How to invoice as a freelancer

Step 1: agree the terms before you start

Most payment problems start before the work does. Agree your rate (hourly, daily or per project), what is included, how many revisions, when you will invoice, the payment terms and any deposit. Put it in a short contract or at least an email the client confirms.

For bigger projects, a deposit of 25–50% and staged payments at milestones reduce your risk and keep cash coming in.

Step 2: collect the client’s details

• The legal name of the business you are billing, not just your contact’s name
• The billing address
• Their VAT or tax number, if they are a business and you need it
• Who approves and pays invoices, and their email address
• Any purchase order (PO) number they need on the invoice

Step 3: write the invoice

Add your name or business name, contact details and any tax number, then the client’s details, an invoice number from your sequence and the invoice date. Describe the work in plain language the approver will recognise, for example “Website copywriting – 5 pages” or “Consulting, 1–15 October (12 h)”, with quantities and rates.

Finish with the total, the due date and your payment details. If you agreed a deposit and it has been paid, show it so the invoice displays the remaining balance.

Step 4: get tax right

Whether you charge VAT, GST or sales tax depends on your country, your turnover and sometimes where your client is. Many countries have a registration threshold below which you don’t charge tax, and some require a note on the invoice saying so. Business clients in another country may fall under reverse-charge rules.

These rules are specific and change, so check your tax authority’s guidance or speak to an accountant when you start, and again when your income grows.

Step 5: invoicing international clients

• Agree the currency upfront and invoice in it
• Say who pays bank or transfer fees
• Use the client’s language if it helps their accounts team
• Check whether reverse-charge wording is needed
• Keep a record of the exchange rate for your own accounts

Step 6: send, track and follow up

Send the invoice as a PDF the day the work is delivered, with the invoice number in the email subject. Keep a simple list of what is outstanding and when each invoice is due. Send a friendly reminder just before the due date and follow up promptly if it passes.

Common freelance invoicing mistakes

• Billing your contact person instead of the client’s company
• Vague descriptions such as “work done” that approvers can’t match to a project
• Forgetting the PO number the client asked for
• Starting work without agreed payment terms
• Waiting until the end of a long project to invoice
• Not keeping copies of the invoices you send

Example: a freelance invoice line by line

A copywriter billing a monthly retainer plus extra work might send:

Content retainer – October 2026 (8 articles) 1 × €1,600.00 €1,600.00 Additional article – “Pricing guide” 1 × €220.00 €220.00 Editing, client-supplied drafts (3.5 h) 3.5 × €60.00 €210.00 Subtotal €2,030.00 Total due by 14 November 2026 €2,030.00

Hourly, daily, project or retainer?

Hourly billing is simple and fair when the scope is uncertain, but it caps your income at the hours you work and invites questions about every hour. Day rates suit on-site or full-day work. Project prices reward you for working efficiently but need a tight scope. Retainers give both sides predictability for ongoing work.

Whichever you choose, put it in writing and make your invoice reflect it: hours and rate per line for hourly work, milestones for projects, and the period covered for retainers.