How to Make an Invoice for Freelance Work
A complete guide to billing clients professionally as a freelancer.
Updated March 9, 2026 by invoice.Now.
What Every Freelance Invoice Needs
A freelance invoice is a formal request for payment. As a practical baseline, it should include these fields. Legal requirements vary by jurisdiction and tax status. For example, official VAT guidance in the UK and EU requires specific invoice details for VAT invoices, as outlined by GOV.UK and the European Commission.
- Your name and contact details. Full name (or business name), email address, and mailing address.
- Client's name and contact details. The person or company you are billing.
- Invoice number. A unique identifier for tracking. See invoice number examples for format ideas.
- Invoice date. The day you issue the invoice.
- Due date. When payment is expected.
- Line items. A description of each service, the quantity or hours, the rate, and the line total.
- Total amount due. The sum of all line items, plus tax if applicable.
- Payment terms and methods. How and when you expect to be paid.
Hourly vs Project-Based Rates
Hourly billing works best when the scope is uncertain or ongoing. List the number of hours worked, your hourly rate, and the total for each task. Clients appreciate transparency, so consider including a brief description of what was done during those hours.
Project-based billing works best when the scope is well-defined. List the deliverable as a single line item with a flat fee. This is simpler for both parties and avoids debates about how long something should have taken.
You can mix both approaches on the same invoice. For example, charge a flat rate for the core project and an hourly rate for revisions beyond the agreed scope.
Complete Example
From: Maria Chen, [email protected], 42 Oak Street, Portland, OR 97201
To: Bright Pixel LLC, [email protected], 100 Main Street, Suite 4, Seattle, WA 98101
Invoice #: MC-2026-003
Invoice Date: March 5, 2026
Due Date: April 4, 2026
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Website redesign - homepage | 1 | $2,000 | $2,000 |
| Website redesign - about page | 1 | $800 | $800 |
| Additional revisions | 3 hrs | $100/hr | $300 |
Total: $3,100
Payment Terms: Net 30. Payment accepted via bank transfer or PayPal.
When to Send Your Invoice
- After project completion. The most common approach. Finish the work, send the invoice.
- On a milestone schedule. For larger projects, invoice at agreed milestones (e.g., 50% upfront, 50% on delivery).
- On a recurring schedule. For ongoing retainer work, invoice at the start or end of each month.
Send invoices promptly. The longer you wait, the longer you wait to get paid.
Payment Terms for Freelancers
Net 15 or Net 30 are the most practical terms for freelancers. Due on Receipt works for small, one-time projects. Avoid Net 60 unless you are working with a large organization that requires it and you can absorb the cash flow delay.
Always state your terms in writing before starting work, ideally in a contract or project agreement. The invoice should confirm what was already agreed, not introduce new terms.
Use the freelance invoice generator to build your invoice in minutes, or browse invoice templates to find a layout that fits your brand.
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