Publisher Invoice Template

Free invoice templates for Publishers built for editing services, design and layout fees, and printing costs. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: publisher invoice, publisher bill, or book publisher invoice.

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Download Free Publisher 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 Publisher Invoice Template

Best for:

Logo, PO and imprint fields.

Editable Publisher Invoice Template

Best for:

Edit scope, formatting, ISBN setup.

Printable Publisher Invoice Template

Best for:

Totals, approvals, signatures, dates.

Free Publisher Invoice Template

Best for:

Pages, edits, rights, print run note.

How to Invoice as a Publisher

Keep it phase-based, show what’s done, and make deposits and balances crystal clear.

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In 5 Steps:

Confirm scope, milestones, and dates against the signed contract.
Create an invoice for the current phase and list the deliverables for that phase.
Request the deposit or milestone amount and send the invoice for approval.
Add reimbursable expenses with brief notes and set payment terms.
On the final invoice, apply any deposits already paid and show the remaining balance.

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What to Include in a Publisher Invoice

Use these fields to make your invoice clear, traceable, and compliant.

Invoice number
Issue date and due date
Publisher business name, address, email, and phone
Client/author name and billing address
Project or manuscript title
Contract or PO reference
Tax ID and tax treatment note (rate or exemption; check local rules)
ISBN or ISSN (if assigned)
Deposit received to date and remaining balance
Payment terms and method (Net X, late fee policy, bank or platform details)

Billing Scenarios for Publishers

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

Kickoff deposit; Milestone 1

Starting a new book project with an upfront payment

Deposits secure the schedule and cover early planning work.

Developmental editing; Copyediting

Multiple editing phases billed as you progress

Splitting phases keeps scope clear and supports steady cash flow.

Interior typesetting; Cover design

Design and layout handled as separate deliverables

Different skill sets and timelines warrant separate lines.

Print run at cost; Freight/packing

Printing and freight charged at actual cost

Reference licenses or permissions and note any restrictions or required attributions.

eBook conversion; Distribution setup

Digital formats and sales channels setup

Digital prep and platform onboarding are distinct tasks.

Change order; Rush fee

Extra work or compressed timelines should be billed separately.

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Standard charges and fees for publishers

Itemize editing, design and layout, printing, distribution, and shipping with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Developmental editing

Time

When manuscript needs big-picture edit

Hours × hourly rate. Deep-structure edits and coaching to shape the manuscript before line work.

Copyediting

Time

When line edit is requested

Hours × hourly rate. Grammar, clarity, and style aligned to your house guide.

Proofreading round

Time

Before going to print

Hours × hourly rate. Final pass on designed pages to catch typos and layout glitches.

Typesetting & page layout

Time

To build the interior file

Hours × hourly rate. Create master pages, styles, and back matter to print specs.

eBook conversion

Item

When you need EPUB/PDF

Per format × unit rate. Convert final pages to EPUB/PDF; validate and test on major devices.

ISBN registration

Item

When book needs an ISBN

Per title × unit rate. Acquire and assign ISBN; update metadata with registries.

Print run management

Time

To oversee a print run

Hours × hourly rate. Solicit bids, schedule press checks, and approve proofs to hit release date.

Advance reader copies (ARCs)

Item

Taxable

To send early review copies

Qty × unit cost. Short-run printed ARCs for reviewers; basic cover and interior stock included.

Author copies pack

Item

Taxable

To supply the author’s copies

Qty × unit cost. Print and ship author copies; per-address shipping can be billed as pass-through.

Rush production surcharge

Item

When timeline is compressed

Per project × flat rate. Priority scheduling outside normal lead times to meet an immovable launch date.

Save and reuse your publishing services and fees

Create a free account and save editing, layout, printing, and distribution fees once, so nothing gets retyped.

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Common Publisher Invoicing Mistakes

Real snags happen, but small fixes keep payments clean and disputes rare.

Mistake

How to fix it

Leaving off a due date slows payment and invites stalls.

State a clear due date with Net terms and a simple late fee note; check local rules.

Bundling all work into one line item hides what was done and why it costs that much.

Break work into separate lines by task and show quantities and rates so totals make sense.

Add your tax ID and show the tax rate or exemption as required; check local rules.

Reference licenses or permissions and note any restrictions or required attributions.

Vague scope language leads to debates over what was included.

Summarize deliverables and acceptance criteria in plain language and point to the signed contract.

No payment method details causes avoidable delays or misdirected transfers.

List accepted methods, currency, and the exact bank or platform info needed to pay correctly.

Publishers Invoice FAQs

Line items for editing, design, print runs, ad pages, ISBNs, freight, returns, and royalties. Terms that fit imprints and presses, clear answers.

How should a publishing house bill authors for editing and design?

Use separate lines for each stage with word counts or page counts. Example: “Developmental editing, 65,000 words @ $0.03” and “Cover design, flat fee $800.”

How do magazine ad placements get billed?

Bill by ad size, placement, and issue date. Example: “Full-page ad, Inside Front Cover, October issue, net $2,400, 15% agency discount applied.”

How do I bill for a short-run reprint and overage?

List the base print run, unit cost, and any rush surcharge, then add an overage line. Example: “Reprint 500 copies @ $3.10 = $1,550” and “Overage 7% = $108.50.”

How do returns affect what I bill a retailer?

Issue a credit memo tied to the original PO and net it against the next billing. Example: “Returns credit, 42 copies @ wholesale $7.20 = -$302.40.”

Can I charge for ISBN assignment and cataloging?

Yes, if your agreement allows pass-through fees. Example: “ISBN purchase and barcode creation, cost + 10% admin = $143.”

How do I pass through permissions and image licensing fees?

Attach receipts and add a handling line if allowed. Example: “Photo license, Getty RF, receipt attached $95” and “Rights handling fee 10% = $9.50.”

What should an eBook conversion line look like?

Price by format and complexity, then add distribution setup if used. Example: “EPUB + MOBI conversion, complex layout $450” and “Distributor setup fee $75.”

How do I show freight and warehouse charges?

Break out freight, receiving, and pick-and-pack so retailers see true landed cost. Example: “Freight UPS Ground $128,” “Receiving and palletizing $60,” “Pick-pack 3 cartons @ $4 = $12.”