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Graphic design invoice template

Design work gets billed as one lump and then argued about in fragments. This invoice separates the concept work, the rounds you included, the rounds you did not, and the files that transfer on payment, so every number on it can be traced back to something the client agreed to.

Free · nothing reaches your client until you press Send

Turn this template into a draft invoice

Add your client's name. The line items are already filled in.

Nothing is sent yet. Next you create a free account, no card, and your draft invoice is waiting inside. Unused drafts expire in 7 days.

What happens when I press this
  1. The fields above go to PaloWorks as a draft. The page's text is not sent.
  2. You create a free account, no card, and name your workspace.
  3. That page shows the draft with a ticked box. Untick it and the workspace starts empty.
  4. It becomes your first client and project, with the draft invoice, marked ‘Started from a draft’. You edit, send or delete it from there.
Prefilled from this template — edit anything

Line items

Example amounts, in the currency you choose when you set up your workspace. Edit them here or on the draft.

Net 14, as this template suggests. Change it, or clear it to set it when you send.

Show the included rounds even when they are free

List the included revision rounds as a line at $0.00. It costs you nothing and it changes the conversation permanently: the client can see what they used, so the fourth round appearing as a real charge is arithmetic rather than a surprise. It also makes the invoice a record of the scope, which matters if a project manager rotates off the account halfway through.

Source files and fonts are separate things

Working files, layered artwork, and editable source documents are handed over on final payment if your agreement says so — put a line on the invoice either way so it is clear what is being transferred. Fonts and stock are almost never yours to give: licences are held in the client's name or billed through at cost with the receipt attached. Passing a foundry licence along with the artwork is a real liability, not a nicety.

Print-ready is a deliverable with a date

If you are supplying artwork to a printer, say which formats, at what bleed, in what colour profile, and by when. Reprints caused by a supplied file that was wrong are expensive and get remembered. Reprints caused by a client changing the copy after sign-off are billable, and much easier to bill when the original invoice showed a specific version.

The invoice template

Free to copy and use: nothing to download, no email required. Copy the whole thing, or select the parts you need. Replace anything in [SQUARE BRACKETS] with your own details; the numbers and dates are examples, so change them to yours before sending anything.

Graphic design invoice template

INVOICE

[YOUR STUDIO NAME] — Graphic design
[Street address] · [City, State/Province, Postal code]
[you@yourstudio.com] · [+1 555 000 0000]
[Business number / Tax ID / VAT number]

BILL TO
[Client legal entity name]
Attn: [Approver name], [Job title]
[Billing address]
Accounts payable: [ap@clientcompany.com]

Invoice number: [INV-0001]
Purchase order / reference: [PO-0000]
Project: [Spring collection brand system]
Scope reference: [Scope dated 2026-01-02, approved by [name]]
Issue date: [2026-02-12]
Payment due: [2026-02-26] — Net 14 from issue date

------------------------------------------------------------------
DESCRIPTION                             QTY      RATE      AMOUNT
------------------------------------------------------------------
Discovery and concept development —      1  $[1,200.00] $[1,200.00]
[two routes presented, moodboards
and rationale, 90-minute review]

Design execution — [chosen route         1  $[2,400.00] $[2,400.00]
developed into: primary logo, two
lockups, favicon, type scale, colour
palette with hex/CMYK/Pantone values]

Revision rounds 1–2 (included in         2      $[0.00]     $[0.00]
scope)

Revision round 3 — [additional, at       1    $[350.00]   $[350.00]
your request on [2026-02-05]:
alternate wordmark exploration]

Brand guidelines document —              1    $[800.00]   $[800.00]
[12 pages, PDF, covering usage,
clear space, misuse, and applications]

Artwork preparation for print —          1    $[300.00]   $[300.00]
[press-ready PDF/X-4, CMYK, 3mm
bleed, supplied to [printer name]]

Font licence — [foundry, name],          1    $[240.00]   $[240.00]
purchased in [Client]'s name.
Receipt and licence attached.
------------------------------------------------------------------
                                     Subtotal        $[5,290.00]
             Deposit received [2026-01-05]          -$[2,000.00]
                        [Sales tax / VAT @ 0%]           $[0.00]
------------------------------------------------------------------
                                   AMOUNT DUE        $[3,290.00]
------------------------------------------------------------------

WHAT TRANSFERS ON PAYMENT
On receipt of payment in full, [Designer] assigns to [Client] all
copyright in the final approved artwork listed above, and delivers:
· Final logo files: [SVG, EPS, PNG at 3 sizes, PDF]
· Brand guidelines: [PDF]
· Working source files: [Figma file / layered .ai and .indd documents]

Not transferred, because it is not mine to give: fonts and stock assets
are licensed to [Client] directly by their owners under their own terms.
Concepts and routes that were not selected remain the property of
[Designer], as do the underlying processes, templates, and know-how used
to produce the work.

[Designer] may show the completed work in a portfolio, case study, and
awards entries after [Client]'s launch date of [2026-03-01], unless we
have agreed otherwise in writing.

PAYMENT TERMS
1. Payment is due in full by [2026-02-26].

2. Additional rounds. Revision rounds beyond those included in the scope
   are billed at $[350.00] per round, quoted and approved in writing
   before the work starts. A round means one consolidated set of notes
   from [Client], not a stream of individual requests.

3. Late payment. Amounts outstanding after the due date accrue interest
   at [1.5]% per month, or the maximum permitted by law in
   [jurisdiction] if lower. Copyright does not transfer, and files
   remain licensed for review only, until payment is received in full.

4. Post sign-off changes. Changes requested after artwork has been signed
   off and sent to production — including any reprint or re-supply cost —
   are billed at $[125.00] per hour plus the third-party cost at invoice.

5. Disputes. Raise a disputed line in writing within [7] days of the
   issue date. All other lines remain payable on the original due date.

HOW TO PAY
Bank transfer: [Account name] · [Account number] · [Routing/IBAN]
Reference: [INV-0001]
Card or online payment: [payment link]

Thank you — [Your name]

This is a practical starting point rather than legal advice. Terms like late fees and payment periods are regulated differently depending on where you and your client are, so check anything you plan to enforce.

Send this invoice from PaloWorks, with a Pay button

Fill in the card at the top and what you typed becomes a numbered draft invoice with a PDF and a share link. Your client sees nothing until you press Send. Connect Stripe and the link carries a Pay button; reminders go out if it runs late.

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