How to Make the Best Invoice for Freelance Work



Senior editor

Parul Saxena

Chief editor

Last updated: May 6, 2021

It is notoriously hard to get paid for freelance work. The quality of a freelancer’s work might be just as good as, if not better than, that of an in-house employee, but many employers still seem to suffer from the misconception that freelancers work for free and they don’t create an invoice for freelance work. This perception begs change. A survey conducted by in 2015 found that nearly 71% of freelance workers struggle to get paid for their work at least once in their career.

In such a situation, it is practical, and in fact necessary, for freelancers to know how to make invoice for freelance work in a way that maximizes their chances of getting paid.

Looking for Invoicing Software? Check out SoftwareSuggest’s list of the Invoicing Software solutions.

List of things to take care of to make the perfect invoice for freelance work:

1. Essential Details

There are certain basic details that an invoice is incomplete without. These include standard items such as:

A) The Header

Your introduction to the client, the header is where you have your name or the name of your business. This should be highlighted, in a bigger font and/or different color. Below the name, include your contact details, website, email address and any other pertinent items.

B) Client Info

Next, the information of the recipient should be included, the client’s name, phone/mobile number, email address, and website, if any, must be mentioned clearly.

C) Invoice Number, Due Date, Terms of Payment

These are the most important details in the invoice. The invoice number is important in order to keep all your records in order. Next, the terms of payment and the due date should be clearly specified. Any ambiguity or confusion in terms of payment or the time period for making the payment. Also, mention the mode of payment preferred by you. Make sure all the details are mentioned as clearly as possible

2. Using an Invoicing Software

An invoicing software can make your job as a novice invoice maker much easier. Depending on your requirements, as a freelancer, you would prefer a cloud or web-based invoicing software, which you can access from wherever you are. You can buy the trial or free version of an invoicing and billing software before settling for the paid version. An invoicing software would make your job simpler by providing estimates for the invoices, sending out automatic late payment reminders to clients, and allowing you to use professional pre-existing templates or create your own custom templates for different types of invoices. Thus, it will make the invoicing process easier, cheaper, and less time-consuming.

Also, Read: How to Create Invoices Online Efficiently with a Foolproof Invoicing System

3. Type of Invoice

Once again, this is to avoid confusion with the client. Depending on what stage your project is in, there could be various types of invoices. There are standard invoices, progress invoices, recurring invoices, and many others. Clearly specify the type of invoice you are sending to your client to avoid any kind of ambiguity regarding the payment amount or due date.

4. Specification of Services

Be sure to provide a clear, broken down version of the services you have provided to the client for a particular job. Give a description of each task that you performed, the date and time, the hours worked on that job, and the rate as well. The client should get a clear picture of each and every task performed by you in the course of the project and how much it cost. Thus, this makes the invoice more transparent and provides an account for each penny you have charged.

5. Right Timing

Timing is crucial when it comes to sending out invoices if you’d actually like to get paid for the work you’ve done. Prepare an invoice way ahead of time, and send it as per the terms of the agreement with your client. This could be at the beginning of the projector at the end of it. If the project is a long/repeated one and is being completed in phases, a system of recurring invoices could also be set up. Whatever the arrangement is, make sure to send the invoice regularly at an appropriate time and to the right person.

6. Late Payment Reminders

As previously mentioned, employers might make many unnecessary delays in making payments to freelancers. As a freelancer, it’s more likely than not that your payment may be delayed. Whenever this happens, make it a point to send reminders as soon as possible. Do not delay the reminder as it will only make the situation drag on. The client may have simply forgotten and will normally pay up immediately on being reminded. You can set up automatic reminder emails to be sent automatically if a payment is not made until a certain number of days has passed.

Bottom Line

Invoicing is not everyone’s cup of tea. As freelancers, you have to do everything yourself, and invoicing can certainly be tricky to figure out. However, it is imperative that you do. If you don’t, there is a greater likelihood that you will receive your payments very late or not at all. With this simple guide, you have an appropriate starting point where you can start making an invoice for freelance work in order to get paid in a timely manner.

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