 6 February to 10 April'), so a parent can check them against the term calendar.
  • 2Say what a materials kit includes (paints, brushes, two canvases, sketchbook). A bare 'supplies $45' line is the one families question.
  • 3Bill kiln firing, glazes or life-model fees on their own lines. They are real costs that vary by medium, and they explain why ceramics or life drawing costs more.
  • 4Show credit for a missed class you could not make up in the description of the next term's line, and repeat your make-up policy in the notes.
  • 5For a portfolio review, name what it is for (for example a high school art program application) and the date, so it is not mistaken for a regular class.
  • 6Address children's invoices to the parent or guardian who agreed your terms, and include the student's name on each line.

Related Resources

Frequently Asked Questions

What should an art teacher invoice include?

Your and the payer's details, an invoice number, issue and due dates, the student's name, the class or term with dates, medium, level, session length and count, the rate, materials or supply fees with what they include, any studio or firing fees, portfolio reviews, the total and how to pay. Add your cancellation and make-up policy in the notes.

Should art supplies be on the same invoice as classes?

Show them on separate lines at least, and often on a separate invoice. Supplies are goods and can be taxed differently from tuition: in the UK, HMRC treats goods that are not an integral part of private tuition as standard-rated, and many US states tax goods but not some services.

How do I invoice a term of art classes?

Send one invoice before the term starts with the class name, dates or count, the rate per class or the term fee, and the materials fee, due before the first class. Handle missed classes with a make-up class or a credit on the next term's invoice, as your policy says.

Is art tuition exempt from VAT in the UK?

It can be. VAT Notice 701/30 exempts private tuition by a sole proprietor or partner in a subject taught regularly in schools or universities. Tuition by teachers you employ or take on is standard-rated, and separately supplied materials are not covered. Check the notice or an adviser for your situation.

How do I bill an arts centre or school for classes I teach?

Invoice after each month or term with the class name, dates taught, number of sessions and the agreed rate, plus any materials you supplied at the agreed price, and quote their purchase order or booking reference. A US organization paying you $2,000 or more in a year will usually ask for a Form W-9.

Can I make an art teacher invoice in InvoiceQuickly?

Yes. Type or say something like 'Invoice Priya Shah for Arjun's spring term: 10 Saturday mixed-media classes at $28 and a portfolio review at $60, due 6 February 2027' and InvoiceQuickly drafts an editable invoice you review before saving. It applies one tax rate and one discount rate per invoice. Free includes 5 invoices and 3 AI drafts; Pro ($9 a month) adds unlimited invoices, email delivery and a client portal where families can view and download their invoices.