Invoice Insight: How to Write Your First Freelance Invoice

freelance invoice

Do you know the number of freelance workers that don’t get paid?

It’s the majority. In fact, 58% go unpaid for their work. Inefficiency in invoicing is a big cause behind this problem.

This is quite unfortunate, given how now is the right time to start freelancing. You’ll have flexible work hours and more control over the quality of your output.

That said, you will run into problems like making freelance invoice mistakes. This can lead to your client not paying you the right amount or on the due date. This is the most common rookie mistake, but you can perfect it in time.

Are you ready to learn how to write an invoice for freelance work? Read on and find out.

1. Write the Header

It’s important to make your header look as professional as possible. Your freelance invoice template should include your full name in an easy-to-read font. If you’re running a business, you should put the business name instead.

The font size for your name should be a bit larger than the rest of the invoice text. You can put it in boldface to emphasize it. Once you’re done with that, you can now include the following information when applicable:

  • Mailing address
  • Phone number
  • Email address
  • Website

You need to write these under your name. Type it out in several lines to ensure that it’s easy to read. To go the extra mile, you can put your business logo on the left or right side of the header.

2. Write Your Client’s Information

After writing your information, you now need to specify the recipient of the invoice. If your name, logo, and details are at the right side on top, your client’s information should be on the left side below it.

Doing this ensures that it looks well-structured and pleasing to the eye. Remember, there are about 126 million people employed in the United States alone. Make yourself stand out by giving them a well-put freelance invoice.

3. Write the Invoice Details

When writing the details, you need to put it somewhere across the part where you wrote your client’s name and contact info. Placing it there is important since it allows you and your client to have an easy means of tracking information.

Some of the basic information you can put includes:

  • Invoice number
  • Date prepared
  • Due date of the payment

The numbering system you use often doesn’t matter. It’s still best to make it sequential to ensure that you don’t get confused. It’s up to you to set the due date for the payment.

If you want a good template for payment timeframes, you can go for 30-, 45-, or 60-day variants. It’s also possible to make the recipient pay upon receiving the invoice as soon as they can. This type of timeframe is “due upon receipt.”

You need to specify the types of payments you accept. Type out your preferences, whether it’s cash, checks, credit cards, or online services like PayPal. Most companies prefer doing direct deposit if you’re doing regular work for them.

The last thing you need to write in this section is whether you charge late fees for invoices. Most freelancers have this rule to ensure they get paid on time. You might need to include your tax ID number for the purposes of tax auditing.

4. Write the Breakdown of Services

You need to give a breakdown of the services you rendered when you create the invoice using tools like Microsoft Word. You should also include any of the possible additional charges your client must pay for your work.

It’s necessary to include columns for the type of service rendered, the date, quantity, payment rate, total hours worked and the subtotal. It eases the process of adding up the total when listing out different tasks and projects you accomplished for the client.

You can always write reminders or thank you notes under the total. It’s a nice way to close the invoice since it’s cordial and polite. People are more inclined to work with you when you’re courteous while maintaining the professional level of service.

Things to Do Before Making an Invoice

Before writing your invoices, you need to consider doing the following tasks first. It helps you clear up any possible future misunderstandings. It could also give you a clear idea on what to write on your invoice.

1. Discuss Payment Terms with Your Clients

Clients should always know your work and payment terms before they work with you. This helps them prepare for anything once you send your invoice. Your best bet is to make a freelance agreement and make the client agree to it by signing it.

You also need to mention your terms when they don’t pay or are late in payment. Most rookie freelancers hesitate to discuss these things. However, you need to do this to ensure that your payments will always be on time.

2. Track Work Done in Spreadsheets

When it comes to work, don’t rely on your memory alone. It can be impossible to remember every single charge you might do when it’s time to make your invoice. The simplest, most accessible way of keeping track is by maintaining a spreadsheet.

Make it a habit to update it whenever you finish a job with a client. Add dates to know the days you worked and how much you’re expecting to get paid. That way, you can show it as proof when discrepancies arise.

Learn to Make Your Freelance Invoice

If you want to make a living out of freelance work, creating a professional freelance invoice is one of the vital contributors to your success.

Sending out paper scribbles as receipts might send the wrong message to the client. They might question the way you do your job and thus won’t take you seriously.

There are a lot of freelance writer invoice template options available for you to use. We can remove the hard work out of your invoice making with our simple and convenient features. Contact us today if you want to know more.