As an interior designer, your creativity deserves proper compensation. This guide will help you craft professional invoices that clearly communicate value and ensure timely payments for your design expertise and sourced goods.
Break down your invoice to clearly distinguish design fees (e.g., hourly consultation, flat-rate conceptual design, project management) from tangible product purchases and reimbursable expenses like freight or installation. For product, list the item, quantity, trade price, and your markup/procurement fee. This transparency minimizes client queries and justifies costs.
For design services, require an upfront deposit, typically 30-50% of the estimated design fee, before any significant work begins. For product procurement, demand 100% payment for custom or trade-only items before placing orders, or a 50% deposit for readily available stock items. Implement milestone payments for larger projects (e.g., upon concept approval, construction document completion) to manage cash flow.
Always specify your payment terms directly on the invoice and reinforce them in your client contract. For design fees and reimbursable expenses, common terms are Net-7 or Net-14. For product invoices, often 'Payment Due Upon Receipt' is appropriate before ordering. Clearly state any late payment penalties, such as a 1.5% monthly interest charge, to encourage prompt payment.
Be aware of your local sales tax (or VAT/GST) regulations regarding both design services and tangible goods. In many regions, sales tax applies to products you purchase and resell to clients. Clarify whether you are acting as an agent (client pays vendor directly) or a reseller (you purchase, mark up, and sell to client) as this impacts tax collection and liability. Consult with an accountant to ensure compliance.
Issue invoices immediately upon milestone completion or product selection, not just at month-end. Utilize digital invoicing platforms that allow clients to pay online directly via credit card or bank transfer. Follow up politely but firmly on overdue invoices within 24-48 hours, referencing the agreed-upon terms, to maintain cash flow and client relationships.
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Create my invoice free →It depends on your jurisdiction. Some states/countries tax design services, others only tax tangible goods. Always check with your local tax authority or an accountant to ensure you are collecting and remitting sales tax correctly for your specific services and products.
Clearly separate your procurement fee or markup from the trade price of the item. You can list the trade price, then a line item for 'Procurement Fee (X% of trade price)' or simply list the client's final price. Ensure your client agreement explicitly outlines this pricing method for transparency.
Implement clear payment schedules and late fees in your contract upfront. Send professional invoice reminders before the due date, and follow up promptly after. Offer convenient online payment options. For very slow payers, consider pausing work or withholding product orders until payment is received, as outlined in your contract.
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