Art Commission Invoice Template (Deposits + Example)
Art commission invoice template for artists: take deposits, bill sketch approvals, add shipping and state copyright terms, with a worked example and checklist.
Quick answer: An art commission invoice template is an invoice for artists creating custom work for a client. It describes the piece (size, medium, subject), splits payment into a deposit and later stages such as sketch approval and completion, lists extras like revisions, framing and shipping, and states copyright and usage terms, refund rules and the balance due.
Commissions are personal, and that is exactly why money can get awkward. A client describes a dream portrait, pays a deposit, then asks for a third round of changes and wants it shipped overseas next week. A clear art commission invoice sets the stages, the extras and the rights in writing, so you can keep the relationship friendly while getting paid fairly. This guide covers what to include, a worked example, steps to follow and common mistakes.
What is an art commission invoice?
An art commission invoice is a payment request from an artist to a person or business that ordered a custom artwork: a painted portrait, a pet portrait, a digital character illustration, a mural, a sculpture or a tattoo design. It is closely related to an illustrator invoice, but commissions from individuals usually involve smaller budgets, more emotional stakes, physical shipping and simpler rights (personal use) rather than commercial licensing.
What to include on an art commission invoice template
| Field | What to write |
|---|---|
| Artist details | Name or studio, email, website or shop, address, tax ID if registered |
| Client details | Name, email, shipping address |
| Invoice number and dates | Unique number, issue date, due date for this stage |
| Artwork description | Subject, size, medium, number of figures, background, color or monochrome |
| Payment stage | Deposit, sketch approval payment or final balance |
| Extras | Additional figures, extra revisions, rush, framing, commercial use |
| Shipping | Carrier, packaging, insurance, customs paperwork |
| Credits | Deposit and earlier payments received |
| Terms | Refund policy, revision limits, timeline, copyright and personal use |
Many artists also publish a short terms of service page. Linking it in the invoice notes, alongside the key points, keeps the invoice short while making the full terms easy to find.
How to structure deposits and payment stages
| Commission size | Common payment structure | Why |
|---|---|---|
| Small digital piece | 100% upfront | Low value, quick turnaround, reduces no-shows |
| Medium digital or traditional piece | 50% deposit, 50% before final file or shipping | Balances risk for both sides |
| Large painting or sculpture | One third at start, one third at sketch or underpainting, one third before delivery | Covers materials and long timelines |
| Mural or installation | Deposit, progress payments, balance on completion | Mirrors construction-style milestone payments |
Whatever the split, send each stage as its own invoice and credit earlier payments on the final one. Our guides to deposit invoices and partial payment invoices show the layout.
Art commission invoice example with real numbers
A painter accepts a commission for a 16 x 20 inch oil portrait of a couple and their dog. The base price is $1,200 for one figure, plus $300 per additional figure. The client also wants a frame and insured shipping. Terms are 50% deposit, 50% before shipping. This is the final invoice; figures are illustrative.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Oil portrait, 16 x 20 in on stretched canvas, 1 figure base | 1 | $1,200.00 | $1,200.00 |
| Additional figures (second person, dog) | 2 | $300.00 | $600.00 |
| Extra revision round at sketch stage (third round) | 1 | $75.00 | $75.00 |
| Floater frame, black, fitted | 1 | $140.00 | $140.00 |
| Packaging and insured ground shipping (declared value $2,000) | 1 | $85.00 | $85.00 |
| Sales tax (illustrative 7% on artwork, frame and shipping, $2,100) | $147.00 | ||
| Less: 50% deposit received Sep 15, 2026 (on $1,800 base price) | -$900.00 | ||
| Balance due before shipping, by Nov 5, 2026 | $1,347.00 | ||
The math: $1,200 + $600 + $75 + $140 + $85 = $2,100. Sales tax at an illustrative 7% is $147, for a total of $2,247. The deposit of $900 (50% of the $1,800 artwork price) leaves $1,347. Whether shipping and the revision fee are taxable depends on your state, so check before copying this structure; our sales tax calculator helps with the arithmetic.
The notes might read: "Copyright remains with the artist. The client receives the original painting for personal display. The artist may show images of the work in a portfolio and on social media. Deposit is non-refundable once the sketch has been delivered."
How to invoice an art commission step by step
- Confirm the brief and price: subject, size, medium, figures, background, deadline, revisions and extras.
- Share your terms and get the client's agreement before payment. A short service agreement works for larger pieces.
- Send the deposit invoice from the free invoice generator and wait for payment before you start.
- Share the sketch and get written approval; note any extra revision rounds.
- Complete the work and send progress photos if your terms include them.
- Send the final invoice with extras, shipping, tax and the deposit credit.
- Ship or deliver files after the balance clears, then send a payment receipt for the client's records.
