As a designer, the way you craft your graphic design invoice speaks volumes about you and your small business.
Remember, the design of your invoice can also influence when and how you receive payment as a freelancer or creative professional.
That’s why today, we’re excited to share a collection of our favorite graphic design invoice examples to inspire and delight you. We’re also offering 6 downloadable graphic design invoice templates for free (details below), along with our top tips for designing a professional invoice of your own.
Let’s dive into this ultimate guide to graphic design invoices, starting with the most exciting part: inspiration!
Graphic design invoice examples to inspire you
Graphic designers all over the world use graphic design invoices to bill their clients and get paid on time. Here are some of our favorites along with lessons you apply from each one:
1. Start by including the basics
In your graphic design invoice template, include a unique invoice number, company name/address/logo, date of the invoice, client details, scope of work, contact information, cost or price of the services that need to be paid.
2. Make your branding consistent
It can be tempting to just whip up an invoice in Excel or Google Sheets, but taking the extra time to at least add the right colors and fonts to your invoice can give it that one extra step of professionalism.
3. Give it some character — have fun with it!
By nature, business and finance documents tend to be a bit…well…boring. But that doesn’t have to be the case with your graphic design invoice. Try adding some fun character to your invoice. Not only will you get paid for your work, but you might also make someone smile along the way.
4. Keep it modern and clean
Contrary to the above, you could go with a straightforward, modern design for your graphic design invoice. To some, it may come off as a bit boring, but when it comes to an invoice — white space is never a bad thing.
5. Get creative
Combining a mixture of modern and creative can produce a really appealing graphic design invoice, too. Think outside the box, and vary your font sizes for an easy to read hierarchy.
6. Don’t leave any detail out
In the sample below, you’ll see that this graphic designer made sure to not leave anything out. Going down to the specific company name, the person it’s addressed to, their position in the company, address, and even a small terms and conditions section. This may sound like a lot, but when done nicely, it maintains good readability and is not overwhelming.
7. Give thanks to your client
Where would your business be without your client? It’s always a nice touch to include some sort of thank you note at the bottom of your invoice to show your appreciation.
8. Go all out!
If you really want to show off your design skills, take it to another level by creating a really unique invoice. Just be sure you keep only the essentials there for maintaining an effective invoice.
9. Professional, but colorful
Thomas Maxon displays how to design your invoice in a professional layout, but incorporates his brand color throughout. This style of the invoice can make yours noticeable, without overdoing it.
Creating your own graphic design invoice
Alright, now you’re pumped to craft your own graphic design invoice, right? Here’s how you can jump in:
- Kick off by building one from the ground up in InDesign, Photoshop, Google Docs, or any platform where you’re at ease. (This might take a bit longer)
- Opt for tools like Canva, which offer a wealth of ready-made invoices. (This is a moderately paced option)
- Explore services like PayPal, which provide options for sending out professional invoices. (Also a moderate speed approach)
- Go for a quick solution with a free invoice generator from platforms like Freshbooks or Zipbooks. (This is a quicker option)
- Or, grab our 6 free graphic design invoice templates, tailor them to your liking, and get going. (This is also a fast track)
No matter which route you choose to design your invoice, every designer should bear in mind several crucial points when putting together a graphic design invoice. We’ll dive into some of those essential tips next:
6 Must-haves for every graphic designer invoice
Every graphic design invoice, or any invoice for that matter, should include several essential elements. Here are the 6 critical components you must not overlook:
- Client Information (and Yours) It’s crucial to list both your information and that of the company you’re billing:
- Your business or company name/logo and the client’s name
- Contact details for both parties, including addresses and email/phone numbers This ensures your invoice appears professional and clearly identifies the involved parties.
- Itemized List of Services Detail every service you’re providing. An itemized breakdown clarifies the charges for the recipient and saves you from having to explain charges via email or phone calls.
- Invoice Number An invoice number is vital for tracking purposes, especially if follow-ups are needed due to non-payment or misplacement of the invoice.
- Prices/Rates For each listed service, include your rates. Transparency in pricing builds respect and trust with your clients. If applicable, detail the total hours worked.
