How to write a freelancer invoice

Clients pay faster when the invoice reads like the work they asked for. Use hourly lines for time, fixed lines for packages, and clear terms. The calculator starts with a typical freelance mix: hours plus a flat deliverable.

Hourly plus a fixed fee

The starting numbers in the calculator are 32 hours of design at $95 and a $2,400 logo package, with 8.25% tax and no discount.

Design: 32 × $95 = $3,040
Logo package: $2,400
Subtotal: $5,440
Tax 8.25% of $5,440 = $448.80
Total: $5,888.80

If the logo is not taxable in your case, tax only the $3,040: $3,040 × 0.0825 = $250.80, and the total becomes $5,690.80. The sample PDF on this site uses a slightly different mix (it adds $75 of non-taxable licenses and a 5% discount) and totals $5,665.61.

See a sample invoice

Open the sample PDF

A simple hourly-only invoice

12 hours of consulting at $150, no tax, due on receipt: total $1,800.00. One line is enough if the client already has a statement of work. If they will question the hours, split the line by task or by week.

Habits that reduce back-and-forth

Use the project name and a unique invoice number in the filename, such as invoice-INV-1042.pdf.
Match line descriptions to the proposal or email that approved the work.
State Net 15 or Net 30 and the calendar due date.
Say how to pay, including any card fee if you pass one on.

More: how to write an invoice and the free invoice template.

Questions people ask

What should a freelance invoice include?

Your name or business name and contact details, the client's details, a unique invoice number, issue and due dates, itemized hours or deliverables with rates, tax if it applies, the total due, and payment instructions.

How do I invoice for hourly freelance work?

Use a line for each task or for the period: description, hours, hourly rate, and hours × rate. 32 hours at $95 is $3,040. Add any fixed-fee deliverables as separate lines.

When should a freelancer send an invoice?

At the milestone or period you agreed, often when the work is delivered, or on a set day each month for ongoing work. State the due date on the invoice (for example Net 15 or Net 30).