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Fiscalane

Invoice template

Freelance design invoice template

Stage-based billing for logos, brand identities, layouts and illustration.

Use this template

Design work rarely fits a single line on an invoice. A brand project moves through a brief, concept rounds, revisions and final file delivery, and clients often ask what exactly they paid for months later. A good freelance design invoice answers that question before it is asked: one line per stage, a short description of what was delivered, and a clear statement of which usage rights come with the final payment.

The most useful habit is billing in stages. A deposit when the brief is agreed protects your calendar, a second invoice after concepts keeps cash flowing, and the balance is due on handover of final files. Name the stage on each line so the client's accounts team can match it to the quote. If the client asked for extra revision rounds beyond the agreed number, show them as their own line instead of quietly absorbing them; it keeps the next scope conversation factual. Finally, put the licensing terms in the note field: whether the client receives exclusive or non-exclusive rights, for which media, and whether source files are included.

What to include

  • Your name or studio and addressIdentifies the supplier; most tax authorities expect the full name and address of both parties.
  • Client legal name and addressA company client usually needs its registered name, not a brand name, to book the invoice.
  • Unique invoice numberSequential or otherwise unique numbering is what lets you and the client find the document again.
  • Issue date and due dateThe due date starts the late-payment clock and tells the client when to pay.
  • Project stage per lineLines like "Concept round" or "Final artwork" let the client match the invoice to your quote.
  • Licence and usage noteStates which rights transfer on payment, which prevents disputes about reuse.
  • Your VAT or tax number (if registered)Required on invoices from registered businesses in most VAT systems.
  • Payment detailsIBAN or account details plus a payment reference speed up reconciliation on both sides.

Common mistakes

  • Billing one lump sum called "Design services" with no stage or deliverable named.
  • Leaving the usage rights out, so the client assumes unlimited reuse and you assume a limited licence.
  • Invoicing a brand name instead of the legal entity that will actually pay.
  • Forgetting to mention that revisions beyond the agreed rounds are billed separately.
  • Sending a PDF screenshot when a corporate client needs a structured e-invoice to process it automatically.

VAT and sales tax

How to create it in Fiscalane

  1. Open the editor with this template to prefill the lines, payment terms and note. Replace the sample values with your own.
  2. Add your details and your client's legal name and address, then choose the tax category that matches your situation.
  3. Watch the compliance panel and fix anything it flags, then download the PDF or, on Pro, export the UBL e-invoice.

Frequently asked questions

Should I invoice a deposit for design work?

Many designers do, because it secures the slot and covers early effort. Show the deposit as its own invoice or as a clearly labelled first line, and deduct it from the final invoice so the client can see the running balance.

How do I bill extra revisions?

Agree the number of included revision rounds in the quote, then add additional rounds as a separate line with the hours or flat fee. Naming the round (for example "Revision round 3") avoids arguments later.

Can a freelance designer send an e-invoice?

Yes. A structured e-invoice carries the same information as the PDF in machine-readable form. Fiscalane lets you create the invoice once and export a UBL file that is checked against EN 16931 rules before you send it.

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