Free Invoice Template for UX Designers

UX invoices need to clearly communicate what phase of work was completed and what artefacts were delivered. Corporate clients in particular need to allocate UX costs to specific projects. Include:

• Project phase — Discovery, Research, Wireframing, Prototyping, Usability Testing, Design System
• Artefacts delivered — user journey maps, wireframes (number of screens), clickable prototype, style guide
• Billing period or milestone
• Tool licences billed to client — Figma, Maze, UserTesting subscriptions if applicable
• Research participant incentives — if recruiting and compensating test participants on the client's behalf

Day rate: The most common model for senior UX freelancers embedded in product teams. Day rates for experienced UX designers typically range from €500–€1,200/day depending on specialisation and market.

Project-based: Fixed fee per phase or deliverable. Works well for scoped engagements: "UX audit + recommendations report — €3,500". Specify what's included (number of screens reviewed, interview sessions, report format).

Sprint billing: Invoice at the end of each 2-week sprint for work completed. Aligns with agile product workflows and makes scope changes easy to accommodate.

Hourly: Reserve for advisory, mentoring, or brief consultations. Keep a time log and include a summary in the invoice.

User research often involves costs beyond design time. Invoice these separately to maintain transparency:

• Research participant recruitment — recruitment agency fees or platform credits (e.g., UserTesting, Respondent)
• Participant incentives — vouchers or cash paid to interview/test participants. Pass through at cost; retain receipts
• Research tools — Maze, Lookback, Dovetail, or survey platform subscriptions paid on behalf of the client
• Prototype tools — Figma or InVision Pro plans if the client doesn't have a seat available

Add these as clearly labelled expense line items separate from your service fee, with receipts attached.

UX design services are taxable professional services:

• EU UX designers: Standard VAT rates apply. If invoicing a business in another EU country, use reverse charge — add "VAT reverse charge — Article 196 EU VAT Directive" and include both VAT numbers.
• UK UX designers: 20% VAT once registered. Both the design services and any tool subscriptions billed to the client are standard-rated.
• US UX designers: Design services are generally not subject to sales tax. SaaS tool subscriptions passed through to clients may be taxable in some states.