How to invoice as a freelancer? | Quick guide to making invoice – with examples

New to the freelancing scene or want to up your game? One of the most crucial indicators of professionalism is your invoice. This post will show you how to invoice as a freelancer.

How to invoice as a freelancer?

Freelancers do not work for any organization as an employee but pick up multiple assignments from different clients. It is imperative to know how to invoice as a freelancer as it helps them to be paid on time. The invoice helps to remove confusion or misunderstanding between freelancer and their clients. In this blog, we explain how to write up an invoice for freelance work.

What is a freelancer invoice?

Freelancer invoice is a document where the freelancer informs their customer about the fees due as per terms of the contract. You can issue your invoice on paper or electronically.  The invoice contains information about the product or services provided, payment, freelancer and customer details. How to issue an invoice as a freelance can show your professionalism and how well you know your business. It is an important document it is important is without any mistakes or errors.. There are some great sample freelance invoice available online that you can use.

Also read: Free Invoice Software | Top 25 free invoice software that best suits your business

How is creating an invoice for freelance work is different from a regular invoice?

Creating an invoice for freelance work can be tricky.  When you work regularly you get paid every week or month. Freelancer income fluctuates especially when they are working for multiple clients. While meeting deadlines is important a freelance must maintain a positive cash flow. You can send your invoices by regular mail or send an email.

• Opt for an online invoicing system, you can use your invoice for branding purposes. You can use a database with client information, where the information can be automatically adding the information. As a freelancer you need to ensure all the information is accurate. 
• You should number every invoice this will help you track what is outstanding and what has been paid. 
• You need to track taxation and languages to accommodate international clients. Keep a track of the self employment tax rate in each state or country. 
• Provide detailed information of the services provided – date, work completed, man-hours required. It will be easier for your client to examine the invoice. 
• Describe how you will accept payment, due date, and any discount associated with on-time payment. Thank your client for the work.
• Try to use multiple payment methods for your payments. Clients may prefer freelancer who fit their model.  Payment partners offer free or low cost options.

10 items to include when making an invoice for freelance work

It can be daunting to create invoice for freelance work when you first begin. Remember you have already done the hard part of completing the assignment successfully. Here is how to invoice as a freelancer. There are 10 items you should include when making an invoice freelance work –

1. Professional header –  your invoice should have a professional header where your business name with its logo or your full name is legible format. 
2. Contact information – Under your name include contact information – mailing address, phone number, and website. Alternatively, you can add your contact information to top right or left side of the invoice. 
3. Client contact information – Your invoice should specify your client’s name. You can include the recipient’s contact information.
4. Invoice number – Each invoice should have a unique identification number. This will help you keep track of invoices. You can adapt your own system as long as you do not get confused. 
5. Date prepared – You should mention the date the invoice was prepared. The invoice date helps you track payment delays.
6. Due date – Specify a due date on your invoice. Freelancers typically give a 30 or 60-day timeline for payment.   You can refer to the payment terms when you agreed to the job.
7. Payment Option – You can specify how you wish to receive payment in your invoice – cash, cheque, credit card, or payment provider like Paypal. 
8. Payment terms – Specify if you charge a late fee for overdue payments. If you do charge a late fee we recommend you send one or two reminders before the invoice is overdue. 
9. Breakdown of service –  It is important to add the breakdown for the services you offer. If you are offering many services be sure to itemize each service on a new line. 
10. Total amount due – Don’t forget to add the total amount due. The total amount should be bold and emphasized. Do not forget to charge them VAT.

You can add a personal touch to maintain the client relationship. You can add a thank you to the invoice.

Also read: Flexible Hours | The hidden powers of flexible scheduling & its pros and cons

How to create an invoice for freelance work?

Whether you freelance temporarily or work as a freelancer full-time, you need to know how to create an invoice for freelance work. Many companies will not pay you till you send them an invoice. One of the first things you need to decide is how you will charge your client – you may decide to charge them on an hourly basis or charge a flat fee. Your rates may defer depending on the complexity of the project. Freelancers can use three methods to prepare their invoice- 

• You can create an invoice template on Google Docs, Microsoft Word, or Excel. 
• You can use online invoice templates and customize it as required.
• You can use bookkeeping software to create your invoice. There are free and paid bookkeeping software available in the market for invoicing.

Invoice for freelancers – 10 samples

As a freelancer it is important to get paid on time. You need to have a robust invoicing system in place. Invoices help you look more professional. It shows your client the services you have provided and how much they need to pay you. The invoice helps to maintain your records. We have some freelance invoice example below. You can refer to these and learn how to make an invoice for freelance work.

Writing an invoice for freelance work

Only 71% of freelancers get paid on time. Invoicing is a critical to ensure you get paid on time. You can invoice your clients weekly, monthly or per projects. An advantage of writing an invoice for freelance work is you can supply a payment options where you can be and track and record your payment. We have provided a freelance template invoice for your reference. 

