A freelance invoice should be clear enough that a client can pay it without asking you a single question. It shows who you are, who it is for, what the work was, how much is due, by when and how to pay. You can fill in the template below and download a PDF for free with the online invoice generator, with no sign-up.
- The word “Invoice”, a unique invoice number and the date.
- Your name or business name, address, email, and a tax or registration number if you have one.
- The client’s name and contact details.
- What you did, one line per task or deliverable, with the hours or quantity and the rate.
- Any expenses you are passing on, as separate lines.
- The total, plus any deposit already paid and the balance due.
- The due date and how to pay: bank details or a payment link.
Example freelance invoice
A made-up example: a freelance copywriter invoices a café for website text, after a $200 deposit.
| From | Studio Linden · 4 Mill Lane · [email protected] |
|---|---|
| Bill to | Harbour Café |
| Invoice number | INV-0003 |
| Invoice date | 23 October 2026 |
| Payment terms | 14 days, due 6 November 2026 |
| Description | Qty | Unit | Unit price | Amount |
|---|---|---|---|---|
| Homepage copywriting | 8 | hour | $45.00 | $360.00 |
| About page copywriting | 3 | hour | $45.00 | $135.00 |
| Stock image licence | 1 | item | $25.00 | $25.00 |
| Total | $520.00 | |||
| Already paid (deposit) | −$200.00 | |||
| Balance due | $320.00 | |||
Under it, a line for how to pay (“Bank transfer to… or pay online at…”) and a short thank-you.
Wording you can copy
Type these into the invoice’s notes and terms boxes, and change them to fit how you work.
Notes (how to pay): Please pay by bank transfer to Studio Linden, account number 00000000, using INV-0003 as the reference. Thank you for your business!
Terms, one per line:
Payment is due within 14 days of the invoice date.
Two rounds of revisions are included in the price.
Work remains the property of Studio Linden until paid in full.
Only add terms you have already agreed with the client, such as the revision rounds, and check what late fees or ownership terms are allowed where you work.
Hourly, per project or retainer?
- Hourly: show the hours and the rate on each line, as in the example. Clients can see exactly what they are paying for.
- Per project: one line per deliverable with a fixed price (“Logo design, 3 concepts”). Say what is included and what is not.
- Monthly retainer: one line per month (“Social media posts, October 2026”) with the agreed fee. Send it on the same day each month.
Make your invoice in 2 minutes
These steps use the free TaskingMint invoice generator. It works on your phone.
- Add your details once Under Your business, add your name, address, phone, email and, if you have one, your logo and a tax or registration number. Your browser remembers them.
- Add the client Type the Customer name and, if you like, their address or contact details.
- Set the number and payment terms Check the invoice number and date, then choose Payment terms: Due on receipt, 7 days, 14 days, 30 days, 60 days or a custom date. The due date fills in for you.
- List the work One line per task. Type the quantity, set the Unit to hour if you bill by the hour, and enter your price.
- Show a deposit If the client already paid part of it, type the amount in Already paid. The invoice shows the Balance due.
- Add how to pay and your terms Put your bank details or payment link in the notes, and any agreed terms in Terms & conditions.
- Download and send Click Download PDF and attach it to an email or WhatsApp message, or use Open / print. On a phone you can also use Share.
Make your invoice now
Free, no sign-up, any currency. A clean PDF with your logo in about 2 minutes.
Tips to get paid on time
- Invoice the day the work is done, or on the day you agreed, not weeks later.
- Send it to the person who pays, which is not always the person who hired you.
- Make paying easy: put the bank details or payment link right on the invoice, with the invoice number as the reference.
- Follow up once a day or two after the due date with a polite message, quoting the invoice number.
- Send a receipt when the money arrives. It closes the job and gives the client proof of payment.
Sending invoices every week?
The free generator keeps your business details in your browser, but not your clients or past invoices. If you invoice regularly, the Starter plan saves your invoices, clients and logo in an account, so every new invoice starts ready, and it takes the small “Made with TaskingMint” line off your PDFs. Starter costs $0.99 for a day or $3.99 a month, and you can try it free for 7 days with no card needed. The free invoice generator stays free.
A note on tax: whether you must show a tax number, charge tax or keep records for a set number of years depends on your country and your income. This guide covers good practice. For the exact rules, ask your local tax office or an accountant.
Questions people ask
Can I send an invoice if I am not a registered business?
In most places, yes. Freelancers and sole traders can invoice in their own name. You only need to show a tax or registration number if you have one, and whether you must charge tax depends on your country and income, so check with your local tax office.
Should I charge by the hour or per project?
Hourly suits work where the scope is unclear. A fixed project price suits clear jobs and clients who want to know the total up front. Either way, say on the invoice what the price covers.
Should I ask for a deposit?
It is common for new clients and bigger jobs, often 25% to 50% up front. On the final invoice, show the deposit as already paid so the client sees the balance still due.
What payment terms should a freelancer use?
Seven or 14 days is common. Use “Due on receipt” for small jobs. Some companies insist on 30 days, so agree this before you start and write it on the invoice.
Can I charge a late fee?
Only if you told the client before the work, for example in your quote or terms. Rules on late fees and interest differ from country to country, so check what is allowed where you work.
How should I number my invoices?
Count up and never reuse a number: INV-0001, INV-0002, and so on. The TaskingMint generator suggests the next number each time you start a new invoice.
Related tools and guides
- Invoice generator — free PDF invoices with your logo, any currency, tax and discounts.
- How to write an invoice — the full checklist and a worked example with tax and discount.
- Quotation generator — send a quote first, then turn it into an invoice in one click.
- Receipt generator — confirm a payment with a PAID receipt.
- How to number invoices — formats and rules.
- Overdue invoice reminder — wording for when payment is late.
- Invoice payment terms explained — due on receipt, Net 14, Net 30.