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Freelance artist invoice template for Public Relations

navigating the business side of the art world or of being an artist can sometimes feel rather uncomfortable or even intimidating especially when it comes to financial transactions when it comes to sales in this five-step tutorial I'm going to show you how you can set up your industry proofed and professional invoices for yourself so that you are protected as an artist that your art is protected and that you also make a good impression and especially that you do this in the most cost-efficient and uh time efficient manner we have also designed a template but I'm also going to show you how you could make your own template the great thing about invoicing for artists is that it's actually quite simple all you need is one good decent and professional template various other art platforms uh YouTube channels or online resources will try to sell you rather expensive templates um expensive automatization software or even subscription plans in which need to pay them monthly simply to use their invoicing system however the truth is as an artist you have a very limited quantity of invoices however of high value high quality so the total amount of invoices every year will be quite uh limited so it's absolutely not necessary to spend money on automatization software um or on expensive subscription plans even more these other more expensive uh online resources will also forget a very important uh addendum to your invoicing which is of course the terms of sale which consists of a set of rules set of paragraphs to protect your art and you as an artist in the transaction so feel free to use the following five steps to create your invoice template or if you want to save some time um avoid making any mistakes and also want to support um the creation of these free videos uh feel free to purchase our um Kai invoice template plus sales of terms which is uh priced at the most modest price of just a coffee I'll link to it in the description below and in the pin comment as always step one invoice number and date we include the invoice number date and due date at the top of each invoice you can use a six-digit invoice number format in which the first two digits are for the year in question and the last four are used to count the invoices for example the first invoice of 2024 will be 24001 the fifth one will be 24005 and the 10th one will be 24001 0 Etc set the invoice date to the date you are sending the invoice to your client and set the due date to the date 15 or 30 days after the invoice date step two invoice information up next we have to write down our invoice information and the invoice information of the clients so we're going to write down from referring to you as a seller and make sure to include all your details uh your name your address tax ID if this is applicable in Your Country phone number email address and your website you can also out here and after refer to as the artist which makes it a lot more efficient for your future term of sale to refer to yourself to these um set of contact details next to your invoice information we want to write the client's invoice information and we can write it down below Bill two try to be as complete as possible here as well but if you do do not have all the information just their name address or email address can be sufficient step three is the invoice table with the items they're buying the description of those items and of course the price this is in the middle of the invoice and this is arguably the most important part of the document listing the artworks so make sure that you include a thumbnail image of your artwork to avoid any confusion and mention the complete metadata of the artwork as well in the description encompassing your artist's name the title year the medium of surface the dimension and if the artwork is for instance unique or part of an addition possible additional items include more artworks if they're purchasing more than one piece if there is door-to-door shipping or perhaps even if there is a discount we want to enter all the prices of these items of the artworks of the shipping of the discount in the final column of this invoice table as a result in the bottom row we we can possibly add um tax costs if this is applicable and also calculate uh the total cost mentioning the amount that has already been paid in case of having received a deposit uh if this isn't the case you can simply enter zero here and at the very bottom EMB Bolt the amount that is to so the amount that they need to um pay to you step four payment instructions and details at the bottom of the invoice we want to share the necessary instructions and details to complete payment specify if you wish to receive payment within 15 or 13 days which is also mentioned via the invoice date and due date and refer to your terms of sale where the client can find more information write down your bank details for a wire transfer but I would also advise you to add a PayPal account to allow other payment methods by doing so your clients can also uh pay with um Mastercard or American Express there are multiple options here and the great thing as well to make their uh payment process or um service more convenient is that you can also use your PayPal account to invite them to pay this amount that is due you can send a direct payment request uh with PayPal uh which makes it very convenient for them and also uh provides a little bit more service to the client it's a lot easier and quicker um to complete this payment with PayPal than with uh a wire transfer um it happens a lot more Swift and it's also a platform that they trust PayPal is free to create an account however there are transactions fees so be aware of this however this is also the case with with uh for instance International uh Bank transfers step five terms of sale we conclude our invoice template with an addendum the terms of sale which uh consists of a document that outlines the conditions under which a sale is conducted between two parties the artist and The Collector it is a crucial component in providing a legal framework that governs the sale of art designed to ensure Clarity and agreement on various aspects of the transaction protecting the rights and obligations of both parties involved for instance in the general terms of sale that we advise to use in the kai invoice templates we discuss the ownership and copyright of the artwork the care and preservation the display and Loans of the work the conditions for resale and transfers also what happens in case of damage or loss the payment terms and also the shipping conditions including uh import cost for instance so by having these terms of sale there is real Clarity uh both parties know what they're up for and by doing so you set up as an artist these terms of sales on which terms you're completing uh the sale so you want to protect yourself and your artwork against uh misuse so feel free to create your own invoice template I believe the most efficient way to do this is by going to a complete article of this video uh which can be consulted online and here we also refer to our invoice templates which is priced very very modestly um and which would support uh future videos um to help provide these career tools for artists also feel free to have a look at our other career tools I'll also uh add a link in the description and in the pinned comment thank you so much for tuning in today feel free to watch our previous video on 17 factors that can make or break your career as an artist next support us on patreon and please consider subscribing to stay posted for more contemporary art [Music] bye [Music]