Invoice			Logo
Your Company Name <<Street Name>> <<City, State, Zip Code>> <<Phone Number>> <<Email Address>>			Date Invoice No <Payment terms (due on receipt, due in X days)>
BILL TO Customer Name <<Street Name>> <<City, State, Zip Code>> <<Phone Number>> <<Email Address>>			Project Details Project Name/Department Project Description
Description	Hours	Rate		Total
		$0.00		$0.00
		$0.00		$0.00
		$0.00		$0.00
Remarks/Payment Instructions		Subtotal		$0.00
		Discount		0.0%
		Subtotal less Discount		$0.00
		Tax Rate		0.00%
		Tax		$0.00
		Balance Due		$0.00
Thank you for your business

 

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Freelance artist invoice

A freelance artist works on a short-term basis or a contractual basis. Depending on their skills, they can work in industries like advertising, journalism, and design. Freelancer artists usually have a niche – writing, designing, or producing art pieces. Before you learn how to send an invoice for freelance work, you need to know the average hourly salary of a freelance artist, they earn $26/hour. You can use the freelance artist invoice template below.

Invoice				Your Company Name Business Address City Country Postal
BILL TO: Company Name Address City Country Postal				INVOICE # 00000001 DATE 12/31/20 INVOICE DUE DATE           12/31/20
ITEMS	DESCRIPTION	QUANTITY	PRICE		TAX	AMOUNT
ITEM 1	Description	1	$000.00		1%	$000.00
ITEM 2	Description	1	$000.00		1%	$000.00
Total
NOTES:		TOTAL

 

Sample invoice freelance writer

A freelance writer is a writer who works as a contractor for a company. They can work for multiple organizations simultaneously. Freelance writers are generalists and can write for websites, press releases, blogs, internal corporate communication, or marketing materials. Before you make a freelance writing invoice, you need to know the average salary for a freelance writer is $30.39/hour or $63213/hour. You can use this sample invoice freelance writer.

FREELANCE WRITER INVOICE
[Insert Company Name and Address]	Invoice Date
To: [Insert Recipient’s Name and Address]	For: [Insert Description of Services Rendered]

 

DESCRIPTION	DATE	HOURS/ARTICLES	RATE/FEE	AMOUNT
			Total
Payment Instructions Thank You

 

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Invoice freelance designer 

Designers use tools to create posters, websites, logos, brochures, magazines, and other materials to communicate their ideas or present information in a visual format. While learning how to write an invoice for a self-employed freelance invoice, you need to know how much to charge your clients. The average salary of freelance designers in the US is $30.27 per hour. We have provided a tabulated sample of an invoice for a freelance designer.

[Company Name] Name: [Name] Street Address: [Street Address] City, State: [City, State] ZIP Code: [ZIP Code] Phone: [Phone] E-mail: [E-Mail]			FREELANCE DESIGNER INVOICE
Invoice No			Date : 10.02.2022
Client CompanyName: [Name] Street Address: [Street Address] City, State: [City, State] ZIP Code: [ZIP Code] Phone: [Phone] E-mail: [E-Mail]
Description	Hours	$ / Hours		Amount ($)
[Comments or Special Instructions]		SUBTOTAL
		DISCOUNT
Payment is due within 15 days.		TAX
		TOTAL

Freelance videographer invoice template

Freelance videographer captures video content for their clients when required. They work under a producer, alone, or as a part of the recording team for anything from a long movie or short music or promotional video. They provide, maintain, and operate their own equipment, shooting the footage, and editing the content. While learning how to invoice for freelance work you should know the prevalent market rates. The average salary of a freelance videographer is $49,080/year. We have added a videographer invoice example which you can modify and use as a freelance videographer invoice template.

Invoice
Creative Media Production 101 Fake Street, Lorem  New York 50550		Invoice No 28563 Date:01/01/2020
Bill to  Dwayne Clark 24 Dummy street Lorem Seum 570568		Payable in 7 days
Quantity	Product Description	Price	Total
45	Video production	$60.00	$2700.00
1	Product Demo	$200.00	$200.00
10	Wedding Video Highlights	$35.00	$350.00
60	Weekly Videos for Jewelry Brand Instagram	$65.00	$3900.00
		Subtotal	$7150.00
		Vat	5%
		Total	$7883.00

 

Also read: How to start a successful freelance writer career in 7 steps?

Invoice for personal services

There are many personal services you can offer while freelancing. They can range from web design, business coaching, to content marketing. It is vital to protect your financial and legal interests. You must invoice for personal service properly. You use the following freelance invoice sample.

Invoice
Your Company Name Your Name 123 Abc St.  Tel: ###-###-#### Email: _______________
Billing Company Address Contact Details		Invoice No #### Date Jan 1, 0001 Due Date Jan 14, 001
Quantity	Description		Unit Price	Price
1	Provided Services Description (date range)		$0.00	$0.00
			SUBTOTAL
			SALES TAX
			SHIPPING & HANDLING
			TOTAL
Notes
If you have any questions concerning this invoice, please contact: Your Name  Tel: (###) ###-#### THANK YOU FOR YOUR BUSINESS!

Also read: best remote graphic design jobs | Salaries, qualifications & skills needed!

