As a freelancer, your invoice is often the last thing a client sees from you, and it decides how fast you get paid. This guide covers the questions freelancers ask most: when to invoice, how to bill hours or projects, deposits, tax and chasing late payments.
Agree on terms before you start
Getting paid starts before the work does. Agree in writing on the price, what's included, the payment schedule and the due date. A short contract avoids most payment problems. You can create one with the free Contract Generator or read our freelance contract guide.
When to send invoices
Choose a schedule that matches the project:
- Small projects: invoice once, when the work is delivered.
- Larger projects: take a deposit (often 30–50%) up front, then invoice the rest on delivery or at milestones.
- Ongoing work or retainers: invoice at the same time every month, for example on the 1st.
Send invoices promptly. An invoice sent weeks late tells the client there's no hurry.
Hourly vs fixed price
Hourly work: list the period and the hours, with your hourly rate as the unit price. For example: Copywriting, 1–15 Oct 2026, 12 hours × 35.00. Keep a simple time log in case the client asks.
Fixed-price projects: describe the deliverable, not the hours. For example: Mobile app UI design, 8 screens, quantity 1 × 1,200.00.
Extra work outside the agreed scope goes on its own line, so the client can see why the total changed.
How to invoice a deposit
- Send a first invoice for the deposit, for example 50% deposit: website redesign.
- When the work is done, send the final invoice for the full project.
- Enter the deposit in Amount already paid. The Invoice Generator subtracts it and shows the balance due.
This keeps one clear record of the full price and everything paid so far.
VAT, GST and sales tax
Tax rules depend on your country and income, so this is general guidance, not tax advice:
- In many countries you only charge VAT or GST after you register, often once your income passes a threshold. Before that, don't add tax to your invoices.
- When you're registered, show your tax ID, the tax rate and the tax amount separately.
- Clients in other countries can have special rules. In the EU, for example, business clients may handle the VAT themselves ("reverse charge").
The invoice generator lets you name the tax (VAT, GST, sales tax, USt., IVA…) and set the rate. When in doubt, ask a local accountant.
Clients in other countries
- Invoice in the currency you agreed, and say it clearly on the invoice.
- Add full bank details: account name, IBAN or account number, and SWIFT/BIC.
- Write the invoice in a language the client understands. Our tools are available in 9 languages.
A polite payment reminder
If an invoice is overdue, send a friendly reminder a day or two after the due date:
Hi [name], I hope you're well. Just a quick reminder that invoice INV-0012 for 600.00, due on 7 November, is still open. I've attached it again for convenience. Please let me know if anything is unclear. Thanks!
If there's still no payment, follow up again after a week, then call. Stay polite and keep a record of every message.
Keep simple records
Save every invoice as a PDF, numbered in order, and note when each one was paid. A folder per year plus a simple spreadsheet is enough to start, and your accountant will thank you at tax time.
Frequently asked questions
Do freelancers need a business to send invoices? In many countries you can invoice under your own name. Rules differ, so check what applies where you live.
What payment terms are normal for freelancers? 7, 14 or 30 days are common. Shorter terms usually mean faster payment.
Can I charge a late fee? Only if it's in your agreement or local law allows it. State it on the invoice in advance.
New to invoicing? Start with how to make an invoice or the free invoice template, then create your invoice for free.