Graphic design invoice template for branding, print and social projects
Design work is usually invoiced as a fixed project fee with a 50% deposit on acceptance and the balance on delivery of final files, with out-of-scope revisions charged by the hour. Retainers for ongoing work are invoiced on the first of the month. Stock images, fonts and printing are passed through at cost, and they carry GST when you on-charge them.
Agencies and larger clients pay on 30-day terms and need a purchase order number on the invoice. Releasing final files only after the balance is paid is normal and worth saying in the terms.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Brand identity: logo, colour palette and typography (3 concepts, 2 rounds of revisions) | 1 | project | $2,800.00 | 10% | $2,800.00 |
Business card and letterhead design | 1 | each | $450.00 | 10% | $450.00 |
Social media template set (6 templates) | 1 | set | $600.00 | 10% | $600.00 |
Additional revisions beyond scope | 2 | hr | $110.00 | 10% | $220.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Brand identity: logo, colour palette and typography (3 concepts, 2 rounds of revisions) | 1 | project | $2,800.00 | 10% |
| Business card and letterhead design | 1 | each | $450.00 | 10% |
| Social media template set (6 templates) | 1 | set | $600.00 | 10% |
| Additional revisions beyond scope | 2 | hr | $110.00 | 10% |
Suggested payment terms
50% deposit on acceptance of the quote, balance due within 14 days of the final files. Final files are released on payment of the balance. Agencies: 30 days from invoice date.
Suggested notes
Deposit received: $[amount] on [date]. Includes 2 rounds of revisions; further changes are charged at the hourly rate. Stock images and fonts are licensed separately at cost. Copyright in the final artwork transfers on full payment.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- What the fixed fee covers and how many rounds of revisions are included
- The deposit already paid and the balance due
- When copyright or the licence transfers (usually on full payment)
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
Fixed fee or hourly?
Most designers quote a fixed fee for defined work and charge by the hour for changes beyond the agreed scope. Put both on the invoice: the project as one line, and the extra hours as a separate line with the quantity and rate. It keeps the conversation about scope, not about time.
Do I charge GST on stock images I bought overseas?
If you are registered for GST and you on-charge the image to the client, your charge carries GST, whether or not the overseas supplier charged you any. Show it as its own line with GST on.
An overseas client paid me. Does GST apply?
Design supplied to a business outside Australia is often GST-free, but the conditions depend on where the client is and where the work is used. Confirm with your accountant, then switch GST off on those lines.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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