How to Send a Client Invoice as a Freelancer

Congrats on the new client - now it’s time to send them an invoice. Navigating the invoice can be tricky even for an experienced freelancer, but we’re breaking down everything you need to find success when you hit send on your next invoice. 

Whether you are sending your first invoice or updating your existing system, check out this helpful guide to sending an invoice to your clients. 

Prepare and Send a Contract

Before you can invoice a client, make sure you have a good contract in place to ensure that you’ll receive payment from them. Having a clear contract helps both parties understand the reason for each charge and makes communication later on a lot simpler. 

During this time, you can decide how you will charge your clients. Maybe you will invoice per project or per hour, but it’s important to create a uniform system that ensures you are accurately paid for your work. Be sure to work in costs you might not be thinking of, like time spent on client calls or programs needed to complete their project. 

Get all of your client’s information, like phone numbers, emails, and physical addresses, to ensure that you have all of the information you need to send the invoice to them. Decide the time frame that you will give clients to pay you so that they know when to expect to receive your bill, as well as pay it. 

Find a Payment Processor that Works Best for You

You will want to compare payment processors based on what you’ll require for your business, such as in-person payments, recurring charges, and the style of the invoice. Some great options are Wave, Stripe, or Square - depending on your needs as a small business. 

Once you select a processor, spend some time, in the beginning, getting your invoices branded and set up as needed, like setting up recurring invoices for clients on a retainer. Choosing the best option for yourself from the start is best as you can save time transferring invoices later as a freelancer. 

Include all of the Details in Your Invoice

Make sure you don’t miss anything as a freelancer by including extra details in your invoices with descriptions, clear titles, and dates of a project’s start or completion. If you ever need to go back and look for an invoice, these details will come in handy for helping you remember the project even in months have passed. 

Follow Up on Late Payments

If you haven’t heard