How to make a invoice in one minute
- Three sample lines are prefilled: a logo project, a card layout and a stock licence at cost. Replace each Description, Qty, Unit (project, each, hrs) and Rate with your own.
- Fill in From with your studio and Bill to with the client. Add their purchase order or brief reference in Reference / PO number.
- Set Invoice number and Date, then pick a term under Terms; Net 14 or Net 30 sets the Due date for you.
- Under Totals, add GST or HST and any provincial tax as Tax lines, and enter a deposit already received in Amount paid.
- Check the Notes (files released on payment) and the copyright sentence in Terms and conditions, add Payment details and press Download PDF.
How to invoice for graphic design
Design work is usually quoted as a fixed project fee with a stated number of revision rounds, and the sample’s first line is built that way: logo design at 1,500, described as three concepts, two revision rounds and final files in SVG, PNG and PDF. Spelling out the deliverables, formats and sizes on the invoice makes the scope clear, so a request for a fourth concept is visibly an extra.
The second line is a smaller fixed piece, a business card layout front and back at 180 with the unit each. The third is a pass-through cost: two stock image licences at 45, billed at cost. Fonts and printing belong on their own lines like this, at cost, rather than folded into the design fee.
Hourly extras use the hrs unit, which is the default for this page. When a client asks for revisions beyond the included rounds, add an hrs line at the agreed rate; the prefilled terms state additional revisions are billed at $75 per hour, so the price is on record before the request comes.
Copyright and licence terms belong in the Terms and conditions block. The prefilled sentence says copyright transfers to the client on full payment, and the Notes say final files will be released on receipt of payment. Many designers work this way: preview files during the project, editable originals once the invoice is settled. Edit both sentences if you license rather than assign your work.
For a larger identity project, invoice a deposit first and show it in Amount paid on the final invoice so the balance due is right.
What the graphic design invoice template prefills
A project line, a per-item line and a pass-through licence line with quantities and rates, a file-release note and a copyright sentence in the terms. Your studio details, the client, the tax lines and payment details are yours to add. Save as template keeps your rates for the next job.
Your data stays on your device
Client briefs, project fees and licence terms are stored in this browser only, never on a server. The PDF is generated in your browser by a small worker; nothing is uploaded, and there is no account to create. Drafts, clients and your business profile live in your browser's local storage (IndexedDB), and one button under "Your data" deletes all of it. To verify, open your browser's developer tools, watch the Network tab while you fill in and download a document, and note that no request carries your details. Read the privacy policy and how it works for the details.
Templates, currencies and PDF output
| Templates | Classic, Modern, Minimal, Compact, Ledger, Receipt (6 layouts; accent colour and logo are yours). Prefilled invoice and receipt templates by trade open in the same editor. |
|---|---|
| Currencies | 68 ISO currencies with the right symbol and decimals, for example USD, CAD, GBP, EUR, AUD, INR and JPY. Country presets also set the tax lines and ID labels. |
| Paper sizes | A4 and US Letter; page numbers on multi-page documents |
| Numbering | Sequential per type, default prefix INV-0001, editable |
| Output | PDF download (text stays selectable), print, or a prefilled email with the PDF attached by you; file name Invoice-number-client.pdf |
Frequently asked questions
Should I charge a fixed project fee or by the hour?
Most design work is quoted as a fixed project fee with a stated number of revision rounds, as the logo line shows. Hourly billing is for what falls outside that scope. Both fit on one invoice: keep the project on a line with the unit project and put extra time on an hrs line.
How do I bill revisions beyond the included rounds?
Add a line with the unit hrs, the hours spent and the rate you agreed in advance. The prefilled terms say additional revisions are billed at $75 per hour, so the client already knows the price. Describe what the extra round covered so the line does not look like a penalty.
Should stock images, fonts and printing go on the invoice?
Yes, as pass-through lines at cost, each with quantity and unit, like the two stock image licences at 45 in the sample. Say at cost in the description, or state a handling margin if you add one. Keeping them off the design fee line makes the fee easier to compare with your quote.
Do I charge GST or HST on design work?
If you are registered in Canada, the country preset loads GST or HST and any provincial tax as Tax lines with the right labels, and your registration number prints in the From block. Each line has a checkbox per tax for pass-through costs that differ. Presets are starting points; confirm current rates with your tax authority.
How do I take a deposit and hold the final files?
Invoice a deposit at the start, then show it in Amount paid on the final invoice so Balance due is what remains. The prefilled Notes say final files will be released on receipt of payment, and the terms say copyright transfers on full payment. Both sentences can be edited to match your agreement.
What if the client does not pay?
The prefilled terms protect you in two ways: files are released only when payment arrives, and copyright transfers only on full payment, so unpaid work cannot be used. Keep the invoice at Sent in Recent documents, resend the PDF with a reminder, and press Mark as paid when the money lands.
Related
Last updated 2026-09-27. Presets are starting points — confirm current rates and requirements with your tax authority. PDF engine: pdfmake (MIT); fonts: Inter and Noto Sans (SIL Open Font License).