professional-segments
Invoice Software for Graphic Designers: Get Paid Faster in 2025

Invoice Software for Graphic Designers: Get Paid Faster in 2025

QuickBillMaker Team
25 min read
graphic designcreativefreelancedesign
Design & Creative

Invoice Software for Graphic Designers: Get Paid Faster in 2025

Create professional graphic design invoices in 60 seconds. Free templates, AI-powered creation, 26 languages. Start free, upgrade from $11.60/mo. No credit card required.

QuickBillMaker Team
25 min read
graphic designer invoice templateinvoice software for graphic designersfreelance graphic designer invoicegraphic design invoicing

Create Your First Invoice in 60 Seconds

Use our AI-powered invoice generator built specifically for graphic designers. Describe your project and get a professional invoice instantly.

Try Free Now

Why Graphic Designers Need Specialized Invoicing Software

Generic invoicing tools weren't built with creative professionals in mind. Graphic designers face unique challenges that require purpose-built solutions:

The Revision Round Nightmare

Every designer knows the pain of tracking revision rounds. Was that three rounds included in the quote, or four? Did the client request that brand color change before or after you finalized the package price? Without proper documentation, these questions lead to awkward conversations and lost revenue. Specialized invoicing software lets you document each phase of work clearly, showing clients exactly what they're paying for.

Multi-Format Deliverable Tracking

Your invoice needs to reflect the complexity of your deliverables. One project might include logo files in five formats (AI, EPS, PNG, SVG, PDF), social media templates, brand guidelines, and a style guide. Generic invoice templates with simple line items don't capture this nuance. You need invoicing tools that let you organize deliverables by category while keeping the invoice readable.

The Professional Image Problem

Your invoice is often the last impression a client gets of your work. Sending a poorly formatted invoice with misaligned text or bland typography undermines the creative excellence you just delivered. According to a 2024 study by Freelance Design Association, 68% of clients form their impression of a designer's attention to detail based on invoice quality. Your invoice should look as carefully crafted as your design work.

Time Theft From Creative Work

The average graphic designer spends 4.3 hours per month on invoicing and payment follow-up, according to Creative Market's 2024 Freelancer Survey. That's more than half a workday that could be spent on billable design work. The right invoicing software reduces this to minutes per month through automation and templates.

International Client Complexity

Many graphic designers work with international clients across different time zones, currencies, and languages. A client in Tokyo expects an invoice in Japanese yen with local payment terms, while a startup in Berlin needs euros and EU-compliant invoice formatting. Managing these variations manually is error-prone and time-consuming.

QuickBillMaker addresses all these challenges with features specifically valuable to designers: beautiful, customizable templates that reflect your brand; AI-powered invoice creation that understands design terminology like "logo variations" and "revision rounds"; and support for 26 languages with automatic currency handling.


Essential Invoice Elements for Graphic Designers

A professional graphic design invoice must balance legal requirements with clarity and brand representation. Here's what every designer's invoice should include:

Required Information

Your Professional Details

  • Full business name (or your name if operating as a sole proprietor)
  • Complete business address (required for tax purposes)
  • Contact information (email, phone, website)
  • Business registration number or tax ID (if applicable)
  • VAT/GST number (for EU, UK, Australia, Canada, India, and other applicable regions)

Client Information

  • Client's full name or company name
  • Complete billing address
  • Contact person (for corporate clients)
  • Client's tax ID or business number (for B2B transactions in many jurisdictions)

Legal & Financial Details

  • Unique invoice number (sequential numbering is standard)
  • Invoice date (date you're sending the invoice)
  • Due date or payment terms (Net 30, Net 15, Due on Receipt)
  • Payment method accepted (bank transfer, PayPal, credit card, etc.)
  • Currency (especially important for international work)
  • Total amount due (including breakdown of subtotal, tax, and final amount)

Tax Considerations

In the United States, most states require sales tax on graphic design services, though rates and rules vary. In the EU, the standard VAT rate applies to design services (typically 19-25% depending on country). Canadian designers must charge GST/HST in most provinces. Australian designers charge 10% GST. Indian designers charge 18% GST on design services.

