Illustration Invoice Template - Canada

You must charge HST (in most provinces) or GST on illustration services if your annual revenue exceeds $30,000. Check your provincial requirements, as some provinces use PST alongside GST. Many new Canadian illustrators operate below the registration threshold initially. Once you register, you can claim input tax credits on business expenses like software subscriptions, equipment, and supplies. Keep records of all invoices issued and received for CRA compliance. If you're unregistered, clearly state 'GST/HST not applicable' on invoices to avoid client confusion.

Describe each illustration by type and deliverable rather than generic terms. Instead of 'Illustration - $500,' specify 'Custom Logo Illustration - Digital Vector Format (3 concepts)' or 'Website Header Illustrations - 3 designs at 1200x400px.' Include the format (digital, print-ready, file types), dimensions or deliverables, and number of concepts if applicable. This clarity helps clients understand what they're paying for and reduces misunderstandings. Detailed descriptions also support your case if a client disputes charges, since each line item is clearly itemized and justified.

Many Canadian illustrators invoice 50% upfront and 50% on completion to manage risk and cash flow. This protects you from scope creep and ensures commitment from the client. Create a separate deposit invoice for the initial payment, then issue a final invoice for the balance once revisions are complete. Some illustrators invoice the full amount upfront for smaller projects (under $500) or require 100% payment before delivery for clients without established payment history. Document your deposit policy clearly in your terms to avoid disputes.

Specify revision limits in your project description or invoice terms (e.g., '2 rounds of revisions included'). Invoice additional revisions as separate line items with clear descriptions: 'Additional Revision Round - $75' or 'Unlimited Revisions - $150 flat fee.' This approach prevents scope creep and clarifies that extensive changes beyond the original scope incur additional costs. Many Canadian illustrators include a fixed number of revisions in their base quote, then charge hourly or per-round for anything beyond. State your revision policy upfront to set client expectations.

Yes, clarify usage rights to protect your intellectual property and justify your rates. Add a line item or terms section specifying: 'Exclusive use for one project only' or 'Non-exclusive license for web and print use.' Higher fees apply for exclusive, perpetual, or broad licensing rights (e.g., worldwide commercial use). Some illustrators add a separate license agreement alongside the invoice for projects over $1,000. This clarity prevents clients from using your work beyond the agreed scope and allows you to license the same illustration to multiple clients if non-exclusive. State licensing terms explicitly to avoid disputes.

Project-based pricing is more common for illustration in Canada and easier to invoice. It's clearer for clients ('Custom Logo - $500' vs. '15 hours @ $33.33/hour') and protects you from scope creep. However, some illustrators use hourly rates for undefined projects or consulting work. Whatever you choose, stick to one method per invoice for clarity. Project pricing also builds stronger client relationships since you're quoting a deliverable, not tracking billable hours. Start with project rates based on expected hours worked, then adjust your pricing as you gain experience.

Common payment terms are 'Net 30' (payment due within 30 days) or 'Due upon receipt.' Many freelance illustrators use '50% deposit, 50% on completion' for larger projects to avoid payment delays. For established clients or agencies, 'Net 15' or 'Net 30' is standard. Clearly state your payment terms on every invoice, including acceptable payment methods (Etransfer, bank transfer, credit card). Specify late payment consequences or interest charges if relevant. Fast payment methods like Etransfer encourage faster payment compared to invoices with 30-day terms.

No, you invoice in Canadian dollars and GST/HST applies to cross-border services. The client receives your invoice in CAD and converts currency on their end. You remit Canadian GST/HST to the CRA based on where the service is performed (Canada), not where the client is located. Some illustrators invoice in USD for US clients, but you still owe Canadian tax on the CAD equivalent. Clarify your payment currency upfront. If you invoice in USD, note the CAD equivalent for your tax records. For complex cross-border work, consult a CPA familiar with illustrator tax obligations.