A Complete Guide to Invoicing for Freelancers

Looking for a guide to invoicing for freelancers? Getting to grips with invoicing can be daunting, but it’s a crucial aspect of managing your business. Without an invoice, your clients won’t know how much they owe you for your services. You could end up being underpaid, or worse – not getting paid at all!

In this guide, we’ll cover everything you need to know about invoicing as a freelancer, from what an invoice is, to best practices for ensuring timely payments.

What Is an Invoice?

An invoice is a detailed bill sent by a service provider to a client. It specifies the services rendered and the amount owed.

For freelancers, invoices are vital documents that outline the work completed, the agreed-upon rates, and the payment terms. Invoices serve as a payment request and a record for financial accounting and tax purposes.

Types of Invoices

Believe it or not, there’s more than one type of invoice. Understanding the different types of invoices can help you choose the right one for each scenario. Here are some common types of invoices freelancers might use:

Proforma Invoice

A proforma invoice is an estimated invoice sent to clients before the work begins or the services are provided. It’s not a demand for payment, but rather a way to outline the anticipated costs and terms. Estimated invoices allow clients to see whether they can afford your services.

Interim Invoice

Interim invoices are used for long-term projects and are sent periodically throughout the duration of a project. They help ensure a steady cash flow for the freelancer and allow clients to make incremental payments.

Final Invoice

A final invoice is issued after completing a project, detailing all services provided and the total amount due. It finalizes the payment process for a specific project.

Recurring Invoice

Recurring invoices are used regularly for ongoing services provided, such as monthly retainers or subscription-based work. These invoices are sent at predetermined intervals and often contain the same amount each time.

Credit Invoice

Also known as a credit memo, a credit invoice is issued when you provide a refund or a discount to a client. It reflects the amount credited back to the client’s account.

How to Write an Invoice for Freelance Work

Creating a professional invoice is reasonably straightforward once you know what to include. There are also many freelance invoicing templates that can help speed up the process. Your invoice should include:

1. Header: Include your business name, logo, and contact information.
2. Client Information: Add the client’s name, company, and contact details.
3. Invoice Number: Assign a unique invoice number for tracking.
4. Invoice Date: Clearly state the date the invoice is issued.
5. Payment Due Date: Specify the deadline for payment.
6. Service Details: Provide a detailed description of the services provided, including dates, hours worked, and rates.
7. Subtotal and Total Amount Due: Calculate the total amount due, including any applicable taxes.
8. Payment Terms: Outline the payment methods accepted and any late fee policies.
9. Notes: Add any additional information, such as thank you notes or reminders.

Does the thought of writing an invoice manually fill you with dread? We recommend using dedicated invoicing software to simplify the process.

Freelancing Invoicing Best Practices

To streamline your invoicing process and ensure timely payments, follow these best practices:

1. Use Consistent Formatting

Consistency in your invoice format helps maintain a professional appearance and also makes it easier for clients to recognize your invoices. Use the same template and style for all your invoices.

2. Check for Errors

Before sending out an invoice, double-check all details for accuracy by proofreading the text. Ensure there are no spelling mistakes, incorrect amounts, or missing information.

3. When to Send Your Invoices

It’s vital to send invoices promptly—for your sake and that of the client. Remember, clients require invoices for financial records. We urge you to send invoices promptly after completing a project or as agreed in the contract. For ongoing projects, send interim invoices at regular intervals.

4. Etiquette for Communication Around Invoices

Maintain a polite and professional tone in all invoice-related communications. Clearly state your expectations and be courteous in reminders and follow-ups.

5. How to Make Sure You Get Paid

Ensuring that you’re paid is part of establishing boundaries as a freelancer. To ensure timely payments, set clear payment terms in your contract, offer multiple payment options, and use invoicing software that can automate reminders.

6. How to Follow Up on Unpaid Invoices

Occasionally, you’ll get clients who think they can dodge invoices. If a payment is overdue, send a polite reminder immediately. Follow up regularly and escalate the issue, if necessary, but always maintain professionalism. As a last resort consider involving a collections agency or small claims court if required.

Becoming a Freelancer

Do you dream of escaping the 9–5 grind and becoming a freelancer? Then consider our comprehensive course, Becoming A Freelancer! It’s the ultimate guide to setting up a freelancing business from scratch. You’ll learn how to set up your ideal freelance business, find prospective clients, and more. We also offer free lessons for this course!