How to Invoice as a Freelancer | Step-by-Step Guide

If you're a freelancer just starting out, you've likely asked yourself: How do I invoice a client? What do I include? How do I send it? You’re not alone — freelancers everywhere face the same questions. In this guide, we'll walk you through exactly how to invoice as a freelancer, covering everything from what to include in an invoice to how to make and send one that gets you paid faster.

Why Freelancers Need Professional Invoices

Whether you're a writer, designer, consultant, or contractor, sending professional invoices is more than just asking for money — it’s part of running a serious business. Here's why invoices matter:

They’re legal documents – Proof of services rendered and payment owed.
They make you look credible – Clients expect professionalism.
They help you get paid on time – Clear payment terms prevent misunderstandings.
They simplify taxes – Keeping clean records will save you headaches at tax time.

What to Include in Your Invoice

When creating an invoice for freelance work, make sure it includes all the essential details. This avoids confusion and helps ensure timely payments.

✅ Your name or business name and contact details
✅ Client’s name and contact info
✅ Unique invoice number
✅ Invoice date and due date
✅ Description of services provided
✅ Quantity/hours and rate
✅ Subtotal, taxes (if applicable), and total amount
✅ Payment instructions and terms
✅ Optional: notes, thank-you message, or late payment policy

A well-structured invoice not only ensures timely payments but also reflects your professionalism as a freelancer. By consistently including the right elements in every invoice, you set clear expectations and build trust with your clients.

How to Make an Invoice for Freelance Work

There are three common ways to make an invoice:

1. Use Word or Google Docs

You can manually format an invoice in a document editor, but you’ll need to:

Create and style it from scratch
Keep track of invoice numbers
Manually calculate totals and taxes

2. Use an Invoice Template

There are free downloadable templates online for Word or Excel, which save time. But:

They still require manual work
You can’t easily send or track payments

3. Use Invoicing Software (Best Option for Freelancers)

Use a purpose-built invoicing tool for freelancers. These have the benefit of:

Create branded invoices in seconds
Auto-calculate taxes and totals
Save your services to speed up future invoices
Track if an invoice is viewed or paid
Accept card payments via Stripe
Look more professional

How to Send an Invoice for Freelance Work

Once your invoice is created, you need to send it the right way to improve the chances of prompt payment:

Option 1: Manual Email

Save the invoice as a PDF
Write a short, polite email
Attach the invoice

Sample email:

Subject: Invoice for [Project Name] – Due [Due Date]
Hi [Client Name], please find attached the invoice for the recent project. Let me know if you have any questions. Thanks again!

Option 2: Use Hello Invoice

Send invoices directly from the app
Add custom messages and auto-reminders
Get alerts when your invoice is viewed or paid

Hello Invoice Pro Tip: Automate follow-ups for late payments so you never forget to nudge a late payer.

When Should Freelancers Invoice?

This varies by project, but common approaches include:

After project completion – Common for small one-off jobs
Upfront deposit + final payment – Ideal for larger projects
Milestones – Invoice at key checkpoints
Recurring – For retainer or ongoing clients (Hello Invoice supports automatic recurring invoices)

Pro Tip: Set clear expectations in your client agreement around payment terms and deliverables. Be explicit about when invoices will be issued, what payment methods you accept, and any penalties for late payment. A clear agreement ensures both parties are aligned and reduces the chances of disputes or delayed payments later.

Tips to Get Paid Faster

Getting paid on time can be a challenge. Here’s how to make it easier:

Use short payment terms (7 or 14 days) instead of 30+ days
Offer convenient payment methods – like online card payments
Send polite reminders 2–3 days before and after due date
Add late payment terms (e.g., 5% late fee after 14 days)
Use a professional invoice tool that tracks everything in one place

Final Thoughts: Make Invoicing a Strength, Not a Stress

You don’t need to struggle with formatting invoices in Word or remembering who paid you. Tools like Hello Invoice make it easy to look professional, get paid faster, and stay organised.

Whether you're just starting out or levelling up your freelance business, knowing how to make and send invoices for freelance work is a skill worth mastering. And once you’ve mastered the process, a tool like Hello Invoice can take the hassle out of your hands — no more formatting headaches, manual follow-ups, or wondering if a client has viewed your invoice. With features like automatic reminders, real-time payment tracking, and Stripe integration, Hello Invoice helps you stay on top of your income and gives you more time to focus on the work you love.

✅ Ready to Send Your First Invoice?

Try Hello Invoice Free – The invoicing tool built for freelancers.

Fast, professional invoices
Track views and payments
Accept payments via Stripe
Recurring billing & reminders

👉 Create Your First Invoice Now

No credit card required. Just clean, easy invoicing designed for people who work for themselves.