Free invoice template for freelancers
What to put on the bill you send a client, which payment terms help you get paid sooner, and how to lay out hourly or fixed-price work.
What to include
- Your name or business name, email, and address
- The client's name and the person or department that pays bills
- A unique reference number, such as 2026-014, that you never reuse
- The issue date and an exact due date
- Each service on its own line: description, hours or quantity, rate, and line total
- Subtotal, tax if you charge it, and the total due
- How to pay: bank transfer details, PayPal, Wise, or a card payment link
Payment terms that get you paid sooner
Shorter terms usually mean faster payment from small clients: "Net 14" tends to arrive sooner than "Net 30". Write the actual date ("Due 31 October 2026") as well as the term, because a date is harder to overlook. Send the bill the day you deliver the work, while the value is fresh, and put the reference number in your email subject line so it is easy to find later.
Only mention a late fee if your contract allows it, and check local rules: some countries set a statutory rate for late commercial payments, while in the US it depends on the state and your agreement.
Hourly or fixed-price?
For hourly work, list each task with its hours and rate so the client can see where the time went. For fixed-price projects, bill by milestone, such as "Design phase, 50% of project fee". In both cases, one line per deliverable means fewer questions and fewer delays.
Do freelancers need to charge sales tax or VAT?
It depends on where you and your client are, what you sell, and how much you earn. In many places services are taxed differently from goods, and small businesses below a threshold may not need to register at all. If you are registered, show your tax ID and the tax as a separate line. When in doubt, ask a local accountant or check your tax authority's guidance.
Keep records
Save a copy of every PDF you send, numbered in order, in one folder. That makes tax time and payment follow-ups much easier.