Industry Best Practices

Service Description Terminology

Graphic designers should use clear, client-friendly language while maintaining professional terminology:

  • Instead of: "Vector file preparation" Use: "Logo design with vector files (AI, EPS, SVG formats)"

  • Instead of: "Iterative design cycles" Use: "Design development including 3 revision rounds"

  • Instead of: "Print-ready file export" Use: "Print-ready artwork (CMYK, 300 DPI, PDF with bleeds)"

Typical Service Descriptions for Line Items

  • Logo design (with X concepts and Y revision rounds)
  • Brand identity package (logo, color palette, typography system)
  • Social media graphics template set (specify number and platforms)
  • Business card design (with print-ready files)
  • Marketing materials (brochure, flyer, posterโ€”specify dimensions)
  • Web graphics and UI elements
  • Illustration (style, dimensions, usage rights)
  • Packaging design (specify complexity and deliverable formats)

Common Add-Ons and Expenses

Itemizing add-ons separately protects you from scope creep and ensures transparent billing:

  • Additional revision rounds beyond initial agreement ($X per round)
  • Rush delivery fee (percentage of project total or flat fee)
  • Stock photography or font licensing (pass-through cost + markup)
  • Print production coordination
  • Source file delivery (if not included in base package)
  • Extended usage rights or file ownership transfer
  • Design system documentation

Graphic Design Invoice Templates & Examples

Different types of graphic design projects require different invoicing approaches. Here are templates optimized for common scenarios:

Basic Hourly Design Invoice Template

When to Use: Smaller projects, retainer work, or when scope isn't fully defined upfront.

Template Structure:

Description                                      Hours    Rate      Amount
โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€
Logo concept development                           8     $85/hr     $680
Client revisions and refinements                   4     $85/hr     $340
File preparation and formatting                    2     $85/hr     $170
                                                              โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€
                                                     Subtotal:  $1,190.00

Pros: Transparent time tracking, flexible for evolving projects, protects you if scope expands.

Cons: Clients may worry about hours creeping up, doesn't reflect value-based pricing.

Best For: New client relationships, discovery work, maintenance and updates, retainer arrangements.

Project-Based Design Invoice Template

When to Use: Fixed-scope projects with clearly defined deliverables (most common for experienced designers).

Template Structure:

Description                                                        Amount
โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€
Restaurant Brand Identity Package                             $4,500.00

Deliverables:
  - Logo design (primary and secondary marks)
  - 3 initial concepts with 2 revision rounds
  - Color palette (5 brand colors with codes)
  - Typography system (2 font pairings)
  - Menu template design (appetizers, mains, desserts)
  - Business card design (front and back)
  - Digital assets: Social media profile images and cover photos

File Formats Delivered:
  - Vector files: AI, EPS, SVG
  - Raster files: PNG (transparent and white background), JPG
  - Print-ready PDFs with bleed and crop marks

Usage Rights: Unlimited use for client's business purposes
Source Files: Included

Additional Services:
  - Print vendor coordination                                   $300.00
  - Brand style guide (8-page document)                         $750.00
                                                           โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€โ”€
                                                 Subtotal:  $5,550.00

Pros: Clear expectations, reflects project value, no time-tracking overhead.

Cons: Risk if scope creeps beyond agreement, requires detailed project scoping upfront.

Best For: Standard design packages, experienced designers with clear processes, fixed-budget clients.

Milestone-Based Design Invoice Template

When to Use: Large, complex projects that unfold over weeks or months (brand redesigns, large campaigns).

Best For: High-value projects ($5,000+), long-term projects (4+ weeks), new or risk-averse clients, complex brand development.


Payment Terms That Work for Designers

Setting the right payment terms protects your cash flow and sets professional expectations.

