Why you should use a blank invoice template
As a self-employed professional, you bring experience, skill, and knowledge to the great services you provide to your clients.
A blank invoice template gives you the flexibility to create clear, organized invoices with room for all the details to ensure you are paid properly, and your clients understand the advantage of working with you.
Your invoice also serves as a reminder of the work you have done long after the project is over – so let a sophisticated, well-designed invoice instill confidence and credibility in the services you provide.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our wide range of blank invoice templates in different designs and colors, and pick one in the format you want to use for your invoicing – Word, Excel, PDF, Google Docs, or Google Sheets
- Download the blank invoice template. It’s free!
- Add your business name and contact information. If you provide emergency 24-hour service, or any other special services – make sure you mention it here
- Insert your well-designed logo, website address, and any professional qualifications or certifications
- Add in your client’s name and current contact information
- Generate a unique invoice number and add it to the blank invoice template
- Include the date of the invoice and if applicable, the dates the work was started and completed – along with the payment due date
- List the products or services you’ve provided, and the price for each based on your hourly or flat rate. Add enough detail to eliminate any potential misunderstandings about the amount of money you have charged
- Add or remove lines to customize the blank invoice format to meet your billing needs for that particular client
- If you are including a discount for a loyal customer, or for a high volume of work, add a line explaining the discount so your client knows they are getting a great price
- Calculate the total price, including applicable tax, and enter the total at the bottom of the invoice
- Include your payment terms, such as the methods of payment you accept
- There is room on the blank invoice template to add a personal line at the end, such as a thank you, or to tell your client how much you enjoyed working with them
- Save the invoice – and send it off to your client!
When is the right time to send an invoice from a blank template to your clients?
The right time to send an invoice can vary with the job and the client. Some business professionals wait to send an invoice at the end of a job or project.
As an independent business owner, you need to keep the revenue coming in, so customize your blank invoice template to charge for payment up front, or for a percentage of the estimated cost up front, with the remainder on completion of the project. If you have been retained for an extended period of time, modify the template to invoice monthly, or at certain significant milestones in the project.
Whatever payment time periods you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Blank invoice template tips for self-employed professionals
Don’t be afraid to follow-up
If a payment is late, follow up immediately. Your invoice might have been misplaced, or your client may be bogged down in another matter. Be friendly and polite and they should appreciate the reminder. Don’t let your hard earned paycheck get lost in the shuffle!
Use numbered invoices
Numbered invoices help you keep track of how much money is coming in, and shows clients you have an organized system in place. A blank invoice template also allows you to assign a job code if your work for that client is going to be spread out over a long period of time and involve several invoices.
Include a timesheet
Keeping an up-to-date timesheet can help you accurately track your billable hours. Include your timesheet as an attachment to your invoice so your client can see the amount of work you need to be compensated for.
Change your payment terms
With the rise of e-commerce people are accustomed to paying for products and services right away. Consider shortening your payment terms from 30 days to three weeks, or even to 15 days on your blank invoice template.