Artwork Invoice Template

An artwork invoice needs the piece's title, medium, dimensions, and creation year, since these details establish exactly what the buyer purchased and support future authentication or insurance claims. Include the artist's name, edition number for prints, and a reference to any certificate of authenticity provided alongside the piece. Framing, mounting, or restoration work should appear as separate line items rather than being bundled into the artwork price. Galleries should also note whether the sale is a primary sale from the artist or a resale, since this affects provenance records that collectors and appraisers rely on later.

Split the commission into two line items: a non-refundable deposit invoiced before work begins, typically 30-50% of the total price, and a final balance invoiced upon completion or delivery. State the completion timeline and revision policy directly on the invoice so both parties have a written record of expectations. For long commissions, some artists add a third milestone payment tied to a sketch or draft approval stage. Clearly label each invoice as 'Deposit' or 'Final Payment' with the commission title, so the client's records match the original agreement and disputes over scope or payment status are easier to resolve.

In most jurisdictions, tangible artwork sold at retail is subject to sales tax, and the seller is responsible for collecting and remitting it based on where the sale takes place or, in some cases, where the buyer takes delivery. Galleries purchasing consigned pieces from an artist for resale typically use a resale certificate to avoid double taxation, since tax is then collected once from the final buyer. Digital art, NFTs, and out-of-state shipments can follow different rules depending on local law. Because tax treatment of art varies widely by region, invoices should still show tax as a separate, clearly labeled line item.

List the edition number alongside the total run size, such as '3/50,' directly in the item description, since this figure affects both value and authenticity for the buyer. Use the quantity field for the number of prints purchased in that transaction and the rate field for the per-print price, rather than combining multiple prints into one flat sum. Original one-of-a-kind paintings should instead use a quantity of one with the full sale price as the rate. Noting the print medium, such as giclee or lithograph, and paper or canvas type also helps collectors verify the work matches gallery documentation.

Resale royalty, sometimes called droit de suite, is a right in some countries entitling an artist to a percentage of the sale price when their work is resold through a dealer, gallery, or auction house on the secondary market. It generally does not apply to a first-time sale invoiced directly from the artist to the original buyer. Galleries handling resales in jurisdictions where this right exists should add a separate line noting the royalty amount owed to the artist, since obligations and rates differ significantly by country. Always confirm local requirements rather than assuming a flat percentage applies universally.

Yes, shipping and insurance should always appear as their own line items rather than being folded into the artwork price, since customs authorities, insurers, and buyers often need to see the declared artwork value distinct from handling costs. Fragile or high-value pieces frequently require crating fees, climate-controlled transport, and insured courier services, each of which should be itemized so the client understands the full cost breakdown. For international sales, listing shipping separately also simplifies import duty calculations, since duties are typically assessed on the artwork's value rather than the total invoice amount including freight.

A consignment invoice is issued by the gallery as the seller of record, with a commission split, often 40-60% retained by the gallery, deducted before the artist's remaining share is paid out separately. A direct sale invoice, by contrast, comes straight from the artist to the buyer with no intermediary commission involved. Consignment invoices should reference the original consignment agreement number and specify which party is responsible for collecting sales tax. This distinction matters for accounting purposes, since galleries typically record consignment sales as pass-through revenue rather than standard product income.

Wire transfer, certified check, and escrow services are the most common methods for high-value artwork, since they reduce the risk of reversed payments compared to personal checks or standard credit card charges. Requiring a non-refundable deposit before starting a commission, or before releasing an original piece for shipment, protects the seller if a buyer withdraws mid-transaction. For gallery sales above a few thousand dollars, releasing the artwork only after funds have fully cleared, rather than at time of payment initiation, prevents losses from failed transfers. Clear payment terms stated directly on the invoice reduce disputes over timing and method.