A graphic design invoice lists your details and the client's, a unique invoice number, the issue and due dates, the project name, each deliverable on its own line (concepts, revision rounds, brand guidelines, source files, usage licence), any tax shown separately, the deposit already paid, and the balance due with how to pay it.
Download the free template below in PDF, Word or Excel, or fill it in online and download a PDF in about two minutes, without signing up.
Free Graphic Design Invoice Template (PDF, Word, Excel)
Grab the filled-in example to see how a design invoice is laid out, or the blank version to fill in your own details.
The online editor opens with the example line items already in place. Change the details, add a quantity to any extra line you want to charge, and download your PDF.
The Word file opens in Word, Google Docs (File → Open → Upload), Pages and LibreOffice. The spreadsheet works out the totals, tax and deposit for you.
Graphic design invoice format: what to include
Whether you bill hourly or per project, every graphic design invoice needs these:
Graphic design invoice example (filled-in sample)
This is the example from the PDF above: a freelance designer in Portland billing a coffee company for a logo, brand guidelines, source files and an extended licence, with a 50% deposit already paid.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Logo design — 3 initial concepts | 1 | $900.00 | $900.00 |
| Logo refinement — 2 revision rounds (included) | 2 | $0.00 | $0.00 |
| Additional revision round | 1 | $150.00 | $150.00 |
| Brand guidelines document (12 pages) | 1 | $650.00 | $650.00 |
| Source files (AI, SVG, PNG) | 1 | $200.00 | $200.00 |
| Extended usage license — national campaign | 1 | $500.00 | $500.00 |
| Subtotal | $2,400.00 | ||
| Deposit received (50%, paid 01 Jun) | −$1,200.00 | ||
| Balance due (USD) | $1,200.00 | ||
Payment terms used in the example: "Payment due within 14 days (Net 14). Bank transfer or PayPal. Please include invoice number 2026-014 as the payment reference." Notice the included revision rounds are listed at $0: the client sees what was included before they see the extra round.
Design invoice templates by type of work
The format stays the same; what changes is the line items. Use these as a starting point.
Logo and branding invoice
Usually billed per project with a deposit. Typical lines: logo concepts, included revision rounds (at $0), extra revision rounds, brand guidelines, stationery or business card design, source files, and the usage licence.
Social media and monthly design retainer
Billed monthly. One line for the retainer with what it covers (for example "Social media graphics — October, up to 20 posts"), then extra designs beyond the retainer and any stock images or fonts bought for the client. The online editor lets you duplicate last month's invoice in one click and change the month.
Print and packaging design invoice
Typical lines: design per item (brochure, flyer, label, box), print-ready file preparation, proof rounds, and printing costs passed through as their own line if you arranged the printing.
Web and UI design invoice
Typical lines: design per page or per screen, a design system or component library, prototype in Figma, and handover files for the developer. If you also build the site, see the web development invoice template.
Illustration invoice
Typical lines: illustrations per piece, sketches and colour rounds, and the licence (where, for how long and whether exclusive). Licence terms often matter more to the price than the hours.
Design line items worth charging for
Designers routinely give away work that should be billed. Add explicit lines for these:
- Revision rounds beyond the agreed number — state "2 rounds included", then bill extra rounds as separate lines
- Source / working files — handing over editable files (AI, PSD, Figma) is a deliverable
- Usage or licensing — broader use (a national campaign vs a single social post) justifies a higher fee
- Rush fees — a premium for compressed timelines is standard
- Stock assets and fonts — pass through any licences you bought for the project
How to show taxes on a design invoice
Add tax only if you are registered for it, and show it on its own line below the subtotal with the rate, for example "VAT 20%" or "GST 18%". If you are not registered, leave the tax line out completely.
- UK and EU: charge VAT only if you are VAT-registered, and show your VAT number on the invoice.
- India: design services are generally taxed at 18% GST once you are registered. Ask your CA which SAC code fits your work.
- US: whether design services or printed items are subject to sales tax depends on the state, so check your state's rules.
This is general information, not tax advice. Check with an accountant for your situation.
How to create a graphic design invoice in 5 steps
Open the editor
Go to the graphic design invoice template and start filling it in straight away. No sign-up is needed to try it. Create a free account with Google, GitHub or email when you want to save or send it. No credit card required.
Add your studio details and logo
Your name or studio, contact info and logo. Saved automatically for every future invoice.
Add your client
Client company and contact, saved for one-click auto-fill next time.
List your deliverables
Concepts, revision rounds, guidelines, source files and licences, each as a line with quantity and rate. Choose your currency (9 are supported, including USD, EUR, GBP and INR), add tax if you charge it, and set the issue and due dates.
Download the PDF or email it
Download a branded PDF or email it to your client straight from the app.
How to get paid faster as a designer
- Invoice immediately — send the invoice the day you deliver, not weeks later
- Be specific — "Logo design — 3 concepts" beats "design services"; vague lines delay approval
- Take a deposit on branding and larger projects
- Release final files on payment — share low-resolution previews until the balance clears
- Set clear due dates and send a polite reminder when one passes — here are payment reminder emails you can copy
Free graphic design invoice generator
Simple Invoice Generator is an online invoice generator that works well for freelance designers and studios:
- Professional PDF with your logo
- Email invoices to clients straight from the app
- Track status — draft, unpaid, paid, overdue
- Saved clients with auto-fill, and one-click duplicate for monthly retainers
- 9 currencies including USD, EUR, GBP, INR, CHF, CAD and AUD
- Automatic payment reminders 1, 7 and 14 days after the due date (Pro)
The free plan includes 3 invoices with no credit card. Pro is $9 a month for unlimited invoices. If you're comparing tools, see what the cheapest invoicing software costs per year.
Ready to send a professional design invoice?
Fill in the template online and download your PDF. No sign-up needed to try it.
Open the Graphic Design TemplateFrequently asked questions
Is there a free graphic design invoice template in Word?
Yes. The Word template on this page (.docx) opens in Microsoft Word, Google Docs, Pages and LibreOffice. Replace the text in brackets with your own details. There is also a blank PDF, a filled-in PDF example, an Excel spreadsheet that calculates the totals, and an online editor that makes the PDF for you without sign-up.
How do I write an invoice for graphic design work?
Put your name or studio and the client's details at the top, then a unique invoice number, the issue date, the due date and the project name. List each deliverable on its own line (logo concepts, revision rounds, brand guidelines, source files, usage licence), show any tax separately, subtract the deposit already paid, and finish with the balance due and how to pay it.
How do I charge for extra revisions on a design invoice?
State how many revision rounds the price includes, for example "2 revision rounds included", and bill every extra round as its own line at an agreed rate. Clients accept extra charges much more easily when the included rounds were written down from the start.
Should I charge for source files and usage rights?
Yes, if they were not part of the agreed price. Handing over editable files (AI, PSD, Figma) and allowing broader use, such as a national campaign instead of one social post, are both worth money. Put each on its own line so the client sees what they are paying for.
Should a freelance designer take a deposit?
For branding and larger projects, usually yes. A deposit of 30–50% before work starts, with the balance due on delivery, is common. Show the deposit as a paid line on the final invoice.