Clients and pricing
Interior Designer Invoices: Design Fees, Procurement, and Client Purchases
A clear way to bill design time, procurement, product deposits, freight, installation, and client-approved changes.
By the FreeInvoices.co team | Updated August 9, 2026 | 6 min read
Interior design money moves in strange directions. The client pays you for ideas, pays vendors through you for furniture, pays freight nobody can predict exactly, and may change a sofa after it is already in production. If those dollars share one total, even a beautiful project starts to feel murky. Separate professional fees from purchasing money. Then show deposits, product orders, freight, storage, and installation with enough detail that the client can see where cash is committed and what remains refundable.
Keep Design Services Separate
Invoice concept work, drawings, selections, meetings, and site coordination under the professional-fee structure in the agreement. That may be hourly, fixed by phase, or a monthly retainer. Use phase names the client already knows, such as concept, design development, procurement, and installation. Do not mix a chair purchase into an hourly design line. Separating service revenue from client funds also makes bookkeeping and sales-tax handling less confusing, although the exact tax treatment should be confirmed for your location.
Collect Product Money Before Ordering
Quotes change and custom goods can be noncancelable, so collect the required product deposit before placing the order. The invoice should identify vendor or item, quantity, approved price, expected lead-time range, and known freight. Mark estimates as estimates when freight or storage is not final. Once ordered, send a confirmation. Clients become understandably nervous when a large payment leaves their account and the only proof is a mood board.
State the Procurement Fee Openly
Designers charge for sourcing, ordering, tracking, problem resolution, receiving coordination, and returns. That may appear as a product markup, purchasing percentage, hourly time, or fixed procurement fee. Pick the method in the agreement and show it consistently. A secret spread between trade cost and client price invites the wrong conversation later. If your model uses retail pricing with trade margin retained, explain that structure before selections begin rather than exposing vendor costs accidentally halfway through the project.
Reconcile at Installation
The installation invoice should gather final freight, receiving, storage, delivery, installer labor, approved changes, and remaining design fees. Credit every product deposit. Note backorders and unresolved damage separately so the client can see what is complete without holding unrelated balances. A final procurement statement can list ordered, delivered, returned, and pending goods. It takes work to prepare, but it closes the financial side of a room that may have been purchasing for six months.
Use Approval Codes or Dates
Reference the proposal, selection sheet, or approval date beside each major purchase. When a client forgets choosing a finish months later, the invoice has a calm route back to the decision.
Frequently asked questions
Should freight be estimated or billed later?
Show known freight up front and label uncertain amounts as estimates. Final freight, white-glove delivery, storage, and access charges can be reconciled later if the agreement explains that process.
How do I handle a client changing a custom order?
Check the vendor's cancellation terms immediately, then present the real cost and options before placing a replacement. Invoice nonrefundable loss and new work only after written approval.