Interior design invoice template

An interior design project can run for months and handle tens of thousands of dollars in furniture, and the invoice has to keep two things apart: what the client pays you for your design work and what they pay for the things you buy for them. The free interior design invoice template on this page does exactly that. It includes a design fee, hourly sourcing, procured items, a handling fee, delivery and an installation day. Click “Use this template” and the free invoice generator opens prefilled with these lines so you can match them to your own agreement.

Why interior design bills differently

Designers sell expertise and products in the same project, and the two follow different rules.

• Design work is a service. It may be a flat fee, an hourly rate or a percentage. Clients are paying for your time and your eye.
• Furnishings are goods. You order them from vendors, often with trade pricing, and either resell them at a marked-up price or pass them through at cost.
• Procurement is a job in itself. Ordering, tracking, receiving and inspecting furniture takes time and may carry its own fee.
• Deliveries have costs. White-glove delivery, storage and receiving are often separate charges.
• Installation is a day of work. Styling and placement is billed by the hour or as a flat day rate.
• Deposits are essential. Custom items typically cannot be returned, so vendors want payment first and you need the client’s money before you spend yours.

What to include on an interior design invoice

Start with the basics from our guide to what to include on an invoice, then add the design details below.

• Your studio name, address and contact details
• Client name, project name and project address
• Invoice number and a reference to the signed design agreement
• The design fee phase, such as concept, development or documentation
• Hourly work with hours and rate
• Each procured item with vendor, description, quantity and price
• A procurement or handling fee, if the agreement includes one
• Delivery, freight and receiving costs
• Installation and styling hours
• Deposits and earlier payments shown as credits
• Sales tax lines where they apply
• Due date and payment instructions

A sample interior design invoice

An invoice for sofa and rug procurement with a handling fee and delivery:

The total is $6,170.00. The items, your fee and the delivery sit on separate lines, which lets the client see what they paid the vendors and what they paid you.

Payment terms that work

Design projects are usually paid in stages. A common pattern is a retainer at signing, a payment at the end of the concept phase, and invoices for furnishings as they are ordered. Net 15 works well for service phases, and net 30 may suit clients who pay through a company or a trust. For procurement, ask for payment at or before the order, since vendors need it and returns are rarely possible on custom work. Our guide on invoice payment terms explains how to build a schedule.

Tie each invoice to a milestone in the agreement. A client who knows that “Concept approved” triggers the second invoice is less likely to hesitate when it arrives.

Pricing and itemizing tips

Say how you charge in one place. Flat fee, hourly, percentage of project cost, cost plus or a combination: whichever you choose, state it in the agreement and show it the same way on the invoice. Surprise methods lead to disputes.

Show hours when billing hourly. Twelve hours of sourcing at $125 is $1,500.00, and four hours of consultation at $150 is $600.00. If the client can see hours, they can check them.

Be transparent on markup. If you buy items at trade price and sell at a higher price, or add a handling fee, decide whether to build it into each item or show it separately. A separate fee is clearer. Whatever you pick, make sure the client agreed to it.

Itemize products fully. Include vendor, item name, finish or fabric, quantity and price. A rug at $1,420 is easier to track when the invoice names the size and material.

Invoice custom orders when you place them. A custom sofa at $3,850 cannot be returned. Invoice for the item or a deposit at order time and record the lead time, so the client understands when it will arrive.

Check tax rules. Furnishings, design services and delivery may each be treated differently depending on the state. Our guide on how to add sales tax to an invoice covers how to apply a rate once you know it, and your state tax agency can confirm what applies. This is general information, not tax advice.

Common mistakes to avoid

1. Mixing design fees with product costs. Clients lose track of what each part of the bill covers.
2. Undisclosed markup. It tends to come out later and damages trust.
3. Waiting to invoice custom orders. You carry the vendor’s bill while the client delays.
4. Leaving out the agreement reference. Every invoice should trace to a signed document.
5. Unclear installation scope. Say what the styling day includes, such as hanging art and placing accessories.
6. No record of client approvals. Keep emails or signed approvals for every product and substitution.

How to use this template