Artist invoice template
An art invoice doubles as a record of the work itself, which matters for insurance, resale and provenance years later. This template records the title, medium, dimensions, year, edition, certificate of authenticity and reproduction rights, and keeps the artwork, framing and shipping, and licensing in separate subtotals.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Artwork title
- Medium
- Dimensions
- Year
- Edition
- Certificate of authenticity
- Reproduction rights
- Line items with qty, price and amount, grouped as artwork, framing & shipping, licensing
- Tax, discounts, amount paid and balance due
Commissions and deposits
Commissions are often paid in two parts: a deposit when the piece is agreed and the balance before it ships. Send a deposit invoice first, then enter what was received under amount paid on the final invoice so the balance is right. Framing, crating and insured shipping are easier to agree when they are separate lines rather than folded into the price of the piece.
Editions, rights and GST
In US copyright law a painting, drawing, print or sculpture that exists as a single copy, or in a signed and consecutively numbered edition of 200 or fewer, is a work of visual art, which gives the artist rights of attribution and integrity. Writing the edition on the invoice records which category a piece falls in. Selling the object does not transfer the copyright, so a license to reproduce the image is its own line. In India, GST on paintings, original prints and sculptures (HSN 9701 to 9703) fell from 12% to 5% on 22 September 2025, and the India sample uses that rate.
Questions
What is a certificate of authenticity?
A signed document from the artist describing the work, with its title, medium, size, date and edition. Note on the invoice that one is included so the buyer keeps both records together.
Do I charge sales tax on original art?
Sales of physical artwork are taxable in many US states and countries, while license fees may be treated differently. Check your local rules, and turn off Taxable for any exempt line.
How do I invoice a print license?
Add it under Licensing and say what the image may be used for, where and for how long, such as greeting cards for one year. Put the rights you keep in the reproduction rights field.