Free template · Excel · Invoices by trade
Free graphic design invoice template
A freelance design invoice for project work: the agreed fee, revision rounds beyond what was included, rush fees, and stock or print costs passed through.
Graphic design invoice template
Excel workbook (.xlsx) · 22 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Project fee | Logo design, 3 concepts, 2 revision rounds | 1 | 1,800.00 | 1,800.00 | N |
| Project fee | Brand kit: colours, type, usage guide | 1 | 650.00 | 650.00 | N |
| Revisions | Extra revision rounds beyond the 2 included | 2 | 120.00 | 240.00 | N |
| Stock | Licensed stock illustration, at cost | 1 | 49.00 | 49.00 | N |
| Subtotal | 2,739.00 | ||||
| Sales tax (not taxed in this example) | 0.00 | 0% | |||
| TOTAL | 2,739.00 | ||||
| Deposit received | 1,225.00 | ||||
| BALANCE DUE | 1,514.00 |
Why a graphic design invoice needs its own layout
Design projects drift. A logo with two rounds of revisions becomes five rounds and a business card. An invoice that names what was included, and prices what went beyond it, keeps the relationship good and the extra work paid.
This template has lines for the project fee, extra revision rounds, rush work and pass-through costs like stock images or printing, and applies the deposit. The example is a logo and brand kit for a small business in the US, billed by a freelancer whose state doesn't tax design services.
What to include on a graphic design invoice, and why
- What was included. "3 concepts, 2 revision rounds" in the description makes extra rounds an obvious extra.
- Files delivered. A list of formats tells the client what they have and where to look.
- When rights transfer. Many designers transfer rights on full payment. Put it on the invoice.
- Pass-through costs. Stock images and fonts are real costs. Show them at cost so the client sees they aren't your fee.
- Deposit received. Most design work starts with a deposit. Show it, so the balance is clear.
How to price it
Project fee
Price the deliverable, not the hours. State the concepts and revision rounds included.
Hourly
For open-ended or ongoing work: social posts, small changes, art direction.
Deposit then balance
50% up front and 50% on delivery is common for project work.
Typical payment terms
- 50% deposit to start, balance on delivery
- Net 14 for the balance
- Final files on full payment
- Kill fee if the project is cancelled part-way
Whatever terms you use, put them on the invoice itself. A due date printed on the page is easier to enforce than one mentioned on the phone. See how to collect overdue invoices for what to do when a customer is late.
Sales tax, GST/HST and PST on graphic design work
United States
Many states don't tax design services, but some do, and many tax them when the result is a physical product such as printed material. Digital products are taxed in some states.
If you charge for printing, that's usually a taxable sale of goods. Check your state's rules.
Canada
Design services are taxable for GST/HST once you're registered, at the rate of the client's province.
Many freelancers start as small suppliers; once taxable sales pass $30,000 over four calendar quarters, you must register.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one invoice works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Invoice sheet opens filled in with the example in the preview: a US freelance designer billing a logo and brand kit, invoice GD-114 for an example customer. The lines come to a subtotal of $2,739.00 and a total of $2,739.00, with a deposit already received of $1,225.00 and a balance due of $1,514.00. Payment terms are 14 days. The figures are made up to show the layout; they are not market rates.
This example assumes a state that doesn't tax design services. Some states do tax design, or tax it when you deliver a physical product.
The notes box reads: “50% deposit received Sep 12 and applied. Final files (AI, SVG, PNG, PDF) and full rights to the final logo transfer on payment.”
Lines on the price list sheet
The Price list sheet starts with the lines graphic design businesses usually charge for. Add your rates once and copy them onto each invoice.
| Line | Unit | Note |
|---|---|---|
| Project fee | flat | Logo, brochure, packaging. |
| Hourly design | per hour | Small or ongoing work. |
| Extra revision round | each | Beyond the rounds included. |
| Rush fee | flat or % | Faster than your standard turnaround. |
| Stock images or fonts | at cost | Licensed in the client's name if possible. |
| Printing | at cost or marked up | If you manage the print job. |
| Kill fee | % of project | If the client cancels part-way. |
What's in the file
| Sheet | What it holds |
|---|---|
| Invoice | The printable graphic design invoice, filled in with the example on this page: your details, bill-to, project, 15 lines, two tax lines, deposit received and balance due. Fits one letter page. |
| Price list | The lines graphic design businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each invoice. |
| Invoice log | One row per invoice: payments as they arrive, balance, status (Open, Overdue, Paid) and days overdue. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the graphic design invoice template (.xlsx)
Or send it from AcboBooks
Need one invoice today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your graphic design price list, turns estimates into invoices, tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
Questions
How do I invoice extra revisions?
As their own line, with the number of extra rounds and the price per round you set out in the proposal.
Should I charge a deposit?
Yes, for new clients and any project over a few hundred dollars. It filters out clients who aren't serious and covers your early work.
When should rights transfer?
Commonly on full payment. Say it in the proposal and on the invoice.
Can I bill stock images?
Yes, at cost or with a small handling fee. License them in the client's name where you can.
Related
- Web design invoice template
- Customer deposits and retainers
- Self-employment tax calculator
- How to collect overdue invoices
- Accounting software for the self-employed
- General invoice template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
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