What to put on a graphic design invoice
Design clients often don't know what goes into a project, so a clear invoice prevents arguments about the price:
- Each deliverable — logo, guidelines, templates — on its own line
- What's included — the number of concepts and revision rounds
- Extra revisions beyond what you agreed, as a separate line with the date requested
- Third-party costs such as stock images or fonts, with their license
- When files and rights transfer — usually on full payment
Example design invoice
| Line item | Qty | Rate | Amount |
|---|---|---|---|
| Brand identity – logo design (3 initial concepts, 2 revision rounds) | 1 | $1,500.00 | $1,500.00 |
| Brand guidelines – 12-page PDF (colors, type, logo use) | 1 | $600.00 | $600.00 |
| Social media templates – 6 designs | 6 | $75.00 | $450.00 |
| Additional revision round (requested Oct 12) | 1 | $200.00 | $200.00 |
| Stock image license – 2 images (at cost) | 2 | $29.00 | $58.00 |
| Total | $2,808.00 |
If you took a 50% deposit, enter it under Amount already paid. The invoice then shows the remaining balance.
Revisions: the line that protects your rate
Scope creep is the biggest risk in design work: one more color option, one more layout, one more "small tweak". Agree a number of revision rounds before you start — two is common — and put it in your quote. Every round after that gets its own line on the invoice. Clients rarely argue with a charge they agreed to in advance.
Files and usage rights
Many designers keep the final source files until the invoice is paid in full, and transfer copyright or usage rights only on payment. If that's your policy, say so on the quote and in the invoice notes, as in the example. It's simple leverage that keeps payments on time — but only if the client agreed to it up front.
Fonts and stock images
If you bought a stock image or font license for the project, it may need to be in the client's name, depending on the license. Bill it at cost (or with a small handling fee, if your agreement allows), and tell the client what the license allows.
Tax notes for designers
Your computer, design software subscriptions, fonts, stock libraries and a dedicated home workspace are common business expenses. Design work isn't subject to sales tax in most states, but some states tax certain digital products or services. Use the 1099 tax calculator to see how much to keep aside from each payment.
Frequently asked questions
Should I charge per hour or per project?
Most designers price logos and brand projects per project, which rewards your speed and experience. Hourly works for ongoing production work or vague scopes. You can combine them: a project fee plus an hourly rate for extra work.
How do I invoice a deposit?
Make a first invoice for the deposit — "50% deposit – brand identity project". On the final invoice, list the full project and enter the deposit under "Amount already paid".
Can I put my portfolio link on the invoice?
Yes. Add it to your business details or the notes.
What if the client wants the source files?
Source files (AI, PSD, Figma) are often an extra unless agreed in advance. If you include them, list them in the deliverables; if not, offer them as a separately priced line.