Designer invoice template
A designer’s invoice: deliverables, rounds and rights, priced clearly
Design work is easy to underbill because so much of it is invisible: the options you did not show, the third round of revisions, the files reformatted for print. The invoice is where that work becomes visible, line by line, in words the client recognises from the proposal.
This template lays a design invoice out so the client sees what they approved, what changed, and what they now own.
No signup · Free PDF download.
What to put on a design invoice
- The project name as the client knows it, in the first line.
- One line per deliverable: “Logo suite, final files (AI, SVG, PNG)”, not “design work”.
- Revision rounds included in the fee, and any extra rounds as their own line.
- Usage or licence terms in the notes: what the client may use the work for, where and for how long.
- The deposit already paid, if any, as a discount with a note, so the total shows what is still due.
- Your payment details, and a due date.
Pricing structures designers use
Project fee. The proposal amount split into the phases the proposal named: discovery, concepts, refinement, delivery. Invoicing 50% on start and 50% on delivery is common; the first invoice says “Deposit, 50% of project fee” and the second “Balance on delivery”.
Day rate. For in-house work or workshops: “Design sprint facilitation, 2 days”. Quantity carries the days.
Retainer. “Design retainer, October 2026, up to 3 days” with over-run as an extra line.
Rights and licensing. Most design fees include a licence for the agreed use. If a client wants broader rights (all media, worldwide, perpetual), price it as a separate line so the difference is visible and negotiable.
How to handle the deposit
Invoira has no deposit feature, and you do not need one. Send the first invoice for the deposit amount as its own document. On the final invoice, list the full fee and add a fixed discount equal to the deposit, with a note such as “Deposit received 12 Aug, INV-0014”. The subtotal shows the whole project, the discount shows what was paid, and the total is what is due. Discounts apply before tax and are shared across lines, which keeps the tax row correct.
Using the generator
The Modern template gives a rail in the accent colour, which most designers want on a document with their name on it; Classic is quieter. Add the project name, then a line per deliverable. Turn on tax if you charge it. Put licence terms in notes. Add payment instructions as “Label: value” lines. Download the PDF with real, selectable text, or, with a free account, send a share link the client opens on a phone. Inside an account you can also upload a logo, and Pro lets you set the accent colour.
A worked example
- From
- Studio Marlowe, Jess Carver
- To
- Pollen & Co.
- Number
- INV-0019
- Project
- Pollen brand identity
- Issued
- 10 Sep 2026
- Due
- 24 Sep 2026 (Net 14)
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Brand identity: logo suite, final files | 1 | $3,200.00 | $3,200.00 |
| Brand guidelines document (24 pages) | 1 | $1,400.00 | $1,400.00 |
| Additional revision round (beyond two included) | 1 | $350.00 | $350.00 |
- Subtotal
- $4,950.00
- Deposit received 12 Aug (INV-0014)
- −$2,300.00
- HST (13%)
- $344.51
- Total
- $2,994.51
The discount is the deposit, so the total is the balance due and tax is calculated on that balance.
Questions
How do I show a deposit already paid?
Add a fixed discount equal to the deposit and say what it was in the notes. The total then shows the balance due, and tax is calculated on the balance.
Can I attach the design files or a proof to the invoice?
No. The PDF is the invoice alone. Send files through your usual delivery method and reference the folder or link in the notes.
Can I put my logo on it?
Inside an account, yes: upload a logo in Settings and it prints on every template. The guest generator uses your business name as the letterhead.
How do I write usage rights?
In the notes field, in a sentence: what the client may use the work for, where and for how long. Invoira prints the notes as written; it does not provide legal wording.
Can I change the colour?
Inside an account, Pro lets you set an accent colour; it is darkened automatically if it would be unreadable on white. Guests and Free accounts use the default green.
Related
- Freelance invoice templateFreelance invoice template
- Photography invoice templateA photography invoice with the licence spelled out
- Agency invoice templateAn agency invoice for retainers, phases and pass-through costs
- Open the generatorStart typing your invoice. No account, free PDF.
- Invoira homeThe three layouts, and what an account adds.
Your turn
Turn this example into your invoice.
The line items are already there. Change the client, work, rates and dates, then download the PDF.
Updated 2026-09-10. Invoira formats what you enter; it does not give tax or legal advice.