Freelance invoice template
Freelancers and contractors get paid faster when the invoice answers the client's questions up front. Here's what to include. Then fill in the free invoice template and download a PDF. No sign-up.
What to put on a freelance invoice
- The title "Invoice" and a unique number, such as INV-0001, INV-0002.
- Your name or business name and email, plus any business or tax number you must show (for example an ABN in Australia, or a VAT number if you're VAT registered).
- Your client's name, and the person or team who approves invoices.
- A purchase order (PO) or contract number if the client gave you one. Put it in the Reference / PO field.
- The work, line by line: a short description, the quantity (hours, days or items) and your rate.
- The period or project it covers, for example "Website build, 1 to 31 October".
- Subtotal, tax and total. Add tax only if you're registered to charge it.
- Issue date, due date and how to pay: bank details, a payment link, or both.
Contractor invoices
A contractor invoice has the same parts. Clients with an accounts team often match invoices to a contract or PO number, so include it, and use the exact business name on your contract. If you bill by the day or hour, see the hourly invoice template.
Tips for freelancers
- Agree payment terms before you start, and show the due date on every invoice.
- On long projects, invoice at each milestone.
- Took a deposit? Enter it in Amount already paid on the final invoice so the balance due is clear.
- Keep your numbering in order and keep a copy of every invoice you send.
Rules differ by country. What your invoice must show depends on where you work and whether you're registered for GST, VAT or sales tax. This page is general information only. Check with your accountant or tax authority. In Australia, see the sole trader invoice guide and the tax invoice guide.
Questions
Do freelancers need to charge tax on an invoice?
Only if you are registered for a tax such as GST or VAT, or the rules where you work require it. If you are not registered, leave tax off. Check with your accountant or tax authority.
What payment terms should a freelancer use?
Common terms are 7, 14 or 30 days. Shorter terms suit small jobs and new clients. Whatever you choose, show the due date on the invoice.
Is a contractor invoice different from a freelance invoice?
They have the same parts. Add the contract or purchase order number in the Reference / PO field so the client can match it.