Invoices for Artists?

June 1, 2006 8:13 PM

How to Invoice? Particularly for a physical product that may change structure as part of construction. Yes, there is

I've got a gig to build some decorative elements for a coffee bar, and I'm being asked to give them drawings and an invoice by this coming Monday. Drawings are no problem, particularly as I have had extensive discussions with my contact and she seems clear on what the company is buying. However, the nature of what I am making (a sculptural thing) means that it is very difficult to be precise about what the final product will be. It will fit certain dimensions, the primary material will be about 200 coffee cups, but beyond that, it's pretty much up in the air. My question: is there something I should put in my invoice or contract to make sure that everyone comes out happy? I've done this kind of work before with no problems, but I've never done it for a place that wanted formal invoicing and such. Will the forms I can buy at Random Office Store be sufficient, or do I need something spiffier?

posted by schwap23 to work & money (9 comments total)

An invoice just means that you tell them how much you're billing them for and what. You should ask them if you need to itemize your materials and time, or lump sum it. I'd lump sum; itemizing invites "Why'd you spend so much on X?" post-job guessing.

An invoice that you produce with the templates in any word processing package will be sufficient, they just need something in writing that they can use as an 'original document' for accounting purposes.
posted by SpecialK at 8:59 PM on June 1, 2006

Well, what is required to make everyone come out happy? What exactly are you asked to do? On what basis are you invoicing them? (e.g. hourly?)

Basically, you want to set the terms so that you don't end up with a runaway project -- e.g. it takes 10 times as long as you expected for no additional pay so your dollars-per-hour rate is in the toilet.

Maybe an example from another field is useful: In writing, one might specify in the contract the length of the piece to be produced, the topics to be covered, the amount of research to be done, etc. and allow for the client to request one set of revisions. But further revisions (or a change to the scope of the piece, etc.) will require additional payment.
posted by winston at 9:05 PM on June 1, 2006

Two ways to go about it - 1) bill them according to time+materials or 2) bill them according to certain deliverables promised.

1) Cost of materials (200 coffee cups) + your hourly rate x estimate of time spent to fabricate the sculpture
2) $1000 for small model of sculpture/drawings + $final amount on delivery of agreed-upon sculpture.

I don't think you need to buy any forms at an office store. Just send them a proposal with what you'll be delivering along with the desired billing structure. You should be able to ask them if they prefer to be billed by #1 or #2.
posted by junesix at 9:12 PM on June 1, 2006

I agree on the itemizing issue. "Coffee cup sculpture" (if that's the right description for the project) should be a line item. You don't want to get into the discussion of whether you couldn't have paid a few cents per cup less for the cups, etc.

Properly setting expectations means clearly spelling out what might cause additional charges on top of that basic charge. But don't break down the basic fee into bits they can quibble with.

You don't need to buy any forms; you can do it in Word, etc. It should say "Invoice" at the very top and it should have an invoice number. Your name and address should be at the top too. It should then say "To:" and the client's name and address. Then it gives the charge(s). If it's just one item, you can just type out the description and the price. If it lists than one thing, you probably want a column with the heading "Description" and another with the heading "Price" (the latter having a total at the bottom).
posted by winston at 9:17 PM on June 1, 2006

Hi, at my job we do similar projects from time to time. For the invoice, a random office store form is just fine, but first we ususually do a written proposal that sets some parameters for the project. These parameters help your client understand what they are buying, and protect you from the client trying to 'add' new expectations to the project.

Basically, you try to write a description of the project as it has been discussed, and you should relate your written description to the drawings you are going to include (and/or pictures of completed projects), so there are clear and specific visual references both you and your client can point to to say, "The finished installation is going to look about like this."

The proposal ought not be too lengthy - just enough so that you and your client both have a clear grasp of what is being provided, how long it will take, how much it will cost, and how you will be paid.

Good luck!
posted by extrabox at 9:21 PM on June 1, 2006

i do about the same thing: prospective client and i go over the project from beginning to end (via text medium so i can capture the information) until both of us are satisfied, then i line-item the whole thing into a 1-4 page list of costs. i make it clear that if anything above and beyond needs to be done, it's to be considered a separate project, but i also do this with an explanation of our hourly rates, why they are what they are, and what i do to estimate cost. that way they go into anything new with some knowledge, not just blind fear.
posted by patricking at 12:21 AM on June 2, 2006

Generate a document that sets out what they're paying for. The document should describe the scope of work you're expected to complete. Have the client sign this.

2. Use a standard invoice with a description like: "Coffee cup sculpture as per attached proposal/description". Attach the scope of work.

I do this for customers that need detail for the files but the project is pretty clear between the main players and myself.
posted by disclaimer at 4:16 AM on June 2, 2006

It sounds like they want both an invoice and an estimate. An invoice for work already completed. And an estimate for the completion of the job. You cannot invoice them for work that has not been completed. You can only give them an estimate.
posted by alexmikayla at 6:33 AM on June 2, 2006

Thanks for the tips folks! I had forgotten about the templates in Word, I'm sure they will do just nicely!

For the record, I also left out that I have already completed a proposal with the client. There were meetings, and emails and everything! Seriously, it was pretty complete, and I did already submit a written proposed scale of work and price estimate. Everything should be cool and froody now, thanks!
posted by schwap23 at 2:55 PM on June 2, 2006