What To Include in Your Invoice: A Checklist for Artists

While it may seem like an invoice is all about you as the artist, it isn’t.

Sure, you need to invoice a client to be paid. But, your buyer cares about an invoice just as much as you do.

For a collector, an invoice helps establish an artwork’s value, will help insure that work, and create a trail of that work’s history and provenance.

It’s about your art invoice but it's also about what comes with it—the details you include and any extra documentation. To help your collector establish an artwork’s provenance, provide a certificate of authenticity with your sale.

Outside of ensuring good record keeping, a professional invoice instills confidence in your buyers. When a buying process is seamless and straightforward, your client will buy from you again and recommend you to their friends.

The invoices and reports that you share with clients and galleries represent you as an artist. To put your best foot forward, make sure that invoice and reports are professional.

So, what do you need in an invoice to make you and your client happy?

Art invoice must-haves:

Dates: Include the date of the invoice and the date the invoice is due.
Contact information: Include your name or business name and contact information, including address, email, and phone number in the "from" section". Include the buyer’s name and relevant contact information in the "to" section.
An Invoice Number: You must legally include the word "invoice" along with a unique invoice number for your own records.
Artwork Details: Include the title, a thumbnail of the work, creation date, medium, dimensions, and any other important information about the work.
Price of individual works and totals. Include the retail price or prices of your work as well as any discounts or commissions taken.
Shipping costs.
The tax to be paid on the purchase.
The method of payment. Make it as easy as possible for buyers to pay you. You can now include PayPal or direct payment options through Artwork Archive so that buyers can pay you in just a click. Or, include your banking information in the notes for a direct transfer.
The terms of the payment. If the invoice is to be paid in full or in installments.
Brand identifiers: Include your logo or a branded header to provide a professional experience for your buyer.
Follow up: Send your invoice with a personal thank you and instructions on what will come next.

Make an invoice your own

You’re an artist, so everything that comes with your artwork should also show your personal brand and style.

Add personal details like your logo or a personally designed header on your invoice.

When you go to create an invoice in Artwork Archive you are able to add your logo or header onto the invoice. A rtwork Archive is an art career management platform that allows you to create professional reports and invoice your clients for your sold works.

Give your buyer invoice delivery options

Not only does Artwork Archive make invoicing easy and gives you the ability to personalize an invoice, but you also have options for how to share your invoice.

After you create an invoice, you have the option to email a web invoice, create a PDF of an invoice, or send a live link to an invoice. All of your created invoices are saved in one place in your account so you can keep tabs on which invoices have been paid and your clients buying history.

Make paying easy

The Invoicing feature allows a buyer to pay directly through an invoice. Within Artwork Archive invoices, a buyer can click and pay through their Paypal account or by credit card.

A digital payment option integrated into an invoice is a win-win. Your buyer will be able to pay with a click of a button, and you will be compensated quickly for your art. Clients remember positive experiences like the ease of completing a transaction in moments.

Use invoicing to up your client-communication

Remember to follow-up with clients and let your buyer know when they will be receiving an invoice.

If you are creating commissioned artwork, you should have agreed upon invoicing and pay-by dates in your contract.

When you are invoicing for a one-off purchase it is still important to let your clients know when you will be invoicing them. This is as easy as sending an update to a buyer when they agree to purchase your work.

You can say something like, “I’m so happy you fell in love with “Artwork ABC,” I am preparing it for shipping now. I will send you another message with a Certificate of Authenticity and your invoice this Wednesday. Once your invoice is paid, I will send you a shipping notification."

When invoicing and otherwise, it’s important to be in contact with your clients. Even if it's as simple as a templated reach-out, your collectors want to hear from you.