What to include on a freelance invoice

An invoice that’s missing a detail tends to sit in someone’s inbox while they ask about it. Getting it right the first time is the easiest way to get paid sooner.

The essentials

• The word “Invoice” at the top, so it’s obvious what the document is.
• A unique invoice number. A simple sequence such as INV-001, INV-002 works. Many tax authorities require numbers to be sequential.
• Invoice date and due date. State the due date as a date, not just “14 days”.
• Your details: name or business name, address, email, and your tax or VAT number if you have one.
• The client’s details: company name, contact person, address, and their VAT number if relevant.
• What you did: a clear line per item, with quantity or hours, rate and amount.
• Subtotal, tax and total due.
• How to pay: bank details or a payment link, and the reference to use.

Details that get you paid faster

• Short payment terms. 14 days is common and reasonable.
• A PO number if the client uses them. Larger companies often can’t pay without one.
• Send it to the right person. Ask who handles payments before your first invoice.
• Invoice promptly, the day work is delivered, while it’s fresh.
• A polite reminder on the due date, and another a week later.

Keep a record

Log every invoice the moment you send it. Tracking invoice and paid dates shows you who pays slowly and what you’re owed at any time. See how to track income and expenses.