Freelance Invoice Template
Freelancers billing a project, with the quote reference and deposit already paid.
- Project, quote reference and delivery date
- Deliverables with hours x rate
- Less deposit paid
- Late fee and file handover terms
Freelancers · Word, Excel & PDF
Freelance Invoice Template: Invoice Clients and Get Paid
A free freelance invoice template built for how freelancers actually bill: by project or by the hour, with the deposit deducted, clear payment terms and a late fee.
4.8/5 on G2 · Our invoice generator is used by 50,000+ people · Updated September 2026What is a freelance invoice?
A freelance invoice template is an invoice designed for self-employed professionals that shows the project, deliverables or hours, any deposit already paid, the balance due and how to pay.
As a freelancer, your invoice is also your cash flow system. A good freelance invoice ties back to the quote or contract the client agreed to, shows exactly what you delivered, subtracts any deposit, and makes paying as easy as clicking a link. It also carries the details your client's accounts team needs, such as your tax ID and their PO number.
- Used by designers, developers, writers, marketers, consultants and other self-employed pros
- Bill per project, per milestone or per hour
- Reference the quote or contract the client approved
- Deduct any deposit already paid
- State a due date and late fee from day one
Download a Free Freelance Invoice Template
Choose the project version or the hourly timesheet version. Both calculate the balance due in Excel.
Hourly Invoice Template (Timesheet)
Anyone billing by the hour: a timesheet and an invoice in one.
- Billing period
- Date, task, person, hours and rate per line
- Total hours calculated automatically
- Rounding and time-log note
Simple Invoice Template
A clean one-page invoice with just the essentials, for quick jobs and small businesses.
- Description, qty, price and amount
- Subtotal, tax and total due
- Due date
- Payment details
How to Invoice as a Freelancer
1
Agree terms before you start
Send a quote with the price, deposit and payment terms, and get it accepted. Our quotation templates help.
2
Invoice the deposit
For larger projects, invoice 30% to 50% upfront before work begins.
3
Track what you deliver
Keep a list of deliverables or a timesheet so the final invoice matches what the client saw.
4
Invoice on delivery
Send the invoice the day you deliver, with the quote reference and deposit deducted.
5
Make it easy to pay
Add bank details and a payment link, and put the amount and due date in the email subject.
6
Follow up on schedule
Remind before the due date, on the day and a week after. Copy our payment reminder emails.
What to Include on a Freelance Invoice
| Section | Why it matters for freelancers |
|---|---|
| Your name or business name, and contact details | Clients pay businesses; make sure the name matches your bank account |
| Tax ID | US: some clients need your W-9 to issue a 1099 (free W-9 generator). UK/EU: your VAT number if registered |
| Client name, company and PO number | Larger clients cannot pay without a PO |
| Invoice number and dates | Sequential number, invoice date and exact due date |
| Project and quote reference | Links the invoice to what the client already approved |
| Deliverables or hours | Itemize, so nothing needs explaining |
| Deposit paid and balance due | Avoids "didn't we already pay?" emails |
| Payment terms and late fee | Sets expectations and gives you something to point to |
| Payment details | Bank details, payment link and the reference to use |
Freelance Billing Models
Fixed project fee
One price for a defined scope. Invoice a deposit upfront and the balance on delivery.
- Best for well-defined projects
- Protect yourself with a revision limit
Milestones
Split a big project into stages and invoice each one as it is approved.
- Keeps cash flow steady
- Each invoice references the milestone
Hourly
Bill the hours worked, with a timesheet as backup.
- Best for open-ended work
- Use the hourly invoice template
Retainer
A fixed monthly fee for an agreed amount of work, invoiced in advance.
- Predictable income
- State what happens to unused hours
Tips to Get Paid on Time as a Freelancer
- Ask for a deposit on every new client. It filters out people who were never going to pay.
- Use short terms: Net 7 or Net 14 is normal for freelancers.
- Put your late fee in writing before the work starts. See invoice payment terms examples.
- Hold final files until the balance is paid, and say so on the invoice.
- Send reminders automatically so you never have to write an awkward email.
Related Templates & Free Tools
Free Invoice Templates
8 invoice templates in Word, Excel and PDF, plus a filled sample invoice.
Free Invoice Generator
Create an invoice online in minutes: 39 currencies, auto numbering, PDF, no signup.
Hourly Invoice Template
Bill by the hour with a built-in timesheet.
Invoice Payment Terms
Net 30, 2/10 Net 30, deposits and late fee wording to copy.
Invoice & Payment Reminder Emails
Emails to send invoices and chase late payments politely.
Taskip Invoicing
Online payments, recurring invoices and payment tracking in one place.
Freelance Invoice Template FAQs
How do I invoice as a freelancer?
Use a freelance invoice template, add your details and the client's, give it a unique number and due date, list your deliverables or hours, subtract any deposit, add payment terms and details, then send it as a PDF.
Do freelancers need to charge tax on invoices?
It depends on where you are and how much you earn. In the UK you add VAT only once you are VAT registered; in the EU and elsewhere registration thresholds vary; in the US, services are often not subject to sales tax. Check with an accountant. This is general information, not tax advice.
What payment terms should freelancers use?
Net 7 or Net 14 with a deposit upfront is common. State a late fee and the exact due date on every invoice.
Should I charge a deposit as a freelancer?
Yes for most projects. A 30% to 50% deposit reduces risk and shows the client is committed. Deduct it on the final invoice.
What if a client does not pay my invoice?
Send polite reminders on a schedule, then a firm final notice that mentions your late fee. Pause further work until the account is settled. Our payment reminder emails cover each step.
Can I create a freelance invoice online?
Yes. The free invoice generator creates a professional invoice with your logo in minutes, with no signup.