Sending invoices is part of being a working artist, but it doesn’t have to be confusing. An artist invoice template helps you document commissions, keep track of revisions, describe licensing terms, and get paid on time in a professional way.
No matter if you’re delivering a hand-painted portrait, designing digital illustrations, or licensing existing artwork for commercial use, the right invoice keeps your finances organized and your client relationships smooth.
With Invoicer.ai, you can create artist invoices in minutes, either by downloading free Word or Excel invoice templates or by customizing and sending invoices online directly through the software (which is much simpler).
Creativity is the heart of your work, but business systems keep that creativity sustainable. Too many artists lose money or strain client relationships simply because billing isn’t clear. Here’s what can go wrong without proper invoices:
A professional artist invoice shows clients you value both your craft and your business. It sets the expectations, builds trust, and protects your rights as a creator.
Just as no two artworks are the same, not all invoices should look the same. Different projects call for different invoice structures.
Perfect for custom projects such as portraits, murals, or personal illustrations. Usually includes a deposit (30–50%) before work begins, with the remainder due on completion. Helps protect you if a client cancels a project mid-way.
Perfect for custom projects such as portraits, murals, or personal illustrations. Usually includes a deposit (30–50%) before work begins, with the remainder due on completion. Helps protect you if a client cancels a project mid-way.
Best for clearly defined projects, like a book cover, tattoo design, or digital print package. A single flat fee simplifies billing and avoids debates about time or materials.
When you license existing artwork, this invoice sets terms: duration, platforms, geographic regions, and cost. For example, “Commercial license for website banner use, 12 months.”
Extra edits, larger formats, or additional variations aren’t free. This invoice documents additional costs when the client requests more than what was originally agreed upon.
If you collaborate with another artist (e.g., a designer helping with typography on your poster), you can bill their portion separately or integrate it into your invoice.
If you sell through a gallery, shop, or reseller, invoicing often needs to reflect commissions, consignment splits, or wholesale pricing. A standard commission invoice may not match how the buyer accounts for the sale.
What to include for these arrangements:
An effective invoice is simple and detailed. It should be easy for the client to read, but also protect you in case of disputes. Here’s what to include:
Every line on the invoice should answer a potential client's question before they even ask.
If a client is paying to use your artwork beyond personal viewing, the invoice should summarize the usage terms in plain language. This prevents misunderstandings and protects your work without turning the invoice into a legal document.
Include these usage details when relevant:
Simple example line: “License: non-exclusive commercial use of ‘[Artwork Title]’ on website + organic social, worldwide, 12 months.
Clear line items reduce client questions and help your invoice get approved faster. Use the examples below and adjust them to match your medium, scope, and pricing model.
Commissions (custom work):
Digital illustration/design:
Licensing (separate from creation fees when applicable):
Prints and physical products:
Getting paid late is one of the most frustrating parts of being a working artist. These strategies help you avoid the problem:
Before starting, provide an estimate with scope, deadlines, and pricing.
Most professional artists ask for 30–50% upfront. This proves client commitment and protects your time.
Send invoices as soon as you finish a stage of work. Waiting weeks reduces urgency and makes details easier for the client to forget.
Provide options like bank transfer, PayPal, Stripe, or card payments. Remember, the easier you make it, the faster you get paid.
Sometimes invoices slip through the cracks. A professional follow-up, like “Just a reminder, invoice #105 is due on Friday”, keeps things on track without straining relationships.
Keep all contracts, invoices, and receipts in one place. If a client disputes, you’ll have everything documented.
A clean invoice design with your branding makes clients respect your process. The more professional it looks, the harder it is for them to ignore.
Your invoice isn’t just about getting paid. It also shows your style and professionalism. With a few small changes, you can make it stand out and work better.
Timing can make or break your cash flow. Consider these approaches:
Digital invoicing is the most efficient. With Invoicer.ai, you can email invoices instantly, track when they’re opened, and schedule automatic reminders for overdue payments.
For physical pieces (originals, framed works, prints), disputes usually come from delivery timing, condition, or what exactly was included. Adding simple delivery details to the invoice notes creates a clear record.
What to include when applicable:
Optional note: “Artwork is considered delivered upon pickup or confirmed delivery via tracking.”
Many clients treat a deposit as a separate payment unless the final invoice clearly shows what has already been paid and what remains. The best approach is to make the balance visually obvious.
1. Deposit invoice + final invoice: Send a deposit invoice to confirm the booking, then a final invoice at delivery for the remaining amount.
2. One invoice with the deposit shown as a credit: List the full project total, then add a line item like “Deposit received on [Date]” as a negative amount so the invoice total equals the remaining balance due.
Recommended wording:
Many artists start with Word or Excel, but those tools quickly become cumbersome due to manual edits, lost versions, and formatting headaches.
QuickBooks is another option, but it’s designed for accountants and larger businesses, often too complex and expensive for freelance artists.
Invoicer.ai offers the balance creative professionals need:
With Invoicer.ai, you get a tool designed to simplify your admin, so you can focus on creating art and not managing spreadsheets.
An artist invoice template makes your business side as professional as your creative side. Professional and polished artist invoices keep clients accountable, reduce disputes, and help you get paid faster.
Take the stress out of getting paid and keep your focus on your art instead. Try Invoicer.ai free for 14 days now.
