A graphic designer's and illustrator's guide to invoicing gig work

Is Keikkalasku right for me?

Absolutely! Whether you’ve done graphic design for years, design on the side or are invoicing your very first commission, Keikkalasku fits your needs. The invoice goes to your client under our business ID, and you receive your fee as salary.

What does light entrepreneurship mean for a graphic designer?

As a light entrepreneur you work independently, just like an entrepreneur: you find the commissions, make the quote and the contract, and see the project through. The invoicing service takes care of the invoicing, the withholding tax and the reports to the authorities. Light entrepreneurship works for graphic designers just as well for full-time work as for one-off commissions, and your time goes to creative work instead of bureaucracy. Read more about light entrepreneurship.

What kind of work can a graphic designer or illustrator invoice?

Through the invoicing service you can invoice all your commissions. For example:

• Logo and visual identity design
• Layout of brochures, publications and ads
• Illustrations and icons
• Social media content and banners
• Packaging and print design
• Brand and asset library work

Before the commission: contract and pricing

What should I consider when agreeing on a commission?

Commissions for graphic designers and illustrators are based on a mutual agreement that defines, among other things, the framework and scope of the work, the price, payment terms, schedule, cancellation terms and copyright.

You can agree on a commission informally by email, but a thorough, professional contract template helps you avoid misunderstandings.

How do I price my work?

The most common pricing models in graphic design are hourly and project pricing.

With hourly pricing, agree with the client on a framework to work within. The model suits commissions whose exact scope is unclear, as well as ongoing work such as producing social media content.

Project pricing suits clearly defined commissions whose duration you can estimate reliably, such as designing a brochure, business cards or a website redesign. Estimate your time as accurately as you can so you don’t end up working below your rate.

Good to know: when a commission is priced per project, allow in the contract for the scope growing beyond the original plan. Agree how the schedule and budget are updated if that happens.

What details do I need from the client?

Travel, materials and licences

Travel expenses related to a commission can be paid to you tax-free, for example mileage allowances, other travel costs and daily allowances. You add travel and material costs easily on the Keikkalasku form when you create the invoice.

Tip: trips to client meetings can also be included in your travel expenses.

Supply costs can only be taken into account as expenses for the production of income, so they can’t be paid tax-free. Equipment purchases can’t be taken into account in invoicing. If you buy software licences or equipment that you use in your work on an ongoing basis, you can deduct them in your taxation as expenses for the production of income.

Agree in the contract exactly what the invoice will include, so it can be handled correctly when invoicing. For licences, for example, you can agree that the client buys them for you. If you do it differently, agree on that in advance too.

Good to know: licence terms, for example for stock image services, can vary by end use. Before you buy, check that the licence covers the intended use of the work.

How do usage rights and copyright work?

Copyright law protects your work by default. Clients often need broader usage rights, though. Define them carefully in the contract, including any rights to modify the work. You’ll find more on copyright and contracts on the website of Kuvittajat ry, the Finnish association of illustrators.

VAT in graphic work

Graphic design services are invoiced with 25.5% VAT by default, so add it on top of your price. One exception is the partial transfer of usage rights: when you sell a limited right of use and keep the copyright, it is invoiced as a usage fee without VAT. If you transfer all rights, as is typical when selling a logo or a brand identity, 25.5% VAT is added to the invoice. If you’re unsure about the VAT rate for your commission, ask Keikkalasku’s customer service.

Graphic design and content production

When you design a logo, a layout, social media content or other graphic design for a client as a service, 25.5% VAT is added to the invoice. The same applies when you transfer all rights. If you transfer only part of the rights, selling a limited right to use your own work so that you keep the copyright, you can invoice it as a usage fee without VAT.

Illustration

Illustrations are VAT-exempt as transfers of copyright, for example illustrations for a book or a magazine. If an illustration is used for advertising, 25.5% VAT is added to the invoice.

Commissions for private persons

When you invoice a private person, the hourly or project price must be stated including VAT.

How it works: a website redesign

1. You agree on the commission. A company agrees to pay €2,500 + 25.5% VAT for a new website. You make a contract that defines the schedule, the usage rights and any additional work and changes.
2. You create the invoice. Once the client has approved the project, you fill in the Keikkalasku form. It takes a few minutes.
3. We send the invoice. We check the invoice and send it to the client on your behalf.
4. We run payroll and you get paid. When the client’s payment reaches our account, we deduct the service fee and withhold tax according to your tax card. If the payment arrives on a working day by 4 pm, your salary is in your account the same day.

Can I invoice just one commission?

You can. Using Keikkalasku doesn’t tie you to anything: no monthly fees and no contract period. Most graphic designers who use our service invoice through us regularly, though, and that’s where the flat price shows best: the service fee stays the same however many commissions and however much invoicing you have.

Common questions from new users

This guide is general information, not personal tax advice. Check your own situation with the Finnish Tax Administration.