How to Invoice as a Freelancer
Sending an invoice as a freelancer is an exhilarating process; you can practically hear the cha-ching of money hitting your bank account. But before the deposits start rolling in, you need to actually create the invoice. Not sure where to start? You’ve come to the right spot. Over the last 10 years as a freelance writer, I’ve used super simple PDF invoice templates and recently started transitioning to a streamlined invoicing software.
How to invoice someone as a freelancer
Your invoice should include several details that are helpful for both you and your client, including:
Your name and contact information, including email, mailing address, and phone number
Date of original invoice
Due date
Unique invoice number
Services provided and price
Method of payment
Contact information of your client and/or their accounting department
You can download a simple invoice template online. For years, I used a Google doc invoice template I found online. Once I filled it out, I downloaded it as a PDF so clients couldn’t change any details.
What to ask your client before invoicing
Before you fill out your first invoice, make sure you’re both on the same page when it comes to payment details. Here are some questions to ask before you even take on your first project (and if you’ve already started - no problem! Just send a follow-up email to ask).
How often do you want to be invoiced? (30 days is common, but some companies have more frequent invoicing schedules)
How long does it take for payment to be remitted? (This is called net pricing: net 30, for instance, means the client pays within 30 days of receiving the invoice)
What payment methods do you support? (Give a few options, such as PayPal, ACH deposit, check, or even Stripe credit card payments)
Where should I send my invoices? (Some clients are the direct contact for invoicing, while others have an accounting department you’ll work with)
Clarifying these details makes sure you’re working on accurate expectations. It also lets you know when is a reasonable time to follow up because you know when to expect payment.
Best invoicing software for freelancers
As I’ve grown my freelance writing business, I’ve streamlined my invoicing process so I can better track outstanding payments. I use a software called Harlow (grab a free two-week trial with the referral link!). It’s designed by freelancers, which is perfect because it has the right amount of features without being overly complicated.
You just input your client contact information once, then add in your project details whenever it’s time to invoice. You also get notifications when they open the invoice so you know who has seen it! I’ve also started getting my virtual assistant to draft most of my invoices. I keep my monthly projects in my freelance income tracker so she knows what to include. Then I go in to review and send. It’s a snap!
How to invoice without a company
Most companies that work with freelancers know that you may not have a corporate entity attached to your business. You may just be a sole proprietor and that is completely fine. Just use your own name where you would put your company name. As long as you have contact information for the client to follow up with, you have everything you nee.
Invoicing as a freelancer isn’t that complicated. For beginners, you just need a Google Doc or MS Word/Excel template that you can save as a PDF. As you get more clients and want to better track your invoices (and even outsource invoicing to your VA), grab a quality invoicing software like Harlow.
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