From delivered work to a professional bill

Freelance projects may be billed by the hour, by the deliverable, or as an agreed project fee. Whatever the arrangement, your invoice should make the connection between the work and the amount obvious. InvoiceMaker is invoice software for freelancers that fits on your phone: it puts those details into a PDF you can send from anywhere.

Keep client details and commonly used services ready for the next project. Add the relevant quantities and prices, check your payment terms, then preview and share the document. After money arrives, record the payment so you can see what remains outstanding.

Choose descriptions your client can approve

Use the wording from the agreed scope where possible. “Homepage copy: draft and one revision” is more useful than “writing services.” For time-based work, identify the period or task and show the number of hours.

Sample freelance invoice

Homepage copy, including one revision: 1 project × $450 = $450
Additional product descriptions: 3 × $50 = $150
Total: $600

Payment note: “Please pay by 30 September using the payment details shown.” These are illustrative values, with no tax included.

For an hourly project, replace the fixed-fee items with hours and the agreed rate. Keep additional revisions or out-of-scope work separate when you have agreed to charge for them.

InvoiceMaker client list with saved contacts, outstanding balances and an Import contacts button
Client details, contacts and outstanding balances stay ready for the next invoice.Actual iPhone screen with sample business data.

What a freelance invoice needs

  1. Who is billing whom: your business details and the client’s correct billing name.
  2. A document reference: a unique invoice number that you can both refer to.
  3. What you delivered: clear service descriptions, quantities, and rates.
  4. When payment is due: the invoice date and the agreed due date.
  5. How much to pay: the correct currency and total, with any applicable adjustments.
  6. How to pay: the payment information you want the customer to use.

Want a printable version? The free freelance invoice template has fields for a project name, PO number and billing period.

Use an estimate before work starts

When a client needs the likely cost before commissioning the project, send an estimate. Spell out the included deliverables in the notes. You can convert an accepted estimate into an invoice when it is time to bill, then review it for any agreed changes.

Not sure what terms to set? The payment terms guide explains Net 14, Net 30 and deposits. For deposits and staged payments, keep the original invoice and record received amounts against it. The partial payment guide includes a worked example of the remaining balance.

Check, share, and keep the record

Read the PDF preview before sending. Check the billing contact, invoice number, service descriptions, currency, and payment details. Share through an available app on your iPhone, iPad, or Android device. Confirm received payments yourself; InvoiceMaker records them rather than processing them.

Need help with the wording? Our invoice guide includes a practical checklist and a short accompanying email example. After payment, you can create a receipt for the customer.

Questions

Should I invoice freelance work hourly or per project?

Bill hourly when the scope is open-ended and per project when the deliverables are clear. Either way, list what you delivered so the client can approve the invoice without asking for a breakdown.

When should a freelancer send an invoice?

Send it as soon as the agreed milestone or project is delivered, or on a fixed date each month for ongoing work. Payment terms start from the invoice date, so a late invoice means a late payment.