We get it. As an independent contractor you likely spend a significant amount of time each week drumming up new business. It’s the freelance hustle after all!
Thankfully, TrulySmall™ offers a range of customizable freelance invoice templates for you—so that you don’t neglect invoicing and most importantly, getting paid.
Create Your First Freelance Invoice & Start Getting Paid
Navigating the invoicing process as a freelancer can be overwhelming, especially if you never worked for yourself before. TrulySmall™ provides free, customizable freelance invoice templates that can guide you through this often complicated process.
Available in Google Docs, Google Sheets, Word, Excel or PDF, our sample freelance invoice templates are already pre-curated so that sending professional-looking invoices gets paid quickly and consistently can be done in seconds.
The freelancer workforce is increasingly growing. Freelancers are providing more and more services as their skills grow. As a result, there just isn’t enough time to learn the backend of running a successful business: namely, the accounting and finances. These invoice templates will help guide you to inputting your hours and materials in a professional manner—so that you can keep your cash flowing.
What should I include on my freelance invoice?
Is invoicing new to you or just a little bit convoluted? Here’s what to include on your freelance invoice template to keep getting paid the right amount and on-time—every time!
At a minimum, here’s what to include in your freelance invoice.
1. Business name and info
Your business name is a foundational element of a professional invoice. It identifies your business and establishes your brand. This is also where you should include your contact information.
2. Your client's name
Include your client’s name and their contact information.
3. Invoice #
A unique invoice numbering system helps you stay organized, especially come tax season.
4. Invoice date
Date of when the invoice was generated and not when the services were supplied.
5. Description of services
A clear description of the goods and services being invoiced for, with each service or item on a separate line.
6. Hourly rate (if applicable)
Number of hours worked on a component of the project, including an hourly rate for each (if charging hourly).
7. Flat fees
Flat fees for completion of a project (if charging by a lump sum payment).
The amount to be paid for all services and expenses pre taxes and discounts.
9. Total, including sales tax
The total amount of your invoice after any sales tax, discounts, etc.
10. Payment terms
How you prefer to be paid (i.e. bank transfer or cheque) and payment terms (i.e. net-15 means the invoice must be paid within 15 days of the invoice date).
How do I build my freelancer invoice?
11 Simple Steps
Our freelance invoice templates are simple, intuitive, and easy-to-use. Made for freelancers of any kind, our invoices are built for the self-employed and are ready to use and hit send to clients as soon as you download them.
Follow these steps to use our freelance invoice templates to get paid:
1. Download the Template
Download any of our free freelancer invoice templates from the top of this web page.
2. Input your Info
No matter what format you need, we’ve got you covered. Input your info into the downloaded invoice.
3. Add Your Logo
Add your logo to the invoice for a professional, branded look.
4. Include Client’s Info
Include all of your client’s details like their full name, billing address, and contact information.
5. Add a Unique Invoice No.
Add a unique invoice number so you can keep track of all your invoices. We recommend starting with 00001 and moving up.
6. List What You Did
List out all of the services you provided in separate lines under ‘Description’.
7. Calculate the Total
Calculate your subtotal by adding up all of the amounts you charged for services.
8. Add the Tax
Include any taxes you may need to charge, other fees, or offer a discount.
9. Include Your Terms
Clarify your payment terms and whether there are any late fees associated with your invoice.
10. How Can They Pay You
Include any information your client will need to pay you! (Your PayPal email, your venmo account, etc.)
11. Send the Invoice
Export to PDF and hit send! And Voila! You’re on your way to getting paid.
Important Invoicing Habits for Freelancers
Freelancers are used to irregular paychecks and unsteady cash flow. As a result, setting up accurate pricing from the get-go and building good invoicing habits are a must to succeed long-term.
Decide on how you want to price, early on.
As a freelancer, you either charge by the hour or a flat fee for a project. Typically, flat fees are based on previous work for a similar project and involve a one-time payment for a service, including back-and-forth communications and meetings.
Hourly rates focus payments based on time spent on a project. For example, you might charge an hourly rate if you know exactly how much time it takes to complete a project. Adding contingency on these hours is a good idea—especially if you are starting a new project and are uncertain about the hours you’ll put in.
Deciding how you want to price, and communicating this early to your client, is key to managing expectations down the road.
Clear and organized invoice tracking is key.
Like you, clients are busy too. Instead of having to decipher through your terms and descriptions, they prefer easily digestible, clear invoices. Keep your content short and simple. Send invoices in the same format and template for consistency, and make sure to follow-up on late invoices.
Commit to the cloud for a sustainable long term solution.
If you still haven’t made the switch to cloud accounting, then you’re already behind on your freelance invoicing. Instead of countless documents and spreadsheets, streamline your business bookkeeping by invoicing on the cloud with a solution like TrulySmall™ Invoices.
It will not only help you keep track of your invoices and payments from anywhere, but also make it dead-easy to share information with your accountant and business partners.
Wondering how TrulySmall™ Invoicing can streamline your payments?
Our new invoice generator will save you time and help you get paid faster! Start invoicing your clients now for free.
As in any documentation, overcrowded information dilutes the purpose of the content. Make your invoices as clear and concise as possible, whether that’s description of services, price, or payment terms. Clients want to know exactly what they’re paying for, and more importantly, why they’re paying for it.
2. Invoicing is more than just paperwork.
Behind every invoice is a self-employed freelancer or business owner who does great work. Being personable and responsive are key characteristics that can drastically improve your freelance invoicing. Clients will appreciate the easy back-and-forth communication and it’s generally a great way to build rapport beyond just the paperwork.
3. Avoid surprises.
A good rule of thumb is to set expectations with clients before you invoice. So when they do receive your invoice, there will be no surprises in terms of scope of work and cost. Do this by communicating cost and budget items verbally or through a written contract prior to starting work. That way, when invoices do reach your client’s hands, there will be no dismay.
4. Shorten payment terms.
Slow-paying clients will be the death of your cash flow. Where possible, keep payment terms as short as possible. For example, come to an agreement where clients are to pay within 15 days or less (on receipt) to keep cash flow positive. Unpaid invoices means less money flowing into your business, which can be detrimental if you aren’t on top of it.
I don’t want to use a freelancer invoice template—how does TrulySmall™ Invoices help my business?
TrulySmall’s freelancer invoice template was created for freelancers who are busy and need a quick and efficient way to invoice clients for free. No matter what service you provide, the freelancer invoice template is structured in a straightforward way for you to input the details that matter most for your clients and for you getting paid.
But if you’re looking to further streamline your freelance invoicing process, TrulySmall™ Invoicing can help automate the process even more than our customized templates can.
From predefined templates and new invoice creation to tracking customer profiles, invoice status tracking, and more—TrulySmall™ Invoicing houses all the data for your invoicing needs—saving you hours back into your week to run your business.
Piqued your interest?
Try out TrulySmall™ Invoices today to find out how our software can automate your invoicing process.