What to include on a freelance invoice
- Your name or business name, address and email.
- The client's company name, address and billing contact.
- Invoice number, issue date and due date.
- The project name and the milestone or period covered.
- Each deliverable or block of hours on its own line.
- Reimbursable expenses at cost.
- Payment terms, the currency, and how to pay you, such as bank details.
Deposits, milestones and revisions
With new clients, many freelancers take 30% to 50% up front and bill the rest at milestones, for example 40% to start, 30% on design approval and 30% on delivery. Name the milestone on each invoice so the person approving it knows what they're signing off.
Scope creep is easier to bill when the contract says how many revision rounds are included. Bill extra rounds on a separate line at your hourly rate, with the date the client approved them. Expenses bought for the project, such as stock photos, fonts or software, are normally passed through at cost.
Terms, currencies and late payments
Net 14 or net 15 gets you paid sooner than net 30, and it's a reasonable ask in a proposal. International clients can be invoiced in their own currency, since the generator supports any ISO currency. If a payment is late, a polite reminder usually works; add a late fee only if your contract includes one. See how to chase late payments, or use Pro for automatic reminders and payment links printed on the invoice. The free freelance invoice is also available as a Word, Excel or PDF download.
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Frequently asked questions
How much deposit should a freelancer ask for?
Many freelancers ask new clients for 30% to 50% before starting, and some ask for full payment up front on small projects. The deposit covers your time if the project is canceled. Show it as an amount paid on the final invoice so only the balance remains.
Is net 15 or net 30 better for freelancers?
Shorter terms get you paid faster, so net 15 is a sensible default for small clients and new relationships. Larger companies often insist on net 30 or longer because of their payment runs. Agree on the terms before work starts and print them on every invoice.
How do I invoice an international client?
Invoice in the currency your contract specifies, show your full business details and the client's legal name and address, and give payment instructions that work across borders. If the client is a business in a VAT or GST country, they may need extra details, so ask their accounts team what to include.
Should I charge for extra revisions?
Yes, if your contract limits the number of included rounds. Bill extra rounds as a separate line with the hours and the date the client asked for them. Clients are more likely to accept the charge when the limit was written into the proposal.
Do freelancers need to charge sales tax?
It depends on your state and what you deliver. Many states don't tax professional services such as design or writing, but some tax most services, and others tax digital products or designs delivered in physical form. Check your state revenue department's guidance and mark lines taxable only where it applies.