Standard Payment Terms in Graphic Design

Net 30 (Payment Due in 30 Days)

The most common payment terms in the design industry, according to AIGA's 2024 Designer-Client Survey. Net 30 gives clients time to process invoices through their accounting systems while maintaining professional standards.

When to use Net 30:

  • Established clients with payment history
  • Corporate clients with formal accounting departments
  • Projects over $2,000 where cash flow can absorb 30-day wait
  • B2B relationships with purchase order systems

Net 15 (Payment Due in 15 Days)

Increasingly popular among designers who want faster payment without seeming aggressive. Studies show Net 15 results in 23% faster average payment than Net 30, with minimal pushback from clients.

When to use Net 15:

  • New clients (reduces risk)
  • Smaller projects under $2,000
  • Freelancers who need faster cash flow
  • When you've had payment delays with a client previously

Industry Reality Check:

Despite stated payment terms, actual average payment time for graphic designers is 38 days according to QuickBooks' 2024 Small Business Payment Report. Build this delay into your cash flow planning. The designers who get paid fastest use: clear payment terms on invoices, automated payment reminders, easy payment methods (credit card links, not just bank transfers), and consistent follow-up systems.

Deposits & Milestone Payments

The 50/30/20 Rule for Large Projects

For projects over $5,000, many experienced designers use milestone payments:

  • 50% deposit upfront: Covers your time investment and demonstrates client commitment. Non-refundable after you begin work.
  • 30% at design approval: Before you begin production files or extended work. Ensures client is engaged and approves direction.
  • 20% upon final delivery: Final payment when you hand over all files. Smallest payment reduces risk of non-payment impacting you significantly.

The Small Project Deposit Rule

For projects under $2,000, a 50% deposit upfront and 50% on delivery is standard. This protects you from clients who disappear mid-project while keeping the structure simple.

Late Payment Policies

Late Fees That Actually Get Applied

Many designers include late fees but never enforce them, training clients to ignore deadlines. Here's how to structure enforceable late fee policies:

The 1.5% Monthly Method:

"Invoices not paid within the stated payment terms will accrue a late fee of 1.5% per month (18% annually) on the outstanding balance."

This is the maximum allowed in many states without being considered usurious, and it's high enough to encourage prompt payment without seeming punitive.

The Payment Reminder Schedule That Works

Most designers who get paid consistently use this timeline:

  1. Invoice sent: Due date clearly stated
  2. 3 days before due date: Friendly reminder email
  3. On due date: If unpaid, automated reminder via invoicing software
  4. 7 days past due: Personal follow-up email or call
  5. 14 days past due: Formal notice with late fee warning
  6. 30 days past due: Late fee applied, consideration of collections or small claims court

QuickBillMaker automates steps 1-4 for Pro users, with customizable reminder schedules that take the awkwardness out of following up.

International Payment Considerations

Currency Handling Strategies

When working with international clients, you have three options:

Option 1: Bill in Your Currency Simplest approachโ€”you quote and invoice in USD (or your local currency), and the client handles conversion.

Pros: No currency risk for you, simpler accounting, client absorbs any exchange rate fluctuations.

Best for: Occasional international projects, when you have negotiating leverage.

Option 2: Bill in Client's Currency You quote in EUR, GBP, JPY, or whatever currency your client uses.

Pros: More professional, client sees exact cost in familiar terms, competitive advantage in international markets.

Best for: Regular international clients, competitive bids, when you want to appear globally sophisticated.

