A freelance invoice is a short document asking a client to pay for work you’ve done. It needs your name and contact details, the client’s, a unique invoice number, the date and a due date, a list of the work and its price, the total, your payment terms, and how to pay. Send it as a PDF the day the work is finished.
The nine parts
- Your business name, email and address.
- The client’s business name, the contact who approves it, and any purchase order number they gave you.
- Invoice number: sequential and never reused, such as 2026-014.
- Issue date.
- Due date: a calendar date.
- Line items: what you delivered, the quantity (hours, words, days, items) and the rate.
- Total, with any deposit already paid taken off.
- Terms: the late fee you agreed, if any.
- How to pay: a payment link, bank details for a transfer, or both.
An example invoice
| Work | Qty | Rate | Amount |
|---|---|---|---|
| Website copy, 5 pages (per brief of Oct 6) | 5 | $350 | $1,750 |
| Two rounds of revisions | 4 hrs | $90 | $360 |
| Less deposit paid Oct 6 | −$500 | ||
| Due | $1,610 |
Above the table go your details and the client’s; below it, the payment link and a line such as “Payable by November 14, 2026. A 1.5% monthly late fee applies after that date, as agreed in our contract of October 6.”
Payment terms that work
Short and specific wins. Fourteen days is common for freelancers, and a named date beats “Net 30,” which invites the client to start counting whenever they open the email. Only charge a late fee you agreed in writing before the work started. For larger projects, take a deposit up front and show it on the final invoice, as in the example. How to get invoices paid faster covers the rest.
Sales tax and your tax ID
Most states don’t charge sales tax on services like writing, design or consulting, but some do, and digital products are taxed in more of them; check your state’s rules before adding a tax line. You don’t need your Social Security number or EIN on the invoice; the client gets that from your W-9.
Sending it
- Send a PDF, so it looks the same everywhere and can’t be edited.
- Address it to the person who approves payment, copying accounts payable if the client has one.
- Put the invoice number and amount in the email subject.
- Record it as money you’re owed, so you know what is outstanding.
BrassWell creates invoices as PDFs from your client and line-item details, numbers them in order, and records the payment against your income when it arrives.
Questions, answered
What should a freelance invoice include?
Your name and contact details, the client’s, a unique invoice number, the issue date and a due date, itemized work with quantities and rates, the total, payment terms and how to pay.
How do I number my invoices?
Sequentially, never reusing a number. Many freelancers use the year and a counter, such as 2026-014.
Do I need to put my SSN or EIN on an invoice?
No. Clients get your taxpayer ID from a Form W-9, not from your invoices.
What payment terms should a freelancer use?
A specific due date, often 14 days after the invoice, rather than “Net 30.” Add a late fee only if the client agreed to it before the work began.
Sources
- Recordkeeping — IRS. Invoices as records of gross receipts.
- Manage your finances — U.S. Small Business Administration. Basic business accounting and records.
