Professional Artist Invoice Template
Invoice for commissions, prints, and gallery sales with materials cost tracking and installment payment options for artists.
Fill in your artist invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
As an artist, your creative work brings beauty, meaning, and emotion into the world. Whether you create paintings, sculptures, illustrations, or mixed media, your art has value, and you deserve to be compensated fairly. Professional invoicing is essential for running a sustainable art business. It ensures you get paid on time, maintains your professional image, and keeps your finances organized for tax season. This guide will help you create invoices that reflect the quality of your artistic work.
What the artist invoice covers
What you can do with this template, and what it does not do.
Artwork Dimension Pricing
Calculate pricing based on square inch/centimeter formulas with complexity factors for detailed work and medium-specific rates.
Commission Milestone Payments
Track deposit, progress payment, and final payment stages for commissioned artwork with clear milestone documentation.
Material & Supply Costs
Itemize canvas, paint, brushes, and other art supplies separately from labor costs for transparent pricing.
Framing & Presentation Fees
Bill separately for custom framing, matting, and presentation options with markup calculations.
Shipping & Insurance
Track packaging materials, shipping costs, and insurance fees for artwork delivery to collectors.
Certificate of Authenticity
Document COA inclusion or separate fees, edition numbers, and provenance information for original works.
How to fill in your artist invoice
- Artist/Business Information: Your name or studio name, address, phone, email, website, and social media handles.
- Client details: Client or collector name, address, phone, and email.
- Invoice Number & Date: Unique invoice number and date issued for tracking and tax purposes.
- Artwork Description: Title of piece, medium, dimensions, year created, and edition number if applicable.
- Project/Commission Details: For commissions: detailed scope, concept description, and specifications agreed upon.
- Pricing Breakdown: Base price, and if applicable: material costs, framing, licensing fees.
- Usage Rights: Clearly state what rights are being transferred (or not) with the purchase.
- Shipping & Handling: Packaging, insurance, and shipping costs if applicable.
- Sales Tax: If required in your jurisdiction, include applicable sales tax.
- Total Amount Due: Clear final amount the client owes.
- Payment terms: Due date, accepted payment methods, and deposit/milestone schedule.
- Certificate of Authenticity: Note if COA is included or available separately.
- Require Deposits for Commissions: Collect 25-50% upfront for commissioned work. This covers materials and demonstrates client commitment.
- Create Clear Commission Contracts: Before any commissioned work, have a written agreement covering scope, timeline, revisions, and payment.
- Specify Usage Rights: Be explicit about what rights transfer with purchase. Original art? Reproduction rights? Commercial use?
- Document Your Work: Photograph artwork before shipping. Keep records of all pieces created and sold.
- Include Detailed Descriptions: Your invoice doubles as documentation. Include title, medium, size, and year for each piece.
- Factor in All Costs: Don't forget materials, studio overhead, and your time when pricing.
- Offer Payment Plans for Large Pieces: For expensive works, payment plans can make your art more accessible and close more sales.
- Send Invoices Promptly: Invoice immediately after sale or project completion. Delays create collection challenges.
- Keep Professional Records: Maintain organized files of all invoices, commissions, and sales for taxes and provenance.
- Include Certificate of Authenticity: For original works, a COA adds value and legitimacy.
Art pricing is complex and personal, but here are frameworks to consider:
Pricing Methods:
1. Square Inch/Centimeter Method:
- Calculate: (Width × Height) × Price per square inch
- Add complexity factors for detailed work
- Common for consistent pricing across pieces
- Example: 16×20 = 320 sq in × $5 = $1,600
2. Hourly Rate Method:
- Track time spent on each piece
- Add materials cost
- Common for commissions
- Example: 20 hours × $50/hr + $200 materials = $1,200
3. Market Comparison:
- Research similar artists at your career stage
- Consider gallery vs. direct sales pricing
- Factor in your exhibition history and credentials
Commission Pricing:
- Usually 25-50% higher than comparable finished work
- Reflects client specifications and communication time
- Include revision limits in your pricing
Pricing by Medium (General Ranges):
- Oil paintings: $500-$10,000+ (varies greatly)
- Watercolors: $200-$3,000+
- Prints (limited edition): $50-$500
- Digital illustrations: $100-$1,000+ (depends on usage)
- Murals: $10-$50+ per square foot
Additional Fees:
- Framing: Cost + 20-30% or charged separately
- Shipping: Actual cost + handling
- Rush fee: +25-50% for expedited work
- Licensing fees: Separate from original sale
Establish clear payment structures for your art business:
For Original Art Sales:
- Full payment upon purchase
- Shipping after payment clears
- Payment plans: 3-6 monthly installments (art ships after final payment)
For Commissioned Work:
- Deposit: 25-50% upon project approval
- Progress payment: 25% at midpoint (for larger projects)
- Final payment: Remaining balance before delivery
For Illustration/Commercial Work:
- Initial payment: 50% upon project kickoff
- Final payment: 50% upon completion, before file delivery
- Kill fee: 25-50% if project cancelled after starting
Payment Methods:
- Credit/debit cards
- PayPal, Venmo, Zelle
- Bank transfer
- Art payment platforms (Artsy, etc.)
Gallery Sales:
- Gallery typically takes 40-60% commission
- Payment within 30-60 days of sale
- Get gallery terms in writing
Licensing:
- Upfront license fee or royalties
- Terms clearly specified in contract
- Separate from original artwork sales
- Undervaluing Your Work: Research market rates. Your art has value. Don't undercharge out of insecurity.
- No Commission Contracts: Always have written agreements for commissions covering scope, timeline, revisions, and payment.
- Unclear Usage Rights: Specify exactly what rights transfer with purchase. Ambiguity leads to disputes.
- No Deposit on Commissions: Collect deposit before starting. This protects your time and materials investment.
- Forgetting Material Costs: Track all materials, framing, and overhead. Factor these into your pricing.
- Vague Artwork Descriptions: Include title, medium, dimensions, and year. This documents the work properly.
- Inconsistent Pricing: Use a consistent pricing system. Random pricing looks unprofessional.
- Shipping Without Full Payment: Never ship artwork until payment is complete and cleared.
- Poor Record Keeping: Keep detailed records of all sales, commissions, and expenses for taxes and provenance.
- No Certificate of Authenticity: For original works, provide COAs. They add value and legitimacy.
Artist invoice: frequently asked questions
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Invoicing Built for Working Artists
Discover how our Artist Invoice Template can simplify your billing, enhance professionalism, and boost your creativity.