Interior Design Invoice Template - Canada

Most interior designers must register for HST if their annual revenue exceeds $30,000. If registered, you charge HST on design fees, consultations, and hourly services. Furniture and products you purchase on behalf of clients should also include HST, which you typically pass through to the client. However, some services like design coaching may fall under different tax categories depending on your province. Check with the Canada Revenue Agency (CRA) or a Canadian accountant to confirm your specific registration requirements, as this varies by province and business structure.

Interior designers typically charge for consultations as either flat-rate fees or hourly rates. A flat consultation fee (commonly $150–$300 in Canada) works well for initial meetings where you discuss scope and client needs without delivering specific designs. Hourly billing ($75–$150/hour depending on experience and location) suits longer consultations involving preliminary concepts or site analysis. Many designers credit the full consultation fee toward the project if the client hires them for the full engagement, creating incentive for clients to move forward.

Yes, requesting a deposit is standard practice in interior design. Most Canadian designers collect 25–50% upfront before beginning work, particularly for larger projects. This retainer protects you against scope creep and ensures client commitment. For smaller consultations, a non-refundable deposit ($100–$500) confirms the engagement. Larger design packages typically require higher retainers to cover your time and purchasing costs. Clearly state in your contract whether deposits are refundable if the client cancels, and specify when the remaining balance is due upon project completion or delivery.

Furniture sourcing is typically invoiced in three ways: hourly labor for selection time, a flat project fee for the entire sourcing service, or a percentage markup on furniture costs (10–20% is common). Specify clearly which model you're using. When clients purchase furniture through you, invoice the full retail cost and list your commission or markup separately. Some designers include sourcing fees in their overall design package; others charge hourly ($85–$150/hour). Your invoice should itemize these services distinctly so clients understand exactly what they're paying for.

Both models work; the best choice depends on your project scope. Hourly billing ($85–$150/hour in Canada) suits projects with uncertain timelines, such as ongoing consultations or complex revisions. Project-based pricing works better when scope is clearly defined—design consultations at $150–$300, full-room designs at $1,500–$5,000, or comprehensive renovations at fixed rates. Many successful designers combine both: charge hourly for initial consultation, then a flat fee for the full project once scope is determined. This hybrid approach protects you from scope creep while offering clients price certainty.

Define revision limits in your initial contract or proposal. Most designers include two rounds of minor revisions in their project fee, then charge hourly ($85–$125/hour) for additional changes. Revisions might include color adjustments, furniture swaps, or layout modifications. Major changes—such as redesigning multiple rooms or substantially altering the original scope—warrant a separate change order invoice. Document what constitutes a revision versus a new scope item. When invoicing for extra work, describe the revision, note that it falls outside the original agreement, and state the additional cost. This prevents disputes and ensures clients understand the added expense.

Net 30 (payment due 30 days after invoice) is the professional standard for interior design in Canada. Some designers use Net 15 for faster cash flow, especially for smaller invoices. Always require the deposit upfront before starting work, then invoice the balance upon delivery of designs or completion of the project phase. Payment method options typically include e-transfer (most common in Canada), bank transfer, credit card, or cheque. Specify the due date clearly on every invoice and consider offering a 2–3% early payment discount to incentivize quicker settlement.

Both approaches have merit. Design packages (e.g., "Consultation + Space Planning + Color Scheme" for $1,200) simplify pricing and appeal to clients seeking straightforward costs. Itemized invoicing (listing each service—consultation, space planning, furniture selection—separately) shows clients exactly what they're paying for and allows flexibility if they want to add or skip services. Many successful designers offer both: package pricing for full-service clients and itemized billing for those wanting specific services. Your invoice template should support both methods, enabling you to adapt your billing model based on project size and client preferences.