Getting paid as a freelancer starts with a clear invoice. This guide walks you through exactly what to include, when to send it and how to avoid the mistakes that delay payment.

Step 1: Agree the terms before you start

Most late payments are really misunderstandings. Before any work begins, agree in writing (an email is fine) the price or rate, what is included, when you will invoice and the payment terms. A quote is the simplest way to do this. Your invoice then simply repeats what the client already accepted.

Step 2: Use a unique invoice number

Number every invoice in sequence, such as INV-0001, INV-0002 and so on. Sequential numbers make your records easy to audit and make it clear which invoice a payment refers to. Never reuse a number. If you fix a mistake, issue a credit note rather than editing the original.

Step 3: Include the essentials

  • Your name or business name, address and contact details
  • Your client's name and billing address
  • Invoice number, invoice date and due date
  • A clear description of each service, with quantity and rate (hours × rate, or a fixed fee)
  • Subtotal, any sales tax, any discount, and the total due
  • How to pay: bank details, a payment link, or accepted methods
  • Your payment terms and any late-fee policy

The free invoice generator has all of these fields, so you only fill in the details.

Step 4: Describe the work in the client's language

"Design work – 12 hrs" invites questions. "Homepage redesign: wireframes, 3 rounds of revisions, final files – 12 hrs" does not. Describe results, not just time. If you bill by project, list the milestone or deliverable. If you bill hourly, mention the period covered.

Step 5: Pick sensible payment terms

Common choices are due on receipt, Net 15 and Net 30. Shorter terms improve your cash flow. For a new client, ask for a deposit (for example 30–50%) before you start. Use the due date calculator to work out the exact date and write it on the invoice. More in Net 30 payment terms explained.

Step 6: Handle sales tax correctly

Whether you must charge sales tax on services depends on your state and the type of service. Some states tax certain services and others do not. Check your state's revenue department or ask an accountant. If you do charge tax, show it as its own line, and use the sales tax calculator to check the figures.

Step 7: Send it promptly, in the right format

Invoice as soon as the work is done, or on the milestone date you agreed. Waiting until the end of the month adds weeks to your payment time. Send a PDF by email to the person who actually approves payments, and put the invoice number and amount in the subject line.

Step 8: Keep track and follow up

Record every invoice you send. Save a copy in My documents, note the due date, and follow up politely the day after it passes. Our guide on following up on an overdue invoice has ready-to-use wording.

Common freelance invoicing mistakes

  • Sending an invoice with no due date.
  • Vague line items that make the client ask what they are paying for.
  • Forgetting to include payment instructions.
  • Sending to a generic inbox instead of accounts payable.
  • Not recording invoices, then losing track of who owes what.

Frequently asked questions

Do freelancers need to invoice if the client pays by card?

Yes. Even if payment is immediate, an invoice documents the work and the amount, and it supports your income records at tax time.

Should I charge by the hour or by the project?

Hourly works when scope is unclear. Project pricing works when you can define the deliverable and often earns more. See how to set your hourly rate.

How long should I keep invoices?

Keep invoices and related records for several years. US tax guidance commonly suggests at least three years, but check the rules for your situation.

Create your first professional invoice in under a minute with the freelance invoice generator.