Download Free Art Teacher Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Art Teacher Invoice Template

Best for:

Logo, student ID and class fields.

Editable Art Teacher Invoice Template

Best for:

Edit packs, studio fee, materials.

Free Art Teacher Invoice Template

Best for:

Class, medium, hours, supplies note.

Printable Art Teacher Invoice Template

Best for:

Totals, waiver line, signatures, dates.

How to Invoice as an Art Teacher

Keep the workflow tight so you book the date, teach well, and get paid on time.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm scope, student count, date, location, and your rate in writing.
Send a deposit invoice to hold the booking, noting the cancellation cutoff.
Teach the class and track hours, prep time, mileage, and materials as you go.
Build the final invoice from your notes with separate lines and approved changes, then apply the deposit.
Send the invoice with proof of service and submission steps, then follow up until paid.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in an Art Teacher Invoice

These are the must-have fields for clear, compliant invoices.

Business name, address, email, and phone
Client or school name and billing contact
Invoice number, issue date, due date, and payment terms
Service date or date range
Clear service description with hours taught
Student count or class or roster ID
Purchase order or contract number
Tax ID or business registration number
Educator certification or vendor registration number if required
Subtotal, taxes, credits including deposit, and total due

Billing Scenarios for Art Teachers

How to label charges so every invoice makes sense the moment your clients see it.

Instruction time; Prep time

One-off class or workshop

Clients see the teaching time and the behind the scenes work.

Materials (consumables); Equipment use

Teacher supplies all materials

It separates take-home items from wear and tear on your tools.

Travel time; Mileage

On-site at the client

It covers time on the road and the cost of distance.

Rush booking; After-hours premium

Booked within 48 hours or outside regular hours

State net terms, accepted methods, and any late fee or interest; check local rules.

Late cancellation; Deposit applied

Client cancels inside the cutoff

The fee pays for the lost slot and credits any deposit.

Usage license; Reproduction rights

Licensing clarifies how class content or images can be used.

Free Online Invoice

No sign-in. Save as PDF.

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What art teachers usually bill for

Itemize teaching hours, materials, studio fees, and exhibit prep with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Private Lesson

Time

Student requests 1:1 instruction

Hours × hourly rate. Capture attendance and outcomes; get a parent or client sign-off.

Group Workshop

Item

Running a class or camp

Sessions × rate. Include headcount cap and deliverables in the description.

Materials Kit (Student Keeps)

Item

Taxable

Providing starter tools/supplies

Cost × (1 + markup%). List contents so the student knows what they keep.

Consumables Refill

Item

Taxable

Restocking paint, paper, clay

Cost × (1 + markup%). Track usage per student or per class.

Travel & Setup Fee

Item

Teaching off-site or on location

Trip × flat rate. Covers commute, loading, parking, and setup; define your service radius.

Curriculum Planning

Time

Building units or lesson plans

Hours × hourly rate. Align objectives with standards; get scope approved before work.

Lesson Prep & Cleanup

Time

Setting up stations or closing down

Hours × hourly rate. Includes room reset and safe waste handling.

Portfolio Review/Critique

Time

Reviewing work for admissions

Hours × hourly rate. Use a rubric; provide written feedback for accountability.

After-Hours Session Surcharge

Item

Evening, weekend, or rush times

Session × surcharge rate. Apply only when outside normal hours; note the window upfront.

Model Fee Pass-Through

Item

Hiring a live model

Pass-through as billed. Attach receipts and confirm model release/consent as required.

Save and reuse your art class rates

Create a free account and save class rates, material fees, and studio charges once, so nothing gets retyped.

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Common Art Teacher Invoicing Mistakes

Real hassles happen, but simple fixes keep money moving and prevent disputes.

Mistake

How to fix it

Leaving off the purchase order or contract reference stalls approval.

Add the exact PO or contract number on the invoice header and in the filename.

Not listing required vendor or educator credentials triggers a compliance hold.

Add your vendor registration or educator certification where the client expects it and keep it current.

Use clear, measurable terms that name the class, date, and hours taught.

State net terms, accepted methods, and any late fee or interest; check local rules.

Sending the invoice to the wrong contact or portal makes it disappear.

Confirm the billing inbox or portal steps before you send and follow the submission rules.

Reusing an invoice number triggers rejection in accounting systems.

Use unique, sequential invoice numbers and track them in a simple log.

Art Teachers Invoice FAQs

Use our Art Teachers Invoice Template to price lessons, materials, field trips, and prep time, with taxes, POs, and late fees. Get clear answers.

How should I bill for group classes versus private lessons?

Bill group by seat and private by hour. Add prep per class. Example: “Group Acrylics, 12 seats × $35,” “Private Lesson, 1.5 hrs × $60,” “Class Prep, 30 min × $30/hr.”

Can I charge a materials fee for consumables and kits?

Yes. List it separate from tuition. Example: “Watercolor Kit, per student, $18,” “Shared Consumables (paper, tape), class flat $12,” “Brush rental, 6 × $2.”

How do I handle last-minute cancellations or no-shows?

Set a clear window and fee. For no-shows, bill a portion of the session plus nonrefundable supplies. Example: “Late Cancel Fee, 50% of $80,” “Custom Canvas, nonrefundable, $15.”

Do I need to collect sales tax on art supplies I provide?

Often yes on tangible materials, not on instruction. Rules vary—check local rules. Example: “Instruction, non-taxable, $120,” “Student Clay, taxable, $22,” “Tax 8.25%, $1.82.”

What should my invoice include when a school requires a PO number?

Match the PO lines and dates, include your vendor ID, and reference the class schedule. Example: “PO #78421,” “After-School Art, 8 sessions × $75,” “W-9 on file,” “Net 30.”

How do I bill prep, setup, and cleanup time?

Bill short blocks at your hourly rate or a flat per class. Note the tasks. Example: “Prep/Setup, 20 min × $60/hr,” “Cleanup, 15 min × $60/hr,” “Total Prep/Cleanup, $35.”

Can I add mileage or travel time for teaching off-site?

Yes, if stated in your terms. Use a per-mile rate plus travel time when applicable. Example: “Travel, 18 miles × $0.67,” “Drive Time, 30 min × $50/hr.”

How do I charge for kiln firing, model fees, or studio rental in a class?

List each pass-through cost clearly. Add your markup if you buy and manage it. Example: “Kiln Firing, 9 pieces × $3,” “Life Model, 2 hrs × $25,” “Studio Rental, 3 hrs × $20.”