How to Invoice as a Freelancer (Free Freelance Invoice Template)

Updated October 25, 2026

Invoicing is how freelancers get paid, yet it's the part of the job most of us were never taught. This guide covers what to put on a freelance invoice, how to bill hourly or by project, how to handle deposits, which payment terms to use, and how to get paid on time. Our free freelance invoice template does the math for you.

The short answer

To invoice as a freelancer:

Put your name (or business name), address and email at the top
Add your client's name and company
Give the invoice a unique number and today's date
List the work: hours × hourly rate, or a fixed price per project or milestone
Subtract any deposit already paid
Set a due date (Net 7 or Net 14 is common) and say how to pay you
Send it as a PDF as soon as the work is delivered

What to include on a freelance invoice

A freelance invoice has the same parts as any professional invoice, with a few details that matter more when you work for yourself:

Your name or business name, address, email and phone. Freelancers can usually invoice under their own name.
Your tax or VAT/GST number, if you're registered. Never add personal ID numbers your client doesn't need.
The client's name and company, plus the person or department who approves payment.
A unique invoice number and the invoice date.
The project name or the client's PO number, so their accounts team knows what it's for.
Each piece of work as its own line: hours and rate, or a fixed fee.
Deposits already paid and the balance due.
The due date and how to pay you: bank transfer, payment link, PayPal or card.

Hourly, project, milestone or retainer billing

How you price your work changes how the invoice looks. Here's how to show each one:

Billing method	Best for	How it looks on the invoice
Hourly	Changing scope, support, consulting	One line per task: hours as the quantity, your hourly rate as the rate. Attach a timesheet for long projects.
Project (fixed price)	Clear deliverables: a logo, a website, an article	One line per deliverable, quantity 1, with the agreed price.
Milestones	Large projects over several weeks	An invoice per milestone, e.g. "Milestone 2 of 3: design approved, 40%".
Retainer	Ongoing monthly work	A monthly invoice for the retainer, with extra hours as separate lines.
Day rate	On-site work, photography, events	Days as the quantity, your day rate as the rate.

Whatever you choose, agree on it before you start, ideally in a quote or estimate the client accepts in writing. Your invoice should then match what was agreed.

Freelance invoice example

A freelance web developer billing by the hour, with a fixed fee for setup and a deposit already paid:

Sam Kim
Freelance Web Developer
Portland, OR 97205
[email protected]

INVOICE

# 2026-018

Bill To:

Northwind Yoga
Attn: Maria Lopez
88 Pine Street, Seattle, WA 98101

Date:: Oct 31, 2026
Payment Terms:: Net 14
Due Date:: Nov 14, 2026
Project:: New website

Item	Quantity	Rate	Amount
Website design and development (hours)	32	$75.00	$2,400.00
Content migration from old site (hours)	6	$75.00	$450.00
Domain, hosting and email setup (fixed fee)	1	$150.00	$150.00

Notes:

Deposit of $1,000.00 received on Oct 1. Pay the balance by bank transfer or at samkim.example/pay. Thank you!

Subtotal:: $3,000.00
Total:: $3,000.00
Amount Paid:: $1,000.00
Balance Due:: $2,000.00

An example freelance invoice made with invoices.net. The names and details are made up.

Deposits and upfront payments

Asking for a deposit protects you from clients who disappear, and it's normal practice, especially with new clients and larger projects. Common amounts are 25% to 50% before work starts.

Ask for the deposit with a proforma invoice or a regular invoice labelled "Deposit".
When the work is done, invoice the full amount and show the deposit as Amount Paid. The balance due is what's left, as in the example above.
For long projects, use milestones instead: each one is paid before the next begins.

Payment terms for freelancers

Shorter terms get you paid sooner. Large companies often insist on Net 30 or longer, so agree on terms before you start.

Due on receipt: for small jobs and one-off clients.
Net 7 or Net 14: the most common terms for freelancers.
Net 30: standard for bigger companies. Invoice promptly so the 30 days start sooner.

Always write the actual due date on the invoice. If you charge a late fee, include it in your agreement and in the invoice terms from the start, for example "1.5% per month on overdue balances".

Expenses and taxes

Expenses. If the client agreed to cover costs like stock photos, software, travel or materials, add each one as its own line, such as "Stock photos (reimbursable)". Keep the receipts in case the client asks.

Taxes. Whether you add VAT, GST or sales tax depends on your country, sometimes your state, and whether you're registered. Many freelancers don't charge tax until they register or pass a threshold. When you do, add the tax rate on the invoice and show your tax number. When in doubt, check with your tax authority or an accountant. Remember that income tax is usually your responsibility as a freelancer, so set aside part of every payment.

How to get paid faster

Invoice the day you deliver. Every day you wait is a day later you're paid.
Agree on price and terms in writing first, with an accepted quote or a short contract.
Make paying easy. Offer bank transfer and a card or PayPal link.
Use clear line items, so nobody has to ask what they're paying for.
Send it to the right person. Ask who handles invoices before you send the first one.
Follow up politely on the due date and again a week later.
Know when it's been seen. Send the invoice from invoices.net to see when your client opens it.

Frequently asked questions

How do I invoice as a freelancer without a business name?

Use your own full name in the From section, with your address and email. Most countries let sole traders and freelancers invoice under their personal name. If you trade under a business name, use that instead, and keep it the same on every invoice.

When should a freelancer send an invoice?

Send it as soon as the work is delivered, or on a fixed schedule agreed with the client: at each milestone, every two weeks, or at the end of each month for ongoing work. The earlier you invoice, the earlier you get paid.

Should I charge by the hour or by the project?

Hourly billing is fairer when the scope is unclear or keeps changing. Project pricing works well when the scope is clear, and rewards you for working efficiently. Many freelancers quote a project price but list the hours on the invoice, or bill large projects in milestones.

How much deposit should a freelancer ask for?

Many freelancers ask for 25% to 50% upfront on new clients and larger projects, before starting the work. Show the deposit on the final invoice as Amount Paid, so the balance due is only what is left.

Do freelancers have to charge tax on invoices?

It depends on where you live and how much you earn. In many countries you must charge VAT or GST once you register or pass a threshold, and services are taxed differently from goods. If you are not registered, you usually do not add tax. Check with your local tax authority or an accountant.

What if a client doesn't pay my invoice?

Send a friendly reminder on the due date, then follow up after 7 and 14 days with the invoice attached. If the client still does not pay, call them, pause further work, and as a last resort use a debt collection service or small claims court. A signed agreement or accepted quote makes this much easier.

Can I send invoices from my phone?

Yes. invoices.net works in your phone's browser. Fill in the invoice, download the PDF or, with a free account, email it to your client directly and see when they open it.

Do I need accounting software to invoice as a freelancer?

Not when you start. A free invoice generator covers invoicing, and you can export your invoices to a spreadsheet for your records or your accountant. Accounting software becomes useful once you also need to track expenses, bank feeds and taxes.