Graphic designer freelance invoice

Graphic designers work to generate visual designs for their clients. The design may be logo, working web designer on the website, or generating designs for brochures and pamphlets.  Brands use their designs to communicate ideas to their customers. Graphic designers incorporate texts and images in their design and must be able to work on different media. 21% of graphic designers are freelancers. The average salary of graphic designer is $30.27/hr. 

Your Logo
Your Details
Graphic  Designers  ABC Seller Graphic Designer Location Street,City Country Postal Code		Client’s Name To ABC Company Client Location  Street, City Postal code
Invoice no		Due Date
Invoice Date
Item	Quantity	Rate	Subtotal
Logo Design	X	$0.00	$0.00
Social Media Announcement Banner	A	$0.00	$0.00
Infographics	A	$0.00	$0.00
Brochure Design	A	$0.00	$0.00
Invoice Summary
		Subtotal	$0.00
		Vat	$0.00
		Total	$0.00
Payment Instructions

 

Freelance hourly invoice template

Clients often pay freelancers for the number of hours they have worked rather than a fixed price for the service they provide. Hourly projects are best suited for long-term projects, projects where the scope is undefined, or where you have established a long-term relationship with the client. While learning how to go about invoicing for freelancer, here are some things you need to remember – create milestones for invoicing with your client and accurately track the time through apps or manually. 

Company Name Street Address City, state, Zip Code Phone-  Fax Email Address	Invoice #000 Date : XX/XX/2022 Due Date : XX/XX/2022
To	For
DESCRIPTION		HOURS	RATE	AMOUNT
		TOTAL
Make all checks payable to  Payment is due within 30 days. If you have any questions concerning this invoice, contact: Your Name  Tel: (###) ###-#### Thank you for your business!

 

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Freelance editor invoice template

A freelance editor’s job description can vary from proofreading something to guiding a writer on a book or article’s subject or theme. They may make suggestions for the structure, layout, and uniformity of the piece of writing.  Editors need to have attention to detail.  How to write an invoice for payment will vary depending on the rate. The rate editor can charge for their work will depend significantly on their job description and experience. The average hourly rate of an editor is $29.50/hr or $61,370/yr. Here is a freelance editor invoice template you can use.

Company logo				Your Company Name Your Business Address City Country Postal Code
BILL TO: Company Name Address City Country Postal code				INVOICE # 00000001 DATE 12/31/20 INVOICE DUE DATE 12/31/20
Sr No	Description	Quantity	Price		Tax	Amount
1	Description	1	$0.00		1%	$0.00
2	Description	1	$0.00		1%	$0.00
Total						$0.00
Notes

 

Also read: Remote Virtual Assistants Jobs

Virtual assistant invoice template

Virtual assistant assists companies with tasks like sending emails, booking reservations, maintaining and scheduling appointments and meetings, managing social media accounts, and any support tasks as required. As a freelance virtual assistant, you can use the market rate as an indicator to set your price. It will depend on your experience, education levels, and quantum of work. According to PayScale, the hourly rate for VA is $15.69/hr. You can use the following virtual assistant invoice template.

Add Logo		Date on Invoice
		Invoice number
FROM		To
[COMPANY NAME]		[COMPANY NAME]
[ATTN]		[ATTN]
[STREET ADDRESS]		[STREET ADDRESS]
[CITY, STATE, ZIP CODE]		[CITY, STATE, ZIP CODE]
[PHONE]		[PHONE]
[E-MAIL]		[E-MAIL]
Description	Hours		Rate	Amount
Description	X hr		$0.00	$0.00
Notes			Subtotal	$0.00
			Discount	$0.00
			Tax/Vat	$0.00
			Total	$0.00
Thank you for your business!

 

Can I make an invoice without a company?

As a freelancer, you may wonder, can I make an invoice without a company? When you offer freelance services, you already own a business, even if it is unregistered. You are responsible for all profits, debts, and losses and you need not formally register your business. You are free to invoice your clients for the services you offer.

What are the payment terms for freelancers?

Payment terms are the payment instructions included in quotes, contracts, and invoices and summarize how you will receive your payments. You can add some of these payment terms when you make your invoice.

• Late payment terms refer to the terms for not making the payment by the due date. You can charge a late fee or additional interest charges.
• Each invoice has a due date or the date by which you should receive payment. Freelancers prefer a 7, 15, or 30-day payment cycle to track payments. 
• Mention payment method. You can opt for bank transfer, Paypal, credit or debit card, or cheque.
• You can offer discounts for new clients, early payments, or bulk work. 
• Freelancers may have international clients. Freelance invoicing should mention the currency.
• Deposits are a vital part of your payment terms. Let the client know the advance or deposits in advance. Mention if it is deductible from the next invoice or if the deposit is refundable. 

How to invoice a company as an individual?

As an individual, here is how to write an invoice for freelance work-

• Use a professional header to state your business name and logo or your full name, and include all your contact information. 
• Select an invoice template you find appropriate. There are many free freelance work templates available online. 
• Bill your client according to the payment terms mentioned in the contract. 
• Companies usually have a billing department. Remember to send the invoice to the correct department and copies to concerned individuals.
• Send invoices to your client according to their billing cycle. You will know when to send your bill and when you should follow up. 
• You may need to send reminders to follow up for payment.