Cross-Border Payment Methods

Bank Wire Transfer:

  • Pros: Direct, secure, works anywhere
  • Cons: High fees ($15-45 per transfer), slow (3-5 business days)
  • Best for: Large projects over $5,000 where fees are proportionally small

PayPal:

  • Pros: Instant, widely accepted, buyer/seller protection
  • Cons: 3.5-5% fees for international transactions, currency conversion fees
  • Best for: Clients under $3,000, clients in countries with good PayPal access

Wise (formerly TransferWise):

  • Pros: Low fees (0.5-1%), real exchange rates, fast (1-2 days)
  • Cons: Not as universally known
  • Best for: Regular international work, cost-conscious clients, European and Asian markets

Stripe:

  • Pros: Professional, credit card acceptance, automatic invoicing, lower international fees
  • Cons: Requires Pro QuickBillMaker plan
  • Best for: Professional designers with repeat international clients

How to Price Your Graphic Design Services

Pricing is the most challenging aspect of freelance design. Price too low and you undervalue your work while attracting problem clients. Price too high and you may lose opportunities.

Hourly vs Project-Based Pricing

Hourly Pricing

How it works: Track every hour spent on a project and bill at your set hourly rate (e.g., $75/hour).

Pros:

  • Fair compensation for time invested
  • Protected if scope expands beyond estimate
  • Easy to calculate and explain
  • Flexible for undefined or evolving projects

Cons:

  • Caps your income to hours available (no scalability)
  • Doesn't reward efficiency (faster work = less pay)
  • Clients may micromanage or question hours
  • Doesn't reflect strategic value or business impact

Setting Your Hourly Rate:

Basic formula: (Annual income goal + Business expenses) / Billable hours per year

Example:

  • Income goal: $75,000
  • Business expenses: $15,000
  • Total needed: $90,000
  • Billable hours: 1,200 per year (about 25 hours/week)
  • Minimum rate: $90,000 / 1,200 = $75/hour

Industry Benchmarks (US Market, 2025):

  • Junior designer (0-2 years): $45-65/hour
  • Mid-level designer (3-5 years): $65-95/hour
  • Senior designer (6-10 years): $95-150/hour
  • Expert/Specialist (10+ years): $150-300/hour

Project-Based Pricing

How it works: Quote a fixed price for defined deliverables regardless of time spent (e.g., "Logo design package: $2,500").

Pros:

  • Reflects value, not just time
  • Rewards efficiency and experience
  • Easier for clients to budget
  • Scales your income beyond time constraints
  • Positions you as expert, not labor

When to use project-based pricing:

  • Clearly defined deliverables
  • Standard design packages you've done many times
  • When you have enough experience to estimate accurately
  • Clients with fixed budgets
  • Most professional design work

Value-Based Pricing Strategies

The Mindset Shift

Value-based pricing means charging based on the business impact of your work, not the time it takes you. A logo that takes you 12 hours but generates millions in brand value for a major company should cost far more than a logo that takes 20 hours for a small local business.

The "Three-Tier" Pricing Strategy

Offer clients three package options to leverage price psychology:

Basic Package - Entry point, essential deliverables only Standard Package - Most comprehensive option, where you want most clients Premium Package - Highest value with strategic extras

Example: Logo Design Packages

Basic - $1,800

  • 2 initial logo concepts
  • 1 round of revisions
  • Final files: PNG, JPG
  • Standard delivery: 14 days

Standard - $3,200 โ† Most chosen

  • 3 initial logo concepts
  • 2 rounds of revisions
  • Logo usage guidelines (1-page)
  • Final files: AI, EPS, PNG, SVG, JPG
  • Priority delivery: 10 days

Premium - $5,500

  • 4 initial logo concepts with rationale
  • Unlimited revisions for 30 days
  • Complete brand identity: logo, color palette, typography, patterns
  • Comprehensive brand guidelines (8-page document)
  • Final files: All formats plus Canva template
  • Rush delivery: 7 days
  • 1 hour of brand implementation support

Most clients choose the middle option (anchoring effect), and premium option makes standard seem reasonably priced.


QuickBillMaker Features for Graphic Designers

QuickBillMaker was built with creative professionals in mind. Here's how it addresses the specific needs of graphic designers:

AI-Powered Invoice Creation

Create Invoices by Describing Your Work

Instead of filling out forms, simply describe your project in natural language:

"Invoice Acme Startup for brand identity package including logo design with 3 concepts and 2 revision rounds, color palette, typography system, and social media templates. Total $4,500. Net 30 payment terms."