Copyright, personal use and commercial use
Buying a commissioned painting or digital file is not the same as buying the copyright. In the US, copyright belongs to the artist unless transferred in a signed writing, and a commission only counts as a work made for hire in limited categories with a signed agreement, as the U.S. Copyright Office explains in Circular 30. In practice:
- Personal use (display at home, a phone wallpaper, a profile picture) is usually included in the price.
- Commercial use (merchandise, book covers, a business logo, streaming branding) should be a separate, higher-priced line.
- Full copyright transfer is uncommon for personal commissions and should be priced accordingly and put in writing.
For commercial pricing guidance, see our illustration pricing guide. This is general information, not legal advice.
How to price an art commission before you invoice
Commission prices usually combine time, materials and the value of your style. A simple formula many artists use as a starting point is hours times hourly rate plus materials, then adjusted for demand. For the portrait above, an illustrative breakdown might be 20 hours at $55 ($1,100) plus $100 of canvas, paint and varnish, giving the $1,200 one-figure base price, with extra figures priced by the added hours. If you consistently have a waiting list, raising prices is usually the right response.
Publish a clear price sheet with base prices by size and medium, the cost of extra figures and backgrounds, and your commercial use fee. A tidy price list template helps buyers choose before they message you, which cuts down on back-and-forth. Selling through marketplaces adds fees that come out of your price, so check them before you quote; if you sell on Etsy, see our Etsy invoice guide.
Common art commission invoice mistakes
- Starting before the deposit clears. It is the simplest protection you have.
- Unclear refund terms. Decide in advance what happens if either side cancels.
- Unlimited revisions. Set a limit at the sketch stage and price extra rounds.
- Underestimating shipping. Quote packaging and insurance before the client pays.
- Ignoring sales tax on physical art sold in a taxable state.
- Silence on copyright. A one-line rights note prevents surprise merchandise.
- Shipping before final payment to a new client.
Art commission invoice checklist
- Artwork described by subject, size and medium
- Payment stage and earlier payments credited
- Extras itemized: figures, revisions, frame, rush
- Shipping, insurance and tax on separate lines
- Refund, revision and timeline terms summarized
- Copyright and personal use note
- Due date and accepted payment methods
A clear art commission invoice template lets you focus on the art while deposits, extras and rights are handled in writing. Build yours with our free invoice generator: no sign-up needed, it creates the PDF in your browser, and you can download and send it to your client in a couple of minutes.
Frequently asked questions
How much deposit should I take for an art commission?
Many artists ask for 50% upfront before starting, and some ask for full payment upfront for small digital commissions or new clients. For large paintings or murals, a three-stage split such as one third at start, one third at sketch approval and one third before delivery is common. State whether the deposit is refundable, and under what conditions, in your terms.
Is an art commission deposit refundable?
That depends on your terms, so write them down. A common approach is that the deposit is non-refundable once work has started, because it covers your time and materials, while a full refund is offered if you cancel or cannot complete the work. Some artists refund part of the deposit if the client cancels before the sketch stage. Consumer protection laws vary by location.
Does buying a commissioned artwork give the client the copyright?
Not automatically in the US. The artist generally keeps the copyright in a commissioned artwork unless it is transferred in a written document signed by the artist, or the work qualifies as a work made for hire under a signed agreement. Buyers typically get the physical piece or file for personal use. State this in your terms and on the invoice. This is general information, not legal advice.
How many revisions should an art commission include?
A common approach is two rounds of changes at the sketch stage and minor tweaks only at the final stage, since major changes after painting or rendering are costly. Explain this before the client pays the deposit. If they want more changes, quote an extra fee per round or an hourly rate and show it as a separate line on the invoice.
Should I charge for shipping on physical artwork?
Yes. Shipping, insurance, protective packaging and crating for large or fragile works can be significant, so list them as separate lines or quote them in advance. International shipping may also involve customs paperwork and duties, which are usually paid by the buyer. Agree on carrier, insurance value and who bears the risk of loss or damage in transit.
Do I need to charge sales tax on art commissions?
In the US, sales of physical artwork are often taxable in states with a sales tax, while purely digital art and services may be treated differently depending on the state. Shipping charges can be taxable in some states too. Check your state revenue department's rules and register if required. This is general information, not tax advice.
What if a commission client disappears after paying a deposit?
Your terms should say how long you will hold the project, for example 30 days without a response to a sketch, after which the commission is considered canceled and the deposit is kept to cover work done. Send a written reminder before closing it. Clear timelines protect you from projects that sit unfinished in your queue for months.
Can I use commissioned art in my portfolio?
Usually yes, if you keep the copyright and your terms say you may display the work in your portfolio and on social media. Some clients, such as those commissioning private portraits or confidential business work, may ask you not to share it. Address portfolio use in your terms and, if a client pays for privacy, list it as an add-on.
Invoice Creator Editorial Team
Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.
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