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Why freelancers should send professional invoices
As a professional freelancer, you bring your experience, unique skills, and knowledge to every project you complete for your clients - from writing to design. That means you need to have clear, organized invoices that include enough detail to highlight the great work you have provided, as well as show your clients the advantage of working with you.
Your invoice works double duty as a reminder of your outstanding work so your clients will call you again, as well as refer you to their business associates and friends.
An orderly, well-designed invoice also instills confidence and credibility in your reputation and personal brand. You are an expert in your field – make sure your invoice reflects your skill and professionalism.
Many other templates are available for download on our site. View our complete template collection.
- Look through our great selection of freelancer invoice templates in different designs and colors, and pick the one you like best in the format you usually use – such as Word, Excel, PDF, Google Docs, or Google Sheets
- Download the invoice template. It’s fast and it’s free!
- Add your freelance business name, address, phone number, and email address
- Insert your beautifully designed freelance business logo, along with your website, and any graphics you use to represent your business
- Add in your client’s name and contact information
- Generate a unique invoice number and add it to the template
- Include the date of the invoice and the payment due date
- List the freelance work you’ve done, and the price for each portion based on your hourly or flat rate
- Add lines to include any extra charges, such as travel, or overnight or rush jobs
- If you are including a discount for a regular or agency client, or to encourage future work from a first-time client, add a line explaining the discount so your client knows they are getting an extremely good price for your expert freelance services
- Calculate the price, including applicable tax, and enter the total
- Include your payment terms, such as the methods of payment you accept
- Make sure you add a personal note at the end, such as a thank you, or to tell your client how much you enjoyed working with them. After all, it’s your personal touch that sets you apart from the competition in your field!
- Save a copy of the invoice – and give it to your client!
When is the right time to send an invoice to your freelance clients?
The right time to send an invoice varies with the type of freelance services you provide. Some freelancers 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 many freelancers ask for payment up front, or for a percentage of the estimated cost up front, if the project will span many weeks and involve a lot of materials or supplies.
Whatever payment time period you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Invoicing tips for freelancers
Include professional recommendations
Include a few lines to describe any future services you think would be helpful for your client. It reinforces your image as a professional and expert in your field, and it lets your clients know you are thinking about their best interests. It also encourages repeat business!
Keep a record with numbered invoices
Numbered invoices help you keep track of how much money is coming in, which is important for the financial health of your freelance business. It also shows clients you have a professional, organized system in place.
Always include a ‘payment due’ date
Always clearly indicate when you expect payment without sounding too aggressive. It pays to be polite, but firm.
Don’t be shy about following up
If a payment is late, follow up immediately. Be friendly and polite and your clients should appreciate the reminder. You have provided a valuable service and you deserve to be paid in a timely manner.