Designer invoice template
A free invoice template for design work — project fee, out-of-scope revisions, and final artwork handover. Fill it in, download the PDF, send it. No account, no email, nothing saved.
Open this template
Pre-filled and ready to edit. Free, no signup — nothing is saved.
What's on the template
It opens with the lines design work actually bills: the project fee, revision rounds beyond the agreed scope, and the final artwork handover. Edit the descriptions to name the actual deliverable.
The revisions line earns its place even when it's zero. Having it visible on the invoice — priced, at nil — reminds the client that revisions have a cost and a limit, which is a far easier conversation to have on the first invoice than on the fourth round of amends.
- A project fee line for the agreed scope.
- A revisions line for rounds beyond what was agreed.
- A final artwork and asset handover line.
- A note that copyright transfers on full payment.
Scope, revisions, and the fourth round of amends
Design projects don't usually go wrong on price. They go wrong on scope, and the invoice is where that becomes visible — often too late.
Define the revision rounds in the quote: "includes two rounds of revisions; further rounds billed at [rate] per round". Then, when round three arrives, you're referring to something agreed rather than introducing a charge the client experiences as a penalty. That single line in a quote prevents more disputes than any amount of goodwill.
When you do bill extra rounds, itemise them. "Revision rounds beyond agreed scope: 2" is a fact the client can check against what they asked for. A project fee that's quietly larger than quoted is a dispute waiting to happen.
The copyright note matters too. Clients frequently assume commissioning design means owning it outright from the moment they brief you. Stating that copyright transfers on full payment sets the position clearly and, usefully, gives them a concrete reason to settle.
- Define included revision rounds in the quote, with a price for extras.
- Itemise extra rounds on the invoice rather than inflating the project fee.
- State that copyright transfers on full payment — clients often assume otherwise.
- Bill the handover as its own line; it's a real deliverable.
From proposal to paid
Design work usually starts with a proposal, and the proposal is where the invoice is really decided — scope, revision rounds, and deliverables all get set there.
In a free Platybooks workspace you send the quote, the client accepts it from a link, and it converts to an invoice in a click with every line carried across. Nothing gets retyped, so the invoice can't quietly disagree with what was agreed. For staged work, convert as you go — deposit on acceptance, balance on handover.
Saved clients, sequential numbering, and a dashboard showing what's outstanding come with it. Overdue invoices get chased automatically at +3, +7 and +14 days, which spares you writing the email. Add a Paystack link and clients settle by card in rand — the invoice marks itself paid and the receipt sends itself.
- Send a quote, get it accepted from a link, convert to an invoice in a click.
- Line items carry across, so the invoice always matches the proposal.
- Automatic overdue reminders instead of the awkward follow-up.
- Card payments in rand through your own Paystack account.
Frequently asked questions
What should a designer put on an invoice?
Your business name and contact details, the client's details, a unique invoice number, the date, and clear lines for the project fee, any revision rounds beyond scope, and the final artwork handover. Name the actual deliverable, state your position on copyright transfer, and include the total, the due date, and how to pay.
How do I charge for extra revisions?
Set the included rounds in the quote and price additional rounds there — for example two rounds included, further rounds at a stated fee each. Then itemise any extras on the invoice as their own line. Agreeing it in advance turns an awkward conversation into a reference to something the client already signed off.
Should I take a deposit for design work?
For new clients or larger projects, yes — 25% to 50% up front is common, with the balance on delivery or handover. It protects your cash flow through a project where you're carrying all the effort, and it filters out clients who were never committed. Agree it in the proposal.
When does the client own the design?
That depends on your terms, which is exactly why they should be written down. A widely used position — and the one in this template's notes — is that copyright transfers on receipt of full payment. Clients often assume commissioning work means owning it immediately, so stating it explicitly on the quote and the invoice prevents an argument later.
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