10 Invoicing Tips Every Freelancer Should Know

1) Invoice promptly

Send the invoice right after delivering the work (or at the agreed milestone). The longer you wait, the less urgent it feels — and the more likely it gets buried.

2) Use a clear, consistent invoice number

A unique invoice number makes it easy to track payments, follow up, and reference the right document. A simple format like INV-2025-001 works well.

3) Describe your work

Vague line items (“Design work”) invite questions. Use specific descriptions:

• “Landing page design (Figma) — 2 concepts + 1 revision”
• “Website implementation — 6 sections, responsive layout”
• “Monthly retainer — October 2025”

4) Put payment terms in writing

Terms like “Net 7”, “Net 15”, or “Due on receipt” should be visible on the invoice. If you charge late fees, include the policy (and make sure it matches your contract).

5) Make it easy to pay

The simpler the payment method, the fewer delays. Offer at least one frictionless option (bank transfer, card, PayPal, etc.) and include the right details.

6) Ask for a deposit

For new clients or larger projects, a deposit reduces risk. Common patterns are 30–50% upfront, or milestone billing (e.g., 50% start / 50% delivery).

7) Use professional formatting

A clean layout isn’t just “nice” — it communicates trust. Use a template, ensure totals are correct, and keep fonts readable. Consistency helps clients recognize your invoices.

8) Include the essentials (every time)

• Your business name and contact details
• Client name/company and billing info
• Invoice date and due date
• Line items, quantities, unit prices
• Subtotal, tax (if applicable), discounts, and total

9) Follow up politely (and on schedule)

Most late payments are the result of busy inboxes, not bad intent. A simple sequence works well:

1. Reminder 3 days before due date
2. Due-date reminder on the day
3. Follow-up 3–5 days after due date

10) Keep records (future you will thank you)

Save copies of invoices and receipts, and track what’s paid vs outstanding. This makes tax time easier and helps you spot cash-flow issues early.

Create a professional invoice in minutes

Use our invoice generator to apply these tips with a clean template and export a PDF.