How to Invoice as a UX Designer
A step-by-step guide to UX design invoices: how to price each phase from research to a tested prototype, what to do with usability-testing costs, and how to bill work outside the brief.
The US Bureau of Labor Statistics covers this work on its web developers and digital designers page (last modified August 27, 2026), which says: "Digital designers develop, create, and test website or interface layout, functions, and navigation for usability." A UX invoice mirrors that sequence: research, wireframes, a prototype and testing, each priced before it starts and billed when the client receives it.
All four phases can sit on one estimate. Billed's help center article on estimates says: "You can make an estimate and then send it to your client. Your client can approve it to proceed further." Billed's invoice software page then explains how to "convert an approved estimate into an invoice". To collect the fee as phases are handed over, Billed's help article on payment schedules explains: "A payment schedule lets you add a payment plan to the invoices." The steps include: "Choose a suitable option among percentage or flat amount." and "Fill out the payment amount and due date of each payment."
Worked example, using sample figures and leaving out tax: a checkout redesign is priced at $3,000.00 for research, $4,500.00 for wireframes and $4,500.00 for a tested prototype, $12,000.00 in all, collected as three flat payments as each phase is handed over. Five usability-test participants receive $60.00 each, $300.00 that you record as the client's expense and add to the next invoice. The project comes to $12,000.00 + $300.00 = $12,300.00.
Step-by-step invoicing guide
- 1
Break the project into phases
List research, wireframes, prototype and usability testing as separate phases, each with what the client receives at its end.
- 2
Quote the phases on one estimate
Attach the brief or a scope document. Billed's estimating software page says: "Attach important files and images with your estimates."
- 3
Collect the fee as phases are handed over
Use one invoice for the whole fee and add a payment schedule, so each payment falls due when its phase is delivered.
- 4
Pass on testing costs
Record participant incentives, recruiting fees and testing-tool charges for this client as the client's expenses. Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice."
- 5
Quote new screens or flows before you start them
Work that wasn't in the brief gets its own estimate, so the original price stays as the client approved it.
- 6
Bill extra rounds of changes by the hour
When the client wants changes past the rounds in the estimate, log the time. Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it." It adds: "From the project dashboard you can invoice one task or several at once."
Tips for ux designer invoicing
- Write what the client receives at the end of each phase, such as a research report or a clickable prototype.
- State in the estimate's notes the rounds of changes the price covers, for example two. Billed's help article on creating an estimate says: "You can also add any terms and conditions in this section."
- Save your phase prices and your hourly rate as items. Billed's help article on items and services says: "You can use these items and services to bill your clients."
- Keep the receipt for each participant incentive with the client's expense record.
- For a monthly design retainer, bill on a schedule. Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once."
Common invoicing mistakes to avoid
- Billing the whole fee at the start, with no payment tied to delivery
- Designing new screens or flows without a new estimate
- Paying participant incentives yourself and forgetting to bill them
- Extra rounds of changes done without logging the time
- An invoice naming a phase the client can't find on the estimate
How this works in Billed
Estimates the client approves
Billed's help center article on estimates says: "You can make an estimate and then send it to your client. Your client can approve it to proceed further." Billed's invoice software page then explains how to "convert an approved estimate into an invoice".
Payments by phase
Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." The steps include: "Choose a suitable option among percentage or flat amount." and "Fill out the payment amount and due date of each payment."
Hourly rate projects
Billed's time tracking page says: "Create an hourly rate project, set its hourly rate, and Billed tracks the charge for each task as you log it." It adds: "From the project dashboard you can invoice one task or several at once."
Testing costs on the next invoice
Billed's help article on creating an invoice says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice. The expense will appear as a line item in the invoice."
Card and offline payments
Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." It also says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| UX work | On the invoice |
|---|---|
| Research | A phase payment of its own |
| Wireframes and prototype | Phase payments, due on handover |
| Test participant incentives | Client expenses on the next invoice |
| New screens or flows | A new estimate |
| Extra rounds of changes | Hours from an hourly rate project |
When this isn't for you
If you're on staff at an agency or product team, your employer invoices its clients, not you.