Free customizable invoice template: download & use
Download these free invoice templates to customize and use for your small business.
Download these free invoice templates to customize and use for your small business.
Being a freelancer or self-employed professional often means doing it all, including creating your own invoices. However, finding a good freelance invoice template is certainly not a walk in the park. Yet, that’s not something you want (or should) compromise on.
According to statistics, only 63% of invoices are usually paid on time, and part of the problem is that some freelance business owners don’t use effective invoices. If you’re having a hard time creating the perfect template and billing for the work you’ve done, then our freelancer invoice template may be of help.
To copy the template, just go to File and click Download, then select your preferred file type.
Our freelance invoice template is free to download, customize and use. It’s ideal for freelance business owners in all fields, including marketing, consultancy, technology, accounting, teaching, article writing, web development, graphic design, video editing etc. You can use it, whether you bill your freelance work on an hourly rate or a flat rate.
The freelancer invoice template also allows you to add your preferred means of payment. That may be a checking account, PayPal or pretty much any other method of receiving funds from clients. Additionally, this freelance invoice template lets you specify your payment terms. If, for example, you’re a self-employed graphic designer, you can mention that you’re only billing for completed and approved works.
And of course, the template is simple to customize. You can adjust fonts, add or remove rows and columns, and type out your own payment terms and payment methods.
Yes, freelancer business owners need invoices. As a self-employed person, you have the right to be paid for the work you do. It’s also your right to set your own rates and terms of payment, both of which you can easily do with a professional invoice. For example, you can indicate that you’re charging a client on an hourly rate and that the bill due should be paid within 14 days.
You’ll want to communicate these rates and terms to the client even before starting the trading relationship. This will eliminate any misunderstandings or confusion between you and your clients. And when it’s time to bill, your invoice will formally act as your request for payment based on the pre-agreed rates and terms. Thus, an invoice doesn’t just ensure that you receive payments, it also helps you get paid faster.
Below are specific benefits of invoice for freelancers:
The bottom line is, as a freelancer you do need invoices. And if you’re a self-employed professional expert in your field, a personalized consulting invoice template may be all you need to keep track of your money inflows.
At the very least, a good freelance invoice template should contain basic information about you (or your business), basic information about the client, and details of the service you are providing to the client. This typically includes an itemized list of every service and the rate per hour or per service. You then use this information to calculate the total amount due, which you also have to indicate in the invoice. Make sure that the invoice captures any discounts that you extended to the client, as well as your payment terms and payment methods (means of receiving the money).
The way to organize your invoice is completely up to you. However, it should be an easy-to-understand document that a client can look at and process almost instantly. In case you’re not sure, here are the things to include in a freelancer or consulting invoice template:
If creating your own freelancer or consulting invoice template seems like a daunting task, you’ll be glad to know that you can download and use our free online invoice templates. Better yet, there are some invoicing software like Alto that generate invoices automatically. All you need to do is fill out your service details, complete with the rate you charged for each service, discounts, and your tax rate. The invoice generator then calculates all the deductions (like discounts), additions (like taxes), and finds the amount due to the client.
Invoicing software like Alto makes the work of freelancers and self-employed individuals easier as far as invoicing. As an invoice generator, Alto handles most of the work, thus freeing up time for you to focus on your primary job. Alto integrates with the Nearside checking account. Click here to find out more about automatic invoicing with Nearside and Alto.
For many freelancers, the invoicing process basically starts with creating a professional invoice and ends with getting paid. Here’s a step-by-step breakdown of how to invoice if you are a freelancer:
1. Set up a means of payment
If you don’t already have a means of payment, you will want to set up one. Depending on the types of clients you have, you may want to open a variety of payment systems. Some will want to pay you via easy online platforms like PayPal as well as debit and credit cards. Others may prefer to send you checks, which make a solid case for opening a checking account. There are clients who can set up an ACH system so that you’re automatically paid on a weekly or monthly basis. Whatever the case, make sure to ask the client how they prefer to pay during pre-agreement talks.
2. Create a freelancer invoice template
You don’t need to create one from scratch; you can download and customize our free online invoice template. Give it a personal touch by including your logo, business name and other details. You can even change fonts to match the ones that appear on your freelance business branding.
3. Enter contract with client
As a service provider, you’ll want to start your business dealings with a solid contract. Among other things, make sure that the contract specifies whether the client is required to make partial or full payments. Do you need them to pay for freelance work when making an order or upon delivery of the work? What are your payment terms? Should they pay immediately or do you have net-14, net-15, net-30, net-60 and net-90 terms? What penalties do you have in place for late invoice payments? Including all this information will remove any billing confusion and misunderstanding between you and the client.
4. Fill out the invoice
Since you already have a freelance invoice template, feel free to fill it as you go. Don’t wait until you’ve done 10 or 20 tasks to start filling the invoice. Instead, jot down the details of a task right after you complete it. Filling out an invoice when the service details are fresh in your head will ensure that you capture every detail accurately – including the type of service, rate per hour and total amount.
5. Add a personal touch
Adding a note like “Thank you for your business” can help you create a lasting impression with the client. That is how you build brand loyalty.
6. Preview and send the invoice
Make sure that you have a copy of the invoice saved somewhere on your device. Preview and then send it to the client. It’s not unusual for some clients to take time to make payments. Such a situation may require you to do a bit of follow up.
7. Get paid
When the client pays, remember to mark the invoice as paid. This will help you keep a record of all the invoices that have been paid for and those that are outstanding.
There are times when clients will delay payments for one reason or another. While this may be frustrating, it’s important to deal with delays in a professional manner. First, check that your freelance or consulting invoice template isn’t lacking any material information like a payment account. This may occur if you’re using free invoice templates for the first time and haven’t thoroughly reviewed them. In case you spot any material omissions or errors, be sure to contact the client immediately and correct it.
If all is well on your side, then the delay may be down to the client. In which case, do a follow up by initiating a discussion with them and reminding them of the payment terms set in the contract (and invoice). However, keep an open mind and listen; they may be going through cash flow challenges. That said, ask them to give you a timeframe that they think they can pay the invoice. Depending on your relationship with the client, you can either halt future projects until the current invoice is paid, or you can continue in good faith.
There’s no hard-and-fast rule on the best time to send an invoice; it comes down to the nature of service you’re providing. For freelance work that requires a fast turnaround – like writing – you can send an invoice immediately after completion.
On the other hand, if you’re working on a project that will last for a long time, you can invoice the client an upfront fee (usually a percentage of the total) and send the final invoice upon completion. Alternatively, you can opt to send bi-weekly or monthly invoices as you make progress with the project.
Ultimately, the best time to send an invoice depends on the kind of work you’re doing. In fact, if you’re not pressed for cash, you can send invoices up to two weeks after completing work.