Graphic Designer Invoice Template UK
Invoice design work clearly — fixed project fees, hourly work, retainers and usage rights — with a live preview and a clean PDF download. Free, no sign-up.
- Fixed, hourly or retainer billing
- Revisions and extras split out
- Usage and licence lines
- One-click PDF download
1Your details
2Invoice details
3Client & payment
4Line items
| Service | Qty / hrs | Rate | Amount |
|---|
| Service | Qty / hrs | Rate | Amount |
|---|---|---|---|
| Add line items to see them here | |||
Fixed fee vs the extras
A design invoice goes wrong in one predictable way: extras get folded into the fixed fee, and by the time the client queries it, the work has already been delivered. The fix is simple — keep the agreed fee as one line and put everything beyond it on its own.
- The agreed project fee — the number from your proposal or quote, described by deliverable.
- Additional revisions — extra rounds beyond what the proposal allowed, at your hourly rate.
- Hourly extras — additional artwork, resizing or adaptations requested after sign-off.
- Usage and licence — if the design includes licensed fonts, stock imagery or an extended usage term, show it separately.
Reference the proposal or purchase order number in the invoice. On corporate jobs the accounts team cannot pay an invoice they cannot match to a budget line, so the reference matters as much as the figure.
Hourly, project or retainer
Match the invoice to how the work was agreed. A project fee names the deliverable and the flat price. Hourly work shows hours and rate so the arithmetic is checkable. A retainer states the month or period it covers, so there is no ambiguity about which month is being billed.
If you are VAT-registered, tick the VAT box to reveal your VAT number and the rate fields, and the invoice will show the net, VAT and gross split HMRC expects. If you are not registered, leave it unticked and no VAT appears.
Getting paid and keeping records
A common, workable default is a 50% deposit on new clients with the balance on delivery, or a monthly retainer billed in advance. Whatever you agree, put the exact due date on the invoice rather than leaving the client to interpret “Net 30”. Keep every invoice for at least five tax years, or six if you are VAT-registered.
How this invoice tool works
Fill in your details
Your name or studio, address, and the client you are billing. The live invoice updates beside the form.
Itemise the design work
Show the agreed project fee, any additional revisions, hourly extras and usage rights on separate lines so nothing is queried.
Download the PDF
Save a clean invoice in one click — no watermark — then email it to your client and keep a copy for your records.
Already sent it and still waiting?
Four ready-made follow-up emails, from a friendly nudge to a final notice.
More free invoice tools
Frequently asked questions
How should a graphic designer invoice?
Itemise the agreed project fee, any extra revisions, hourly additions and usage or licence lines separately, reference the proposal or PO number, and state an exact due date. That structure prevents the disputes that come from folding extras into a fixed fee.
Should I charge for extra revisions?
Yes, if they fall outside what the proposal allowed. Show them as a separate line at your hourly rate rather than absorbing them into the fixed fee.
Do graphic designers charge VAT?
Only if you are VAT-registered. If you are not registered, do not charge VAT and do not show a VAT number on the invoice.
What payment terms suit design work?
Many studios take a deposit on new clients and bill the balance on delivery, or bill retainers monthly in advance. Always state the exact due date as well as the terms.
Is this designer invoice template free?
Yes — unlimited invoices, no sign-up, no watermark on the PDF.
General guidance only — this is not legal, tax or accounting advice. Last reviewed 22 September 2026.