Freelance invoice template for designers

A freelance invoice is the document that asks your client to pay for work you've delivered. It needs to identify both of you, list what you're charging for, show the total and explain how and when to pay. This template lists every field, in order, for graphic design, branding and web design work.

Invoice rules, especially for tax, differ between countries. Use this template as a starting point and check what's required where you work.

The invoice template

Header

• The word Invoice
• Invoice number: unique and sequential, for example 2026-014
• Invoice date
• Payment due date, for example 14 days after the invoice date

From (you)

• Your name or studio name
• Business address
• Email address
• Tax or business registration number, if you have one

Bill to (your client)

• Client contact name
• Company name
• Billing address
• Purchase order or reference number, if the client gave you one

Project

• Project name, matching your proposal or agreement
• Short description or the period covered, for example "Website design, phase 1"

Line items

Name deliverables the way your agreement does, so the client can match each line to what they approved.

Totals

• Subtotal
• Discount, if any
• Tax, if you charge it, with the rate
• Total due, with the currency
• Deposit already paid, if any, and the balance due

Payment details

• Accepted payment methods
• Bank details or a payment link
• Payment terms, for example "Due within 14 days"
• Late payment terms, if your agreement includes them

Notes

• A short thank-you line
• Who to contact with questions about the invoice

Tips for getting paid on time

• Invoice promptly. Send the invoice when the milestone is approved, while the work is fresh.
• Match the agreement. Use the same project name, deliverables and payment terms as your proposal and design contract.
• Use clear due dates. "Due on 14 November" is easier to act on than "Net 14".
• Ask for a deposit. Many designers invoice part of the fee before starting, then the balance at handoff.
• Keep numbering sequential. It makes your bookkeeping and any tax filing simpler.

Graphic design and web design invoices

The structure is the same for both. What changes is how you name the line items:

• Graphic design and branding: logo concepts, brand guidelines, print files, extra revision rounds.
• Web design: page templates, responsive layouts, prototype, design system, developer handoff.

If you charge by the hour, list the hours and hourly rate for each task instead of fixed fees. Not sure what your rate should be? The freelance rate calculator works it out from your income, costs and billable hours.

Frequently asked questions

What should a freelance invoice include?

At a minimum: an invoice number, the date, your details and your client's, a list of what you're charging for, the total due, the due date and how to pay. Your country may require more, such as a tax number.

When should a freelance designer send an invoice?

When the agreed milestone is reached. That may be a deposit before work starts, a payment at each phase, or one invoice at handoff, depending on your agreement.

Do I need to charge tax on my invoices?

It depends on where you and your client are based, and on your income. Check the rules where you work or ask an accountant.