How to Use an Art Invoice Template to Create Professional Invoices for Your Artwork

As an artist, creating beautiful artwork is only half the battle. The other half is getting paid for your work. One important step in the sales process is sending a professional invoice to your clients. An art invoice template can make this task quick and easy.

In this article, we’ll walk you through the steps of using an art invoice template to create professional invoices for your artwork. We’ll also provide some tips for customizing your invoices to make them more personalized and relevant to your business.

Now that you know the basics of using an art invoice template, you can start creating your own invoices. Simply download a template from a reputable source, fill in the required information, and send it to your clients. With a little practice, you’ll be able to create professional invoices that will help you get paid for your artwork quickly and easily.

How to Use Art Invoice Template

Follow these steps to create professional invoices for your artwork.

Choose a reputable template source.
Download and save the template.
Open the template in a compatible program.
Fill in the required information.
Customize the invoice to your liking.
Save the invoice as a new file.
Send the invoice to your client.
Keep a copy of the invoice for your records.
Follow up with your client to ensure payment.
Use an online payment processor to make it easy for your clients to pay you.

By following these steps, you can create professional invoices that will help you get paid for your artwork quickly and easily.

Choose a reputable template source.

When choosing an art invoice template, it’s important to select a reputable source. This will ensure that you’re getting a high-quality template that is accurate and professional.

Look for templates from professional organizations.
Organizations such as the American Society of Artists and the National Endowment for the Arts often provide free or low-cost art invoice templates that are designed specifically for artists.
Read reviews of template sources.
Before downloading a template, take some time to read reviews from other artists. This will give you a good idea of the quality of the templates and the customer service provided by the source.
Make sure the template is compatible with your software.
Most art invoice templates are available in a variety of formats, such as Microsoft Word, Excel, and Adobe Photoshop. Make sure you choose a template that is compatible with the software you use to create your invoices.
Check the template for errors.
Even the best templates can contain errors. Before you use a template, carefully review it for any errors, such as typos, incorrect calculations, or missing information.

By following these tips, you can choose a reputable art invoice template that will help you create professional invoices for your artwork.

Download and save the template.

Once you’ve chosen a reputable art invoice template, you need to download and save it to your computer.

Locate the download link for the template.
The download link is usually located on the website where you found the template. If you’re having trouble finding the download link, try searching for the template name or the name of the template source.
Click on the download link.
This will start the download process. Depending on the size of the template, the download may take a few seconds or minutes.
Save the template to your computer.
When the download is complete, you’ll need to save the template to your computer. Choose a location where you can easily find the template later.
Make a backup copy of the template.
It’s a good idea to make a backup copy of the template in case you accidentally delete or overwrite the original file. You can save the backup copy to a different location on your computer or to an external hard drive.

Now that you’ve downloaded and saved the template, you can start using it to create invoices for your artwork.

Open the template in a compatible program.

Once you’ve downloaded and saved the art invoice template, you need to open it in a compatible program. The type of program you need will depend on the format of the template.

For templates in Microsoft Word format:

Open Microsoft Word on your computer.
Click on the “File” menu and select “Open.”
Locate the template file on your computer and click on it to select it.
Click on the “Open” button.

For templates in Microsoft Excel format:

Open Microsoft Excel on your computer.
Click on the “File” menu and select “Open.”
Locate the template file on your computer and click on it to select it.
Click on the “Open” button.

For templates in Adobe Photoshop format:

Open Adobe Photoshop on your computer.
Click on the “File” menu and select “Open.”
Locate the template file on your computer and click on it to select it.
Click on the “Open” button.

Once you’ve opened the template in a compatible program, you can start filling in the required information.

Tip: If you’re not sure which program to use to open the template, you can right-click on the template file and select “Properties.” The “Properties” dialog box will show you the file type of the template.

Fill in the required information.

The required information that you need to fill in on an art invoice template typically includes:

Your business name and contact information. This includes your name, address, phone number, and email address.
Your client’s name and contact information. This includes your client’s name, address, phone number, and email address.
The date of the invoice.
An invoice number. This is a unique number that you assign to each invoice.
A description of the artwork sold. This should include the title of the artwork, the medium, the size, and the year it was created.
The price of the artwork.
The total amount due.
Any applicable taxes.
The payment terms. This includes the due date for payment and any accepted payment methods.

In addition to the required information, you may also want to include some optional information on your invoice, such as:

A thank you note to your client.
A note about your return policy.
A link to your website or social media pages.

Once you’ve filled in all of the required and optional information, you can save the invoice and send it to your client.

Tip: Be sure to proofread your invoice carefully before you send it to your client. Make sure that all of the information is accurate and that there are no errors.

Customize the invoice to your liking.

