WHAT DATA GOES ON AN ILLUSTRATION INVOICE?
When creating an invoice as a freelance illustrator, it's essential to include all the necessary elements to ensure clarity and professionalism. This article contains the key elements that should appear on your invoice.
Your Contact Information
Include your full name or the name of your illustration business, along with your address, phone number, email address, and any other relevant contact information.
Client's Contact Information
Include the client's name or the name of their business, along with their address, phone number, and email address. This ensures that the invoice is properly addressed and easily identifiable by the client.
Invoice Number
Assign a unique invoice number to each invoice for easy reference and tracking. Sequentially numbering your invoices can help you keep organized and maintain a clear record of your transactions.
Invoice Date
Include the date when the invoice was issued. This helps both you and the client keep track of when the payment is due and serves as a reference point for future correspondence.
Payment Due Date
Clearly specify the due date for payment. This indicates to the client when the payment is expected and helps you manage your cash flow effectively.
Description of Services
Provide a detailed description of the illustration services rendered. Include information such as the project name, the type of illustration work performed, the number of illustrations created, and any additional details relevant to the project.
Quantity and Rate
Specify the quantity of illustrations produced (if applicable) and the agreed-upon rate or price per illustration. Multiply the quantity by the rate to calculate the total amount owed for each type of illustration.
Subtotal
Calculate the subtotal by summing up the total amount owed for all illustrations before applying any discounts or taxes.
Discounts and Taxes
If you've agreed to provide a discount, clearly state the amount deducted from the subtotal. If applicable, include any applicable taxes (such as sales tax or VAT) based on your location and the client's location. Clearly indicate the tax rate and calculate the total tax amount owed. Consult your accountant as needed.
Total Amount Due
Calculate the total amount due by adding the subtotal, any applicable taxes, and deducting any discounts or credits. This is the total amount the client is required to pay.
Payment Terms and Instructions
Provide information on how payment should be made, including accepted payment methods (e.g., bank transfer, PayPal, credit card), your preferred currency, and any additional instructions for remitting payment. Include your payment details, such as your bank account information or PayPal email address, to facilitate the payment process for the client.
Terms and Conditions
Include any relevant terms and conditions, such as late payment fees, cancellation policies, or ownership rights, to ensure both parties are clear on the terms of the agreement. If there is a contract, this section can simply state “Per Contract.” If there is not a contract, this section will address those matters. Consult your lawyer as needed.
Conclusion
And remember, the most important part about creating an invoice is actually sending it! Be sure to submit your invoice to the client as soon as possible. Often times, within large organizations, a project’s budget might close upon completion, which makes a late invoice extra difficult to process.