QuickBillMaker's AI understands design terminology and automatically structures this into a professional invoice with proper line items.

Time Savings

Average time to create an invoice:

  • Manual template: 15-25 minutes
  • Traditional invoicing software: 8-12 minutes
  • QuickBillMaker AI: 45-90 seconds

For a designer sending 20 invoices per month, QuickBillMaker saves approximately 4-6 hours monthlyโ€”almost a full working day that could be spent on billable design work.

Multi-Language Support for Global Clients

26 Languages for Professional Invoicing

Graphic designers often work with international clients. QuickBillMaker lets you invoice in your client's language with a single click:

  • European languages: English, Spanish, French, German, Italian, Portuguese, Dutch, Polish, Russian, Ukrainian
  • Asian languages: Japanese, Korean, Chinese (Simplified), Hindi, Bengali
  • Middle Eastern: Arabic (with full RTL support), Hebrew, Turkish
  • Other: Indonesian, Thai, Vietnamese, Romanian, Swedish, Norwegian

Per-Client Language Preferences

Set each client's preferred language once, and QuickBillMaker automatically generates invoices in that language. A designer in Austin can invoice a startup in Tokyo in Japanese, a brand agency in Berlin in German, and a local Texas restaurant in Englishโ€”all from the same dashboard.

Beautiful, Customizable Templates

Templates That Match Your Design Standards

Six professionally designed invoice templates included, each customizable:

  1. Modern Minimal: Clean lines, generous whitespace, perfect for contemporary brands
  2. Classic Professional: Traditional layout with subtle elegance, great for corporate clients
  3. Creative Bold: Expressive typography and color blocks, shows creative personality
  4. Elegant Serif: Sophisticated and refined, ideal for luxury brands
  5. Tech Startup: Modern sans-serif with accent colors, perfect for tech clients
  6. Freelancer Friendly: Approachable and warm, great for small business clients

Full Customization Control

  • Colors: Match your brand colors exactly (hex code input)
  • Typography: Choose from 20 professional font pairings
  • Logo placement: Add your logo, control size and position
  • Layout: Adjust spacing, alignment, section order
  • Borders & accents: Control line weights, dividers, decorative elements

Expense Tracking & Billable Costs

Track Project Expenses as You Go

Graphic designers often incur client-specific expenses:

  • Stock photography licenses
  • Custom font purchases
  • Stock video or music
  • Print proofs or samples
  • Freelancer or contractor costs

QuickBillMaker's expense tracking lets you log these costs when they happen, tag them to clients, and automatically include them on invoices.

Markup & Pass-Through Billing

Set your markup policy:

  • Pass-through (0% markup): Charge clients exact cost
  • Standard markup (10-20%): Industry norm, covers administrative overhead
  • Premium markup (30-50%): For expenses where you added significant value

Example:

  • Stock photo license cost: $150
  • Your markup: 20%
  • Billed to client: $180

QuickBillMaker calculates this automatically and shows the breakdown clearly on invoices.

Payment Integration & Reminders (Pro Feature)

Stripe Payment Links

Pro users can add Stripe payment links directly to invoices. Clients click "Pay Now" and complete payment with credit card or ACHโ€”no account creation required.

