Freelance Invoice: What to Include and How to Manage Them

May 5, 2022
photo of woman manually creating an invoice

As a freelancer, getting paid for your work is crucial to your success. That’s why it’s essential to create an invoice for each project or gig, which helps you keep track of when you asked for payment. Additionally, it provides all the details your client needs to ensure that your payment is processed correctly and in a timely manner.

In this article, we will provide you with a brief guide on what goes into a freelance invoice and how you can make the process of creating invoices as simple as possible.

What to Include in a Freelance Invoice

A well-structured freelance invoice should consist of the following parts:

1. Your Name and Contact Information

The top of an invoice should showcase your full name or the name of your business, along with your contact details such as your business address, email, and phone number.

2. Your Client’s Information

In addition to your contact info, the invoice should display the client’s information, including their name and contact details. This information will help ensure that the invoice is sent to the correct person and that there are no delays in the payment process.

3. Invoice Number

Each invoice should have a unique number that you can use to track it and make references to it whenever necessary. This can help you stay organized and ensure that you are paid for all the work you have done.

4. Payment Method

A section detailing how a payment can be submitted to you will give your client the instructions they need. For example, this might include your bank details for direct deposit, or you might request a payment by check.

5. Dates

Include the date that you submit the invoice to your client, as well as the deadline for getting paid. You can use terms like “Net 15” to let a client know that they have about two weeks to pay the invoice, or “Due on receipt” to request immediate payment. Alternatively, you can specify a date that will work for you and your client.

6. Detailed Line Items

Clearly describe what you did for the client, as well as the rate for the project and whether it was a fixed rate or hourly rate. This helps your client understand what they are paying for and ensures that you are paid the correct amount for the work you have completed.

7. Itemized Expenses

In addition to the line items for the work completed, you may want to include a section for any reimbursable expenses you incurred while completing the project. This can include items like travel expenses, software purchases, or materials.

8. Late Payment Fees

To incentivize clients to pay on time, you may want to include a late payment fee in your invoice. This fee can be a flat amount or a percentage of the total invoice and should be clearly communicated to the client in advance.

9. Terms and Conditions

Including terms and conditions in your invoice can help protect you and your business. This section can outline important details such as payment deadlines, late fees, and project scope.

10. Discounts or Promotions

If you offer discounts or promotions to your clients, you may want to include them in your invoice. This can help build goodwill and encourage repeat business.

11. Tax Information

Depending on where you are located and where your client is located, you may need to include tax information on your invoice. Make sure to research the requirements in your area and include this information if necessary.

12. Payment Receipt

After your client has paid the invoice, you may want to send them a payment receipt. This can provide peace of mind to the client and help ensure that there are no disputes over payment.

How to Manage Reminders

Sometimes, clients may not pay an invoice by the due date. By tracking each invoice closely, you’ll know exactly when one is past due, so you’ll be able to take action right away.

It can take a lot of work to keep track of all your invoices and their due dates. However, setting reminders on your calendar or using a software to send out automated reminders can simplify things.

Reasons to Use a Professional Tool

To reduce the stress of managing invoices, consider using a professional freelancer app, such as Lunafi. Not only will your freelance invoice look more refined, but you can also automate your workflow and take the guesswork out of invoicing.

For instance, a high-quality tool can provide templates for writing invoices quickly, and it can track outstanding invoices and overdue payments. Plus, you can send invoices on a schedule.

Lunafi’s Freelancer App Can Help!

Whether you’re brand new to freelancing or in search of tools to make invoicing easier, Lunafi is here to support you. Right now, you can get our invoice template in Word. But, you can also use the Lunafi app to manage all aspects of invoicing.

Our app helps you create and send invoices immediately, as well as schedule them to be sent to clients automatically. And it will help you track income and send automated payment reminders too.

Get Lunafi today so you can take advantage of our invoicing services as soon as they become available!

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