Accounting and invoicing for graphic designers

Logo, flyer, packaging, social media templates and stationery: graphic designers sell drafts in rounds and rights to the finished design. Saldiqo writes quotes with drafts and revision rounds, issues stage invoices and records font licences and software as expenses.

Updated: 16 October 2026

What comes up for graphic designers

Drafts and rounds

How many drafts and rounds of changes are included is in the quote. Everything beyond costs extra.

Rights and licences

The client gets usage rights, you pay licences for fonts and images.

Many small jobs

Many designers have many small clients with one-off jobs. Every invoice has to be quick.

How Saldiqo helps

Quote with scopeDrafts, rounds and rights as lines.
Deposit and final invoiceFrom the quote you create the deposit invoice.
Record licencesFonts, stock photos and subscriptions as expenses.
Match paymentsUpload the bank statement, keep open invoices in view.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

Logo design, three variants
Stationery, business card and letterhead
A5 flyer, design
Additional round of changes by effort
Usage rights print and online
Font licence re-invoiced as per receipt

Tax and invoicing in Germany

What applies to invoices in Germany, in short. As of October 2026.

VAT: Standard rate 19 %, reduced rate 7 %. Which rate applies to which supply depends on the case. Saldiqo calculates each invoice line with the rate you pick.
Small business scheme: Under section 19 of the VAT Act (UStG) you charge no VAT as long as your turnover was at most €25,000 last year and is at most €100,000 this year. Saldiqo shows how much room is left and adds the note to your invoice.
Mandatory details: Under section 14 UStG every invoice shows a tax number or VAT ID, a consecutive invoice number, the date of supply and the recipient. Saldiqo checks this before you finalise an invoice. Small invoices up to €250 gross need fewer details.
E-invoicing: All businesses have had to be able to receive e-invoices since 1 January 2025. Issuing becomes mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in all cases. Small businesses under section 19 are exempt. Saldiqo creates XRechnung and ZUGFeRD.
VAT return: The advance VAT return goes to the tax office through ELSTER, by the 10th after the end of the period. You file monthly if last year’s VAT was above €9,000 and quarterly above €2,000. Saldiqo provides the figures; you file in ELSTER or through your tax adviser.
Record keeping: Keep invoices and accounting vouchers for 8 years, books for 10 years and business letters for 6 years. The period starts at the end of the calendar year.
Late payment: In the second half of 2026 the default interest rate is 10.52 % between businesses and 6.52 % towards consumers, plus a €40 flat fee that applies to businesses only. Saldiqo has reminder levels with deadlines and fees.
Getting paid: Every invoice carries a GiroCode (EPC QR) that customers scan with their banking app. You match payments by uploading the bank statement as CSV or CAMT.
Tax adviser: Cash-basis profit calculation (EÜR), a DATEV export and a separate login for your tax adviser are built in.

Frequently asked questions

How do I bill revision rounds?

Included rounds are in the quote, further ones you bill by effort.

Can I show usage rights separately?

Yes. As a separate line with duration and territory.

Do graphic designers in Germany have to charge VAT?

Yes, unless they qualify as small businesses under section 19 UStG. That applies when turnover was at most €25,000 last year and is at most €100,000 this year. The limit is hard: VAT is due on the sale that takes you over it.

Do graphic designers in Germany need e-invoicing?

Every business must be able to receive e-invoices since 2025. Issuing is mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in general. Small businesses, invoices up to €250 and tickets are exempt. Private customers still get a normal invoice.

How long do graphic designers have to keep invoices?

Invoices and vouchers for 8 years, books for 10 years and business letters for 6 years, counted from the end of the calendar year. You can store receipts digitally in Saldiqo. The legal duty to keep records and to document your procedures stays with you.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.