Once you’ve filled in all of the required information, you can customize the invoice to your liking. This could include changing the font, the colors, or the layout of the invoice. You can also add your own logo or branding.

Here are some tips for customizing your art invoice template:

Choose a font that is easy to read. Avoid using fancy or decorative fonts that can be difficult to read.
Use colors that are consistent with your brand. If you have a logo, use the colors from your logo in your invoice design.
Keep the layout of the invoice simple and easy to understand. Make sure that all of the important information is easy to find.
Add your own logo or branding. This will help to make your invoices more professional and memorable.

You can use a variety of software programs to customize your art invoice template. Some popular options include Microsoft Word, Microsoft Excel, and Adobe Photoshop. You can also find a number of online invoice generators that allow you to create customized invoices without having to download any software.

Tip: If you’re not sure how to customize your invoice template, you can always hire a professional designer to help you. A professional designer can create a custom invoice template that is tailored to your specific needs.

Save the invoice as a new file.

Once you’ve customized your invoice template and filled in all of the required information, you need to save the invoice as a new file.

Here are the steps on how to save the invoice as a new file in Microsoft Word:

Click on the “File” menu.
Select “Save As.”
Choose a location on your computer to save the file.
Enter a file name for the invoice.
Click on the “Save” button.

Here are the steps on how to save the invoice as a new file in Microsoft Excel:

Click on the “File” tab.
Select “Save As.”
Choose a location on your computer to save the file.
Enter a file name for the invoice.
Click on the “Save” button.

Here are the steps on how to save the invoice as a new file in Adobe Photoshop:

Click on the “File” menu.
Select “Save As.”
Choose a location on your computer to save the file.
Enter a file name for the invoice.
Select a file format from the “Format” drop-down menu.
Click on the “Save” button.

Tip: It’s a good idea to save the invoice in a format that is compatible with your accounting software. This will make it easier to import the invoice data into your accounting system.

Send the invoice to your client.

Once you’ve saved the invoice as a new file, you can send it to your client. There are a few different ways to send an invoice to a client:

Email: You can email the invoice to your client as a PDF or Word document. This is the most common way to send invoices.
Postal mail: You can print out the invoice and mail it to your client. This is a good option if your client does not have an email address.
Online payment processor: If you use an online payment processor, you can send your client a link to the invoice. The client can then pay the invoice online.

When you send the invoice to your client, be sure to include a note thanking them for their business. You should also include a reminder of the payment terms. For example, you could say something like “Payment is due within 30 days.”

Tip: It’s a good idea to keep a copy of the invoice for your records. You may also want to send a follow-up email to your client a few days after you send the invoice to make sure that they received it.

Keep a copy of the invoice for your records.

It’s important to keep a copy of every invoice you send to your clients. This will help you keep track of your sales and income, and it will also protect you in case of a dispute.

Tax purposes: You may need to keep copies of your invoices for tax purposes. The IRS requires businesses to keep records of all income and expenses for at least three years.
Legal purposes: If you ever have a dispute with a client over payment, you will need to be able to provide a copy of the invoice to prove that you sent the client an invoice and that the client owes you money.
Business records: Keeping copies of your invoices will help you keep track of your sales and income. This information can be helpful when you are making business decisions, such as pricing your artwork or deciding how to market your work.
Customer service: If a client has a question about their invoice, you will be able to quickly and easily provide them with a copy.

There are a few different ways to keep copies of your invoices. You can save them on your computer, store them in a filing cabinet, or use a cloud-based storage service. Whichever method you choose, make sure that you have a system in place for keeping your invoices organized and easy to find.

Follow up with your client to ensure payment.

Once you’ve sent the invoice to your client, it’s important to follow up with them to ensure that they received it and that they are planning to pay it. This is especially important if the invoice is for a large amount of money.

Send a reminder email: A few days after you send the invoice, you can send your client a reminder email. The reminder email should be polite and professional, and it should simply remind the client that the invoice is due. You can also include a link to the invoice in the email.
Call the client: If you don’t receive payment within a week or two, you can call the client to follow up. When you call the client, be polite and professional, and explain that you are calling to follow up on the invoice. You can also ask the client if they have any questions about the invoice.
Send a certified letter: If you still haven’t received payment after several attempts to contact the client, you can send them a certified letter. A certified letter is a legal document that proves that you sent the client a letter on a specific date. The certified letter should include a copy of the invoice and a demand for payment.
Take legal action: If the client still refuses to pay the invoice, you may need to take legal action. This could involve filing a lawsuit against the client or sending the debt to a collection agency.

Following up with your clients to ensure payment is an important part of running a successful art business. By following the tips above, you can increase your chances of getting paid on time and in full.

Use an online payment processor to make it easy for your clients to pay you.