- Total Due Sum up the charges for a clear grand total. Make this figure stand out by bolding and/or enlarging the text.
- Dates Include several key dates:
- The invoice date (when you’re sending it)
- The service period dates (e.g., November 1-30, 2018)
- The due date for the invoice, also known as the payment terms. An invoice without a due date might delay your payment.
While there are many other details you could add to enhance your invoice, such as project specifics and payment options, the above elements provide a solid foundation for creating a professional graphic design invoice from scratch.
- Include all relevant information, such as your name, address, and payment terms, on the invoice.
- Be clear and specific about the services you provided and the corresponding costs.
- Use a professional and easy-to-read format to help ensure timely payment. Or use an invoice app.
Tips for making a graphic design invoice
Be cautious about making your design invoice too flashy or hard to navigate.
It can be tempting as a designer to make your graphic design invoice really flashy. While sometimes that can be really good—a flashy invoice may really stand out in a pile of white papers on your client’s desk—consider a few reasons it could also be a poor decision:
- Too much color on your invoice means your client chooses not to print it—saving on ink—which means it never makes it to accounts payable.
- Too much visual noise may slow down the process of getting your graphic design invoice paid on time and the correct amount. Making it simpler to read and navigate is almost always the best decision.
That’s not to say your design invoice shouldn’t be well-designed. I mean, you are a designer after all, right? So add your own flair and character to your graphic design invoice, just make sure it also achieves its primary purpose: getting you paid.
One of the most efficient ways you can make it easy to get paid is to accept credit card payments — this allows you to transfer funds directly to your bank account. So this cuts out mailing a check and waiting on the deposit. You can do this by using sites like Bonsai, FreshBooks, Fiverr Workspace, Lili, QuickBooks and more.
Remember, the function is often a major factor in good design anyway.
Here are some more questions you might have when designing your invoice:
Should you always send an invoice?
Absolutely, yes! No job is too small for a graphic design invoice. Always send one and keep a copy for your records. You never know when you’ll need it.
Ignoring this step might lower your chances of getting paid. I’d wager that most clients expect an invoice since they’re in business too, right?
When is the best time to send your invoice?
Don’t delay; send your invoices right after you finish a project. Being organized means you’re ready to invoice as soon as the work is done. With the right graphic design invoice template, it’s as simple as filling in a few details.
To improve your chances of getting paid, always send your invoice immediately after completing the work.
What if a client hasn’t paid your graphic design invoice?
Not getting paid for your work is a common problem. Here are some do’s and don’ts for handling invoice disputes, courtesy of Alex Skinner from Millo:
The dos and don’ts of invoice disputes
- Always be professional and mature, regardless of your client’s behavior.
- Don’t be afraid to confront the issue — the longer you wait, the harder it is to collect payment.
- Start out friendly and understanding. You’ll have plenty of time to dig in and express your disappointment as the situation drags out.
- Phrase your statements as the choice your client has made (e.g. “I have no choice but to,” “I’m disappointed that I’m forced to,” etc.)
What methods should I use for sending my invoice?
Nowadays, there are so many different ways you can generate, send and track your invoices. Here are some suggestions:
- Good ‘ol fashioned email — sending a PDF of your invoice directly to the client (their accounting department, preferably) still shows as an effective way of getting paid. If you’re using Google Docs or Google Sheets, just download it as a PDF for sending.
- Bonsai — get paid easily, and quickly, by creating and sending your graphic design invoices with Bonsai.
- Freshbooks — with their intuitive software, you can easily create, track and manage your invoices with a breeze.
- Quickbooks — since they’ve been around a while, they know what they’re doing when it comes to quality invoicing and bookkeeping services.
- Fiverr Workspace — its smart invoicing tool automatically creates invoices for you and lets you know when they’re viewed or paid. The Fiverr Workspace app has a no-credit-card needed free trial which you can try out right here.
Ready to Earn?
If you haven’t already, download our free templates to get started on yours! Be sure to utilize our tips for creating a beautiful, yet effective graphic design invoice for getting you paid!
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