When it comes to freelancing, mastering the art of invoicing is not just a necessity — it’s the bridge between your work and your income.
Whether you’re a seasoned freelancer or just starting out, understanding how to craft and send a professional invoice is fundamental to ensuring timely payments and maintaining a healthy cash flow.
In this comprehensive guide, we will walk you through the step-by-step process of sending an invoice as a freelancer.
From determining what to include in your invoice to choosing the right invoicing tools, we’ve got you covered.
We will also share tips on how to follow up on unpaid invoices and how to manage your invoicing efficiently to save time and reduce stress.
How to create an invoice for freelance work
Creating an invoice for freelance work involves a series of steps to ensure you include all necessary information for clear, professional billing.
Here’s a detailed guide to help you craft an effective invoice:
Choose an Invoice Template or Software
There are 2 options for sending invoices:
Create an Invoice Template
You can start with a simple template from Microsoft Word, Excel, Google Docs, or any other application that suits you. The downside is that using this method is both manual and time consuming – and these systems don’t allow you to collect payments outside of cash or check.
Use an Invoicing Software
A professional invoice generator like Finli, on the other hand, allows you to create invoices in seconds, track their statuses, and easily send receipts and download PDFs. Our digital payment system offers additional benefits such as automatic reminders, payment tracking, and customization options. We went one step further and added a quote management feature, which is ideal for freelancers.
Now creating an invoice is as easy as setting your customer information and adding the services to be billed.
Include Your Information
- Your Name and Contact Information: Full name or business name, address, phone number, email address, and website if applicable. This is already filled in by your Finli profile information, so it gets added by default in all your invoices.
- Your Client’s Information: Company name, contact name, address, and email address. This ensures the invoice is directed to the right person or department. Another perk: you can save client profiles in your Finli account and just assign clients to invoices with 1 click.
Assign an Invoice Number
Each invoice should have a unique number for easy tracking and reference. This can be sequential (001, 002, etc.) or include letters to indicate specific clients or projects. With Finli, you don’t need to worry about this, it’s a feature built in our app.
Date the Invoice
Include the date you’re sending the invoice and specify payment terms (e.g., due upon receipt, 30 days, 60 days). You can also add statement periods (for monthly recurring work, for instance).
Detail the Services Provided
When sending out an invoice as a freelancer or small business owner, there are details you need to include:
- Description: For each service, include a clear, concise description.
- Quantity/Hours: List the number of hours worked or quantity of products provided.
- Rate: Specify your rate (hourly, per item, or fixed).
- Subtotal: Calculate the subtotal for each service.
Finli allows you to set up “pricing items”: either products (we have an inventory management option as well) or services that you set up separately and just assign to your invoices. You don’t even have to copy-paste information, just add the pricing items you need and send your invoice in less than 2 minutes.
Calculate the Total Amount Due
Back in the day, you had to sum the subtotals of all services provided and any additional costs to get the total amount due. With Finli’s invoicing system everything is done automatically. As soon as you have added all the pricing items on your invoice, you’ll get the totals calculated and the invoice ready to send.
Add a Personal Note (Optional)
A thank you note or a reminder of your work quality and your availability for future projects can help maintain a positive relationship with your client. You can add extra payment details or any other information you’d like to pass on to your client.
Review and Send
Double-check your invoice for errors. Ensure all information is correct and clearly stated. Then hit SEND and wait for your payment to arrive.
Follow-Up
Keep track of your invoices and follow up on any overdue payments. It’s easy with Finli: see your invoice list and the status of your payment: processing, sent or not yet initiated. In this case, you can send a payment reminder to make sure you get your money as soon as possible.
How do you send an invoice for freelancers?
To send an invoice as a freelancer, log into your Finli account: create a detailed invoice using our invoicing system. Include your information, client details, services provided, total amount due, and payment terms. Review for accuracy, then send it to your client. Our invoicing platform allows direct invoicing through the system, providing tracking and notification features for payment follow-ups.
Can I issue an invoice as a freelancer?
Yes, as a freelancer, you can and should issue invoices for your work. Invoices serve as a formal request for payment, detailing the services you provided, their costs, and the payment terms.
How do I send a self-employed invoice?
To send a self-employed invoice via Finli, follow these steps:
– Sign Up or Log In: First, you need to create an account with Finli or log in if you already have one.
– Dashboard Navigation: Once logged in, navigate to your dashboard where you can manage invoices and payments.
– Create a New Invoice: Click on the button “Create” and select the Invoice option.
– Fill in Invoice Details: Enter the necessary details for your invoice, including your client’s information, services provided, rates, and total amount due.
– Review Invoice: Before sending, review the invoice to ensure all information is accurate and complete.
– Send Invoice: Once you’re satisfied with the invoice, use Finli’s platform to email it directly to your client. Finli offers additional features like tracking the invoice status and sending reminders.
How do freelance artists send invoices?
Freelance artists send invoices by creating a detailed invoice document that includes their personal or business information, client details, a breakdown of services provided with prices, and the total amount due. The invoice is then sent directly through the invoicing software which may offer additional tracking and payment features.
When to Invoice as a Freelancer
As a freelancer, you should invoice either immediately upon completion of a project, or according to the payment schedule agreed upon with your client. This could be at project milestones, at the end of a monthly retainer period, or upfront for a portion of the project cost. The key is to set clear terms with your client at the start of your working relationship to ensure timely payments.
Can a private person write an invoice?
Yes, a private person can write an invoice for goods or services provided. This is common for freelancers, independent contractors, and individuals engaging in business transactions. The invoice should include details such as the date, a description of the goods or services, the amount due, and payment instructions. While formal business invoicing tools might offer more features, anyone can create a simple, effective invoice using basic templates or software.