Benefits:

  • Get paid 60% faster on average (Stripe data, 2024)
  • Reduce payment friction - Clients pay in seconds, not days
  • Professional experience - Clients trust Stripe's secure payment
  • Automatic payment recording - Invoice automatically marked paid

Automated Payment Reminders

Set up automatic reminder sequences:

Standard Reminder Schedule:

  • 3 days before due date: Friendly reminder
  • On due date: "Invoice due today" reminder
  • 7 days past due: "This invoice is overdue" notice
  • 14 days past due: Final notice before late fees apply

Feature Comparison: Free vs Pro

FeatureFree (Forever)Pro ($11.60-29/mo with PPP)
Invoices per month5 invoicesUnlimited invoices
AI invoice creationโœ“โœ“
26 languagesโœ“โœ“
150+ currenciesโœ“โœ“
6 professional templatesโœ“โœ“
Full customizationโœ“โœ“
Client managementUnlimited clientsUnlimited clients
Expense trackingโœ“โœ“
PDF exportโœ“โœ“
Stripe payment linksโœ—โœ“
Automated remindersโœ—โœ“
Recurring invoicesโœ—โœ“
Team collaborationโœ—โœ“
Priority supportโœ—โœ“

PPP Pricing Advantage:

QuickBillMaker uses Purchasing Power Parity pricing, adjusting cost to your local economy:

  • Tier 1 (US, UK, Canada, Australia): $29/month
  • Tier 2 (Spain, Italy, Poland): $20.30/month (30% off)
  • Tier 3 (Mexico, Brazil, Turkey): $14.50/month (50% off)
  • Tier 4 (India, Pakistan, Bangladesh): $11.60/month (60% off)

A designer in Mumbai or Mexico City gets the exact same Pro features as a designer in New York, but at a price that's fair for their local market.


Common Invoicing Mistakes Designers Make

Learn from others' mistakes to protect your business and get paid reliably:

Mistake 1: Not Sending Invoices Immediately

The Problem: Many designers finish a project, deliver files, and then wait days (or weeks) to send the invoice.

Why It's Problematic:

  • Payment timelines start from invoice date, not delivery date
  • Clients assume delayed invoice means project isn't complete
  • Your cash flow suffers unnecessarily
  • The longer the delay, the less urgent payment feels to client

How to Avoid It: Create a project completion checklist that includes "Send invoice within 24 hours." Use QuickBillMaker's AI to generate an invoice in 60 seconds right after you deliver final files.

Mistake 2: Vague Service Descriptions

The Problem: Invoices that say "Design services - $2,500" with no details about what work was completed.

Why It's Problematic:

  • Clients forget what they're paying for
  • Makes it easy to dispute or delay payment
  • Doesn't document scope
  • Looks unprofessional

How to Avoid It: Be specific about deliverables, services, and revisions included.

Bad:

Graphic design work          $3,500

Good:

Brand Identity Package                                         $3,500.00
  - Logo design (3 initial concepts, 2 revision rounds)
  - Color palette (5 brand colors with hex codes)
  - Typography system (primary and secondary fonts)
  - Logo usage guidelines
  - Files delivered: AI, EPS, PNG, SVG, JPG

Mistake 3: Not Requiring Deposits on Large Projects

The Problem: Starting work on a $5,000+ project with no deposit, trusting you'll be paid on completion.

How to Avoid It: Require deposits as standard practice:

  • Projects under $1,000: 50% deposit optional
  • Projects $1,000-5,000: 50% deposit strongly recommended
  • Projects over $5,000: 50% deposit required, or milestone payments

Mistake 4: Ignoring Late Payments

The Problem: Invoice is 15 days past due, but you don't follow up because you don't want to be "pushy."

How to Avoid It: Create a systematic follow-up process that removes emotion from collections. QuickBillMaker Pro automates reminders, removing the awkwardness.

Mistake 5: Not Including Usage Rights or Deliverable Details

The Problem: Invoice says "logo design" but doesn't specify file formats, concepts, revision rounds, or usage rights.

How to Avoid It: Your invoice should document file formats, concepts & revisions, usage rights, and source files.


Step-by-Step: Creating Your First Invoice

Ready to create a professional graphic design invoice? Here's exactly how to do it in QuickBillMaker:

Step 1: Create Your Free Account

Visit quickbillmaker.com and click "Start Free." No credit card required.

