What to put on an invoice

A guest post from Janelle Fendall Baglien of Studio Art Direct, Inc.

I like the post on polishing your communication. The corporate art market is a great place to stream in income. However, I have noticed a lack of business etiquette and standards in this arena with artists. Here are some suggestions.

Artists need to create standard contracts, invoices, Certificates of Authenticity, especially when dealing B to B.

For example, I require a proposal outlining all info provided to artist, especially for commissions or rentals, showing the full amount, and the ½ down due (which is my standard at beginning of a job). After that, I require a final invoice showing the ½ down paid, and the remainder due. Like most businesses, I never pay without out this paper trail. For both proposal and invoice, I need the following information:

• An invoice should always include:
• Date
• Invoice number or PO
• Full contact info of artist (address, phone, web, etc.)
• The name of the project:  “Sacred Heart Hospital”
• The purchasers information: company, name, address, phone
• A complete, itemized list of art purchased including title, size, medium, framing, and etc.
• Information on royalty or use (if commission, image use, or rental)
• The TOTAL of purchase
• The amount paid down
• The total amount due
• Payment due (upon receipt, due 30 days, or whatever)

Other items that I sometimes require are “letters of authenticity” and “letter of engagement” (which I provide the artist outlining all the details clearly including uses, schedules and milestones, etc), and well crafted bios.

When dealing BtoB, invoices are not paid immediately. Expect at least 1 week when you request “due upon receipt.”