An online payment processor is a service that allows you to accept payments from your clients online. This can be a great way to make it easier for your clients to pay you, and it can also help you to get paid faster.

There are many different online payment processors to choose from, such as PayPal, Stripe, and Square. When choosing an online payment processor, you should consider the following factors:

Fees: Online payment processors typically charge a fee for each transaction. The fees can vary depending on the payment processor and the type of transaction.
Ease of use: You should choose an online payment processor that is easy for your clients to use. The checkout process should be simple and straightforward.
Security: You should choose an online payment processor that is secure. The payment processor should use encryption and other security measures to protect your clients’ data.
Integration with your website: If you have a website, you should choose an online payment processor that can be easily integrated with your website. This will allow your clients to pay for their purchases directly on your website.

Once you’ve chosen an online payment processor, you’ll need to create an account and set up your payment preferences. Once you’ve done this, you can start accepting payments from your clients.

Tip: When you’re sending an invoice to your client, be sure to include a link to your online payment processor. This will make it easy for your client to pay the invoice online.

FAQ

Have a question about how to use an art invoice template? Check out our frequently asked questions below:

Question 1: What is an art invoice template?
Answer 1: An art invoice template is a pre-formatted document that you can use to create invoices for your artwork. Art invoice templates typically include all of the necessary information that you need to include on an invoice, such as your business name and contact information, your client’s name and contact information, a description of the artwork sold, the price of the artwork, and the total amount due.

Question 2: Where can I find an art invoice template?
Answer 2: You can find art invoice templates online, in books, and in software programs. Some popular sources for art invoice templates include the American Society of Artists, the National Endowment for the Arts, and Microsoft Word.

Question 3: How do I use an art invoice template?
Answer 3: Once you’ve found an art invoice template that you like, you can download it and save it to your computer. Then, you can open the template in a compatible program, such as Microsoft Word or Excel. Once you’ve opened the template, you can fill in the required information, such as your business name, your client’s name, and the description of the artwork sold. You can also customize the template to your liking, such as by changing the font or the colors.

Question 4: What information should I include on an art invoice?
Answer 4: The information that you should include on an art invoice includes your business name and contact information, your client’s name and contact information, a description of the artwork sold, the price of the artwork, the total amount due, and the payment terms. You may also want to include a thank you note to your client and a note about your return policy.

Question 5: How do I send an art invoice to my client?
Answer 5: You can send an art invoice to your client by email, postal mail, or online payment processor. If you send the invoice by email, be sure to include a PDF or Word document of the invoice. If you send the invoice by postal mail, be sure to include a self-addressed stamped envelope so that your client can easily return the payment.

Question 6: How do I keep track of my art invoices?
Answer 6: You should keep a copy of every invoice you send to your clients. You can save the invoices on your computer, store them in a filing cabinet, or use a cloud-based storage service. Whichever method you choose, make sure that you have a system in place for keeping your invoices organized and easy to find.

Closing Paragraph for FAQ: We hope this FAQ has answered your questions about how to use an art invoice template. If you have any other questions, please feel free to contact us.

Now that you know how to use an art invoice template, here are a few tips to help you create professional invoices for your artwork:

Tips

Here are a few tips to help you create professional invoices for your artwork:

Tip 1: Use a professional template.
Using a professional art invoice template will help you create invoices that look polished and professional. There are many free and low-cost art invoice templates available online.

Tip 2: Fill in all of the required information.
Be sure to fill in all of the required information on your invoice, such as your business name, your client’s name, the description of the artwork sold, the price of the artwork, and the total amount due. You may also want to include a thank you note to your client and a note about your return policy.

Tip 3: Customize the invoice to your liking.
You can customize your art invoice template to match your brand and your style. For example, you can change the font, the colors, and the layout of the invoice. You can also add your own logo or branding.

Tip 4: Send the invoice promptly.
Once you’ve created an invoice, send it to your client promptly. This will help you get paid faster.

Closing Paragraph for Tips: By following these tips, you can create professional invoices that will help you get paid for your artwork quickly and easily.

Now that you know how to use an art invoice template and you have some tips for creating professional invoices, you’re ready to start invoicing your clients for your artwork.

Conclusion

Summary of Main Points:

An art invoice template is a pre-formatted document that can help you create professional invoices for your artwork.
You can find art invoice templates online, in books, and in software programs.
To use an art invoice template, simply download it and save it to your computer. Then, open the template in a compatible program and fill in the required information.
You can customize the invoice template to your liking by changing the font, the colors, and the layout.
Once you’ve created an invoice, send it to your client promptly.
Keep a copy of every invoice you send to your clients for your records.

Closing Message:

By following the tips in this article, you can create professional invoices that will help you get paid for your artwork quickly and easily. So what are you waiting for? Start using an art invoice template today!