Freelance Invoice Template

How to fill in a freelance invoice

1. Add your name or business name, contact details and logo. If you are registered for tax, add your number as a custom field.
2. Add the client and, if they gave you one, their PO number. Many companies cannot pay without it.
3. Describe the work so the client’s accounts team understands it, for example “Logo design – 3 concepts, 2 rounds of revisions”, not just “Design”.
4. Choose payment terms. Net 14 or Net 15 is common for freelancers; Net 30 for larger clients.
5. Add your payment details, such as bank details or a payment link, so the client never has to ask.
6. Download the PDF and click New for the next client. Your details, payment information and design carry over.

Deposits and milestone billing

For bigger projects, don’t wait until the end to be paid. A common pattern is a deposit up front (often 25–50%), then invoices at agreed milestones, then the balance on delivery.

Bill each stage as its own invoice with its own number, and name the milestone in the description, such as “Milestone 2 of 3 – homepage and two inner pages”. If the client paid a deposit against the final invoice, enter it under Amount paid and the PDF shows the balance due.

Scope, late fees and getting paid

• Match the invoice to the agreement: the same scope, price and terms you agreed in your quote or contract. Send a quote first if nothing is in writing.
• Bill extra work separately: list out-of-scope requests as their own lines so the client sees why the total grew.
• State late-fee terms up front: if you charge for late payment, put it in your terms and agree it beforehand. Some places set rules on late fees, so check what applies.
• Invoice promptly: send it the day the work is delivered, while the client is happy with it.
• Track what is outstanding: mark invoices as sent, paid or overdue in My documents.

If you bill by the hour, the hourly invoice template shows hours and rate clearly. For general advice, see how to make an invoice.