Free artist invoice template & artwork bill of sale
Fill in the artist invoice template below — buyer, artworks, price, tax, shipping and deposit — and download a clean A4 PDF. Switch to Bill of Sale to add a transfer-of-ownership statement and signature lines once the work is paid for.
Standard form-based template — runs locally in your browser with zero AI generation.
What to include on an art invoice
- Your details: name or studio, email and address, so the buyer knows who to pay.
- Buyer details: name, address and email. Galleries and companies may also need a purchase order number — add it to the notes.
- Invoice number and dates: a unique number (e.g. 2026-001), the issue date and a due date.
- Each artwork: title, year, medium and dimensions — the same details as your artwork labels — plus quantity and price.
- Totals: subtotal, any discount, tax if it applies, shipping and packing, deposit paid and the balance due.
- How to pay and terms: bank or payment details, when payment is due, and when the work ships or is released.
Invoice or bill of sale?
Send an invoice to request payment for a sale, a commission or a deposit. Once the buyer has paid, a signed bill of sale records the sale and the transfer of ownership of the physical work. For valuable pieces, pair it with a certificate of authenticity. This template is a practical starting point, not legal or tax advice.
Worked example
A 50 × 40 cm oil painting sells for $1,400 with $60 shipping and no tax. The buyer paid a $400 deposit when reserving it. The invoice shows a total of $1,460 and a balance due of $1,060. If a 10% discount ($140) is agreed, tax (if any) is worked out on the discounted $1,260.
Set the price first
Not sure what to charge? Use the art pricing calculator to work out a price including gallery commission, keep your available works on an art price list, and see all artist tools.
Artist invoice template — FAQ
- What should an artist invoice include?
- Your name or studio and contact details, the buyer's name and address, an invoice number and date, each artwork's title, year, medium and dimensions, the price, any discount, tax and shipping, the total and balance due, how to pay, and your payment terms.
- What is the difference between an invoice and a bill of sale for art?
- An invoice asks the buyer to pay. A bill of sale records that the sale happened and that ownership of the physical artwork passes to the buyer. Many artists send an invoice first and a signed bill of sale once payment has cleared.
- Does buying a painting transfer the copyright?
- Generally no — the buyer owns the physical work, while the artist keeps copyright and reproduction rights unless both sides agree otherwise in writing. The bill of sale on this page states this. Rules vary by country, so check local law for important sales.
- Should I charge sales tax or VAT on artwork?
- It depends on where you and the buyer are and whether you are registered for tax. The template lets you add a tax percentage, but it does not decide whether tax applies. Ask a local accountant if you are unsure.
- Is this artist invoice template free?
- Yes. Fill in and preview without signing in. A free account is needed to download the PDF; free PDFs include a small ArtFroFest badge, and paid plans remove it.
- Is my invoice data stored online?
- No. Your draft is saved only in this browser on this device, and the PDF is created in your browser. It does not use AI.