Enter your information:

  • Your name or business name
  • Email address
  • Password
  • Country (for automatic currency and tax settings)

Time required: 2 minutes

Step 2: Set Up Your Business Profile

Click Settings > Business Profile to add your professional details:

Required Information:

  • Business name
  • Address
  • Email
  • Phone number

Optional But Recommended:

  • Website URL
  • Logo upload
  • Tax ID or VAT number
  • Business registration number

Time required: 3-5 minutes

Step 3: Customize Your Invoice Template

Click Templates to browse the six included designs. Select the one that matches your brand aesthetic.

Click "Customize" to personalize:

Colors: Primary color, secondary color, text color

Typography: Choose from 20 professional font pairings

Layout Options: Logo placement, accent style, section spacing

Time required: 5-8 minutes

Step 4: Add Your First Client

Click Clients > Add Client to create a client profile:

Required Fields:

  • Client name
  • Email address

Recommended Fields:

  • Full address
  • Phone number
  • Preferred language
  • Payment terms (Net 30, Net 15, etc.)

Time required: 2-3 minutes per client

Step 5: Create Your Invoice

Click Invoices > Create Invoice. You have two options:

Option A: Use AI-Powered Creation (Recommended)

Click "Describe your work" and type naturally:

"Invoice Sarah's Coffee Shop for logo design including 3 concepts and 2 revision rounds, plus business card design. Total $2,800. Net 30 payment terms."

QuickBillMaker's AI automatically structures this into proper line items, sets the total, adds Net 30 terms, and calculates taxes.

Time required: 60-90 seconds

Option B: Manual Entry (Traditional Form)

Select client, add invoice details, add line items for each service, review tax calculation, and check totals.

Time required: 4-6 minutes

Step 6: Review and Customize

Before sending, review your invoice for accuracy, add custom notes if needed, and preview the PDF.

Time required: 1-2 minutes

Step 7: Send Your Invoice

Option 1: Send via Email (Recommended) Click "Send Invoice" to email directly to your client with professional email template.

Option 2: Download PDF Click "Download PDF" to save the invoice and attach to your own email.

Time required: 30 seconds

Step 8: Track Payment Status

Your invoice dashboard shows all sent invoices with status (Sent, Viewed, Paid, Overdue). When client pays, mark as paid or use Stripe for automatic payment recording.


Get Started with QuickBillMaker

You've learned everything you need to know about professional graphic design invoicingโ€”from essential invoice elements to payment terms that work, pricing strategies, and avoiding common mistakes.

Now it's time to put this knowledge into action.

Why QuickBillMaker for Graphic Designers

AI-Powered Speed: Create professional invoices in 60 seconds by describing your work naturally.

Global Design Work: Invoice clients in 26 languages and 150+ currencies.

Beautiful Templates: Your invoices should look as professionally designed as your portfolio.

Smart Expense Tracking: Never forget to bill clients for stock photos, fonts, or other project costs.

Get Paid Faster: Pro users get automated payment reminders and Stripe payment links, resulting in 40-60% faster payment on average.

Priced for Your Market: Unique PPP pricing means designers in India pay $11.60/month for the same Pro features designers in New York pay $29 for.

Pricing That Works for Designers

Free Forever

  • 5 professional invoices per month
  • AI-powered invoice creation
  • 26 languages and 150+ currencies
  • Beautiful customizable templates
  • Unlimited client management
  • Expense tracking
  • Perfect for new designers or side projects

Pro - From $11.60/month (PPP pricing)

  • Everything in Free, plus:
  • Unlimited invoices
  • Automated payment reminders
  • Stripe payment links
  • Recurring invoices
  • Team collaboration
  • Priority support

Country-based pricing:

  • ๐Ÿ‡ฎ๐Ÿ‡ณ India, Pakistan, Bangladesh: $11.60/month
  • ๐Ÿ‡ฒ๐Ÿ‡ฝ Mexico, Brazil, Turkey: $14.50/month
  • ๐Ÿ‡ช๐Ÿ‡ธ Spain, Italy, Poland: $20.30/month
  • ๐Ÿ‡บ๐Ÿ‡ธ US, UK, Canada, Australia: $29/month

Join 10,000+ Designers Worldwide

Graphic designers in 85 countries use QuickBillMaker to get paid faster and spend less time on administrative work.

"QuickBillMaker cut my invoicing time from 20 minutes to under 2 minutes. As a freelance designer, that time adds up to almost a full workday every month that I can now spend designing." โ€” Sarah Chen, Brand Designer, Austin

"The multi-language support is a game-changer. I work with clients in Japan, Germany, and the US. Being able to invoice each in their language makes me look so much more professional." โ€” Marcus Rodriguez, Logo Designer, Mexico City

"The PPP pricing makes Pro tier actually affordable for designers in India. Same features as expensive US software at a price that makes sense for my market." โ€” Priya Sharma, Freelance Designer, Mumbai

Start Creating Professional Design Invoices

Free forever for 5 invoices per month. Upgrade to Pro from $11.60/month with PPP pricing. No credit card required to start.

Create Your First Invoice

Frequently Asked Questions

?How do I invoice as a graphic designer?

To invoice as a graphic designer, create a document with your business info, client details, invoice number, detailed service descriptions, costs, taxes, and payment terms. Use invoicing software like QuickBillMaker to automate thisโ€”simply describe your work and AI generates a professional invoice in 60 seconds.

?What should I include on a graphic design invoice?

Include: your business name and address, client details, unique invoice number, dates, specific service descriptions (concepts, revisions, file formats), deliverables, usage rights, expenses, subtotal, taxes, total, payment terms, and payment methods. Be specific to prevent disputes and show professionalism.

?Can I invoice internationally as a graphic designer?

Yes, graphic designers can absolutely invoice international clients. Choose a currency (yours, theirs, or both), handle taxes correctly (many countries use reverse charge for B2B services), offer appropriate payment methods (wire, PayPal, Wise, Stripe), and invoice in client's language. QuickBillMaker supports 26 languages for professional international invoicing.

?What are standard payment terms for graphic designers?

Standard terms are Net 30 (most common, used by 62% of designers), Net 15 (increasingly popular for faster payment), or Due on Receipt (for small projects under $500). For projects over $2,000, most designers require 50% deposit upfront. Actual average payment time is 38 days regardless of stated terms.

?Do I need invoice software as a graphic designer?

Professional invoice software saves significant time and gets you paid faster. QuickBillMaker reduces invoicing from 15 minutes to 60 seconds, handles multi-currency and multi-language invoicing, automates payment reminders, and tracks expenses. Free tier includes 5 invoices/month; Pro starts at $11.60/mo with PPP pricing.

?How much does invoicing software cost for designers?

QuickBillMaker offers a generous free tier (5 invoices/month) and Pro with PPP pricing: India/Pakistan/Bangladesh $11.60/mo (60% off), Mexico/Brazil/Turkey $14.50/mo (50% off), Spain/Italy/Poland $20.30/mo (30% off), US/UK/Canada/Australia $29/mo. Same features across all tiersโ€”priced fairly for your local economy.

?What is the best invoice format for graphic design work?

The best format is project-based with detailed deliverable descriptions. Include: project title, specific deliverables (e.g., "Logo design, 3 concepts"), revision rounds, file formats provided, usage rights granted, and any additional services. Send as PDF (not Word) to maintain formatting and prevent alteration.

?How do I handle client revisions on invoices?

State how many revision rounds are included upfront (typically 2-3), then charge separately for additional revisions. Example: "Logo design includes 2 revision rounds. Additional revisions are $200 each." Track revisions carefully and invoice for extras before doing the work, not after. Most professional clients expect and accept this.

Ready to Get Paid Faster?

Join 10,000+ graphic designers worldwide using QuickBillMaker. Create your first professional invoice in 60 seconds.

Start Free Today