How To Write Your Freelance Invoice

If you are a freelance writer or work on any other freelance gigs then you should know how to write your freelance invoice.

For any business to succeed you need to calculate the time you have worked and bill your client.

But for that, you need to have an invoice to send in the first place.

Because just sending an email to your client for your service is not enough. It is always better to send an invoice.

Not only does this look professional but it is also a way for both freelancer and client to work in an organized manner.

No matter how large or small your business is, having an invoice will help you in getting on-time payments. Also, many businesses need invoices to track their expenditure.

So how do you write your freelance invoice?

I will show you everything you need to know.

What To Include In Your Freelance Invoice?

The hardest part is to do the client’s work, the invoice is just a minor system to get you organized and look professional.

Your invoice doesn’t need to look attractive and fancy. It just needs to be clear, easy to read, simple, and professional which should cover every detail that will be required for both freelancers and clients.

Here are the things that you should include when writing Freelance Invoices.

1. Header

The header is the first thing anyone will notice on your invoice.

Your header should contain the full name of your business or your full name in a simple and easy to read format.

You should also include the logo in the same header section.

If you still don’t have a logo then you can just write your business name or your full name in TEXT only.

The only thing you should consider that the header text should be larger than other text on the invoice.

You should BOLD it for emphasis.

2. Contact Details

The next thing your freelance invoice should have is your contact details.

These could be your personal contact details or your business contact details (as a freelancer this is your personal details always if you are working alone).

You should include your own contact information right below your header.

For Example:

P.O BOX- 9876
Bangalore, India – 560064
Mob- +91-1234567890

3. Your Client’s Contact Details

The next thing you have to write in your freelance invoice is the contact details of your client whom you are sending the invoice.

This will help you to send the invoice to the concerned person (this comes in handy if your clients are some big companies and had a large number of employees).

Include your client’s details like name, address, email address, contact number, website, and any other relevant information.

Having a client’s contact details will also help in tracking the payment also.

You can include the “TO” section just after your header section. This is what I do for most of my invoices.

Some freelancers put the client’s contact information on the opposite side to their contact detail. You can follow any of the ways which suit you. The main thing is that you should include it.

4. Have an invoice number

After your client’s contact information you can add the invoice number or you can have the invoice number on the top right-hand side for a quick view.

What you want is to create invoices that are unique and easy to track.

It doesn’t matter what number system you use, just make sure it’s in sequential order so you don’t get confused.

In simple cases, you can start the invoice number from #1 or #001 and counts up or you can add date along with number like #13-01-2019-001. It will also help you to track how many orders were completed on so and so date.

Invoice number makes it easy for both customer and freelancer to keep a track of their information.

5. Add Date

Add a date that tells when you have submitted the invoice to your client.

You can add a date like “date prepared” or “date delivered” so that you can follow up or something when your client makes a late payment.

6.have a due date

Specify the due date properly on every invoice.

Adding a due date is entirely your choice and your relation with your client. But most of the freelancers and invoicing systems add the due date of 15-day, 30-day, 45-day, and 60-day window from the date of invoice delivered.

Due date is required so that you get your payment properly on time.

7. Provide List of services

Now provide all the service details with a cost breakdown.

Every invoice should include a thorough list of services you provide to your client.

Adding every item/service you provided in a list is the best way to go.

Ideally, you want to include your rate and quantity of services offered. Give every item its own area so that it is understood properly by your client.

At the end add a subtotal, add taxes (if any), the amount paid in advance (if any), then add the total payable amount.

Bold or highlight the Total Amount for a quick view.

8. payment option

You should always specify the payment option for the convenient of everyone. You should mention whether you prefer to be paid in cash, direct bank transfer, cheque, credit card, or through services like PayPal, Payoneer, etc.

If you have a payment option PayPal (which almost every freelancer uses), don’t forget to mention your PayPal email address in the invoice.

9. Clarify Terms and conditions (Optional)

This is an optional thing to add in the invoice as you both have already discussed the terms of your work and that’s why you got the work in the first place.

But if you want you can add brief terms and conditions section at the backside of the invoice. It may include some basic things like what will happen if the client doesn’t pay on time?

You can then add a link to complete terms and conditions section (Hosted on your blog, etc.)

10. Thank You

It’s always a better practice to end the invoice with thank you. It helps you to add a personal touch and maintain a good relationship.

Your invoice is the last thing your clients see after you have completed the project. So why not give them something in return which makes them re-hire you.

For example, you can add a coupon code for future orders. You can also add an expiry date so that your clients come back soon.

Use marketing strategies like upsells and cross-sells to retain clients and boost your revenue.

Freelance Invoice Template Example

Freelance Invoice Template Example

When To Send Invoice?

You should always send an invoice after your client accepted the work you submitted and no changes were required.

These terms solely depend upon the terms you both have signed before taking the project. If you have contacts that for every new change you are going to charge, then you can send the invoice after your client accepted the work and mention the new cost after changes were done.

If there is a contract of prepayment or advance payment then also mention them in your invoice and then send them to your client.

Sending invoices solely depends on you. Just make sure that you and your client agree on the same.

Whatever the case, make sure to invoice your clients consistently. You’re more likely to get paid on time when your client receives invoices regularly than getting them sporadically.

How to Send Invoice?

If you have created your freelance invoice in any Word document or written by hand, it is better to convert it into PDF first and then email the same to your client.

While emailing make sure to add invoice number and amount in the subject line for smooth operation.

Additionally, you can use an invoice generator like ZOHO, Quickbooks, to streamline your process.

There are even some free freelance invoice generators available which will help you to create invoices online for your freelance work.

The online Freelance Invoice Generator are:

  1. PayPal freelance invoice generator
  2. Canva (search for invoice and you will get tons of invoices templates)
  3. Invoice Simple
  4. Freshbooks


Now you know how to write your own freelance invoice. Its time to create your own.

You can also use some online invoice generators like Freshbooks as it reduces the work you need to do as the system already has the data filled, amount and tax calculated, etc.

Often these systems include other features as well that are useful to freelancers, such as time-tracking.

But if you are just starting out, try to use any invoicing software so that you don’t need to worry at a later stage when your freelance business grows.

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