Artist commission invoice
Invoice template for artists taking commissions: artwork commission, artwork shipping and usage licence. Fill it in online or download Excel or Word.
Templates by industry
- Artwork commission
- Artwork shipping
- Usage licence
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Artwork commission" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Usage licence". Hand over approved versions and a file manifest, confirming usage scope and completed revisions.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A commissioned artwork can be sold twice: once as an object and again as permission to reproduce the image. This invoice separates the work itself, getting it safely to the client, and the licence. A collector who only wants the painting does not pay for reproduction rights, and a company that wants the image on packaging sees that right priced on its own. Owning the original and holding the right to copy it are usually separate things, which is why the licence line matters.
Fields to prepare
- Deliverables and line items
- Artwork commission, Artwork shipping, Usage licence: record the quantities actually supplied and the service period.
- Artwork commission
- Give title, size, medium and support, such as oil on linen at 60 x 80 cm, and the dates of sketch approval and final handover.
- Artwork shipping
- Bill crating, insured transport and customs paperwork at cost or at a stated rate, and say who carries the risk once the crate leaves your studio.
- Usage licence
- Describe the use, media, territory and term, for example packaging printed in Europe for three years, and whether the licence is exclusive.
- Quantity and output format
- Record pages, images, word counts or running time, final file formats and whether editable source files are included.
- Review and usage scope
- Specify the draft approver, revision rounds, intended media and duration, and who supplies third-party assets.
- Scope to agree
- State the size and medium of each piece, when it is delivered, and the scope and term of the licence granted.
Before sending
- Does “Artwork commission” show the quantity actually supplied, not the quantity first quoted?
- Is “Artwork shipping” charged at the rate the customer agreed to, with any change approved?
- Is “Usage licence” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Agree when a change of direction after draft approval becomes additional work.
- Check separately whether editable sources and final delivery files are included.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Artwork commission | 1 × $750.00 | $750.00 |
| Artwork shipping | 20 × $1,200.00 | $24,000.00 |
| Usage licence | 20 × $60.00 | $1,200.00 |
| Subtotal | $25,950.00 | |
| Sales tax (8%) | $2,076.00 | |
| Total | $28,026.00 | |
Net amount $25,950.00, sales tax $2,076.00, total payable $28,026.00.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Should I invoice a deposit when the commission is agreed?
A deposit invoice at the start is common for commissions, often sized to cover materials. When the piece is delivered, issue the final invoice for the full price and show the deposit already paid in the notes, so only the balance is due.
How do I bill a sale when the client also wants prints made?
Keep the original on the commission line and add to the licence line the number and size of prints allowed. If you produce the prints yourself, bill printing as another line so the right to reproduce and the cost of producing are not mixed.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $2,076.00 on a net amount of $25,950.00, for a total of $28,026.00. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Artist commission invoice: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.