Imagine you've just completed a brilliant graphic design project and you eagerly send off your invoice. But as days turn into weeks, you find yourself anxiously checking your bank account, wondering when — or if — the payment will ever arrive.

Unfortunately, this scenario is all too common for freelancers and small business owners, with over 60% reporting late payments from clients. But fear not — with the right invoicing strategies, you can ensure that your creative talents are efficiently compensated and that payments arrive on time.

If you’re a graphic designer who’s just started taking on clients, you need a quick and easy way to collect payment for your services. Download our free graphic design invoice template to set up your invoicing system now.

While you’re at it, you can showcase your design skills by personalizing your template with your brand. Once you’ve completed your design, store and reuse your template for subsequent invoices and free up time to make stunning visuals for your clients.

What should I include on a graphic design invoice?

The first step is to ensure you're providing a professional and comprehensive graphic design invoice. Preparing a template can help ensure you don't forget any important parts from one project to another.

Familiarizing yourself with various invoice payment terms enables you to clearly outline the conditions and costs of your services, fostering satisfaction for both you and your clients.

When creating your graphic designer invoice template, consider incorporating these essential components:

Company information: Your invoice should prominently display your company name, address, phone number, and email at the top. This facilitates easy identification and communication.

Client details: Include your client's name, position, and company address for accurate record-keeping and communication purposes.

Invoice specifics: Clearly indicate the invoice date and assign a unique invoice number for easy tracking. Mentioning the job code or project title streamlines identification and organization.

Service description: Provide a detailed description of the services rendered, including the dates worked, to establish a transparent timeline of the project's progress.

Discounts and negotiated fees: If applicable, specify any discounts or negotiated rates for large volumes of work to reflect accurate pricing and acknowledge client agreements.

Taxation details: Specify relevant taxes, such as the goods and services tax (GST) or harmonized sales tax (HST), to ensure compliance with tax regulations.

Total charges: Clearly outline the total amount due for the services provided, including all applicable charges and adjustments.

Provincial sales tax considerations: If you're conducting business in British Columbia, Manitoba, Saskatchewan, or Quebec, include a separate line for provincial sales tax (PST) where applicable.

If your business earns less than $30,000 per year, however, you may qualify for the small supplier exemption to GST/HST and provincial taxes.

Incorporating these elements into your graphic designer invoice template enhances professionalism, transparency, and compliance with Canadian invoicing standards. This fosters positive client relationships and facilitates efficient financial transactions.

How much should I charge as a graphic designer?

Graphic designer earnings vary based on factors such as years of experience, specializations, and negotiation skills.

While charging appropriately for your skills when just starting out can be intimidating, it's crucial to establish clear fee agreements with clients before commencing any project. This ensures mutual understanding of the total cost involved.

When preparing proposals, carefully assess the time and expertise required for the task and set charges accordingly. Tap into your professional networking connections to gauge industry standards for similar work, and ensure you're quoting competitive yet reflective rates.

Be sure to consider all of the following:

• Additional expenses, such as travel
• Additional activities, such as team meetings and collaboration
• Image or artwork royalty fees
• Whether you're charging hourly, daily, or per project
• How many years of experience you have
• If you've had specialized education or offer special skills

Specialized skills like UI/UX design or niche market expertise justify higher rates. Emphasize your unique skill set and the value you bring to confidently negotiate rates that reflect your expertise and contribution to the project.

How to ensure timely payments

Getting paid top dollar for your skills feels amazing, but waiting too long for the money to reach your bank account does not. As a freelancer or small business owner, it's imperative to the health of your company to ensure clients pay invoices quickly.

To ensure prompt payment, provide clear payment instructions on your invoice, including preferred payment methods and deadlines. Most invoices state payment is due within 30 days, but you're free to stipulate other time frames instead as long as this was discussed with — and agreed to by — the client beforehand. Some designers provide a 7-day payment window, while others may opt for 14.

For larger projects, consider offering payment instalments to benefit both your company and your client. Set up automatic invoicing to receive payments as you progress, streamlining the process and reducing administrative burdens.

Send invoices promptly via email, and implement automatic reminder emails to gently prompt clients who miss payment deadlines. Leveraging organizational practices and automation tools in this way minimizes administrative tasks, allowing you to focus on creativity.

Creating your graphic designer invoice template ensures clarity, professionalism, and timely payments, fostering positive client relationships and efficient financial transactions.

Let QuickBooks invoicing help you ensure smooth invoicing every time. The "Pay Now" button facilitates credit card payments, which can help reduce delays and enhance convenience for your clients.

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