Selling art means your invoice is describing a physical piece, an original painting, a commission, a limited edition print, and a collector wants that piece identified precisely alongside the price. A good artist invoice records each work by title, medium, and size, handles the deposit on a commission, and adds shipping and sales tax where they apply. Here is what to put on an artist invoice, a sample you can copy, and the payment terms that get artists paid faster.
What to include on an artist invoice
An artist invoice needs the standard fields plus several that fit selling artwork.
Your details and the buyer's:: your name or studio, the collector or gallery, and contact info.
A unique invoice number:: for both your records.
Invoice date and due date:: an exact due date, not just "net 30."
The work, described:: each piece by title, medium, dimensions, and year.
Edition detail, for prints:: the edition number, such as 12 of 50, for limited editions.
Commission terms:: the deposit paid and the balance due, for commissioned work.
Framing, packing, and shipping:: listed separately, with insured shipping noted.
Sales tax:: on its own line, since artwork as a physical good is often taxable where services are not.
Certificate of authenticity:: a note that one is included, for original work.
Subtotal and total:: the amounts and the balance due, with any deposit credited.
Payment terms and methods:: how and when to pay, plus any late fee.
Describing each work by title, medium, and size is what makes an artist invoice a record as well as a bill, since it identifies the exact piece a collector is buying and doubles as provenance.
Sample artist invoice line items
Here is what realistic artist line items look like, for a sale mixing an original, a commission balance, and a print.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Original painting, "Coastal Dawn" (oil, 24x36in, 2026) | 1 | $2,400 | $2,400 |
| Commissioned portrait, balance after deposit | 1 | $800 | $800 |
| Limited edition print (12 of 50) | 1 | $150 | $150 |
| Framing, packing, and insured shipping | 1 | $220 | $220 |
Subtotal: $3,570 · Sales tax (where applicable): [amount] · Total due: [total]
Identifying each piece precisely, crediting the commission deposit, and listing framing and shipping separately shows the collector exactly what they are paying for and keeps an art sale clean for both records.
Build your artist invoice for free
You do not need to build this from scratch. Our free invoice generator lays out every field above, does the math, and downloads a professional PDF in minutes, with no signup. Add your works, prints, and shipping and send.
The free tool is ideal for a one-off sale. What it does not do is remember your collectors or track which invoices and commission deposits are paid, which matters across shows, commissions, and print sales. FileCurrent saves your client details so invoices auto-fill, and it tells you which deposits and balances are paid and which are not.
Payment terms for artists
Selling art gets paid most reliably when the terms fit each kind of sale.
For an original sold outright, payment is usually due before the piece ships or is collected, so state that clearly. For a commission, take a non-refundable deposit up front, commonly 30 to 50 percent, to cover materials and reserve your time, with the balance due on completion before delivery. For gallery or consignment sales, agree who invoices and the commission split in writing. Charge shipping and insured crating as their own lines, and check whether sales tax applies to artwork where you sell. The freelance artist contract template covers the agreement your invoice bills against, and the freelance payment terms guide covers structuring the terms.
Frequently asked questions
What should an artist invoice include?
Your details and the buyer's, a unique invoice number, the invoice and due dates, each work described by title, medium, dimensions, and year, edition detail for prints, commission deposit and balance, framing and shipping separately, sales tax where it applies, and your payment terms. Describing each work precisely makes the invoice a record and provenance, not just a bill.
How do artists invoice for selling artwork?
By listing each piece with its title, medium, size, and year, plus edition number for prints, at the agreed price, then adding framing, packing, and insured shipping on their own lines and sales tax where applicable. For commissions, the invoice credits the deposit and shows the balance. Payment is typically due before the work ships or is collected.
Do artists charge sales tax on artwork?
Often, yes. Unlike many freelance services, original artwork and prints are physical goods, which are taxable in many US states, so you may need to collect and remit sales tax on art sales. Rules vary by state and by whether you sell direct or through a gallery, so check your obligations and show any sales tax as its own line on the invoice.
Should I take a deposit for a commissioned piece?
Yes. A non-refundable deposit, commonly 30 to 50 percent up front, covers your materials and reserves your time for a piece made specifically for one client. Credit it on the final invoice, with the balance due on completion before delivery. A deposit protects you if a commission is cancelled midway, since a custom piece is hard to resell.
How do I make an artist invoice?
List your details and the buyer's, add an invoice number and dates, describe each work by title, medium, size, and year, add edition detail, commission balances, framing, and shipping, then apply sales tax where it applies and show the total and terms. A free invoice generator handles the layout and math, and a dedicated tool tracks commissions and print sales.
A clear artist invoice identifies every piece precisely and gets you paid on sales, commissions, and prints alike. FileCurrent saves your collectors, tracks deposits and balances, and chases late payments automatically, so you are focused on the work instead of the paperwork. $15/month or $129/year. 7-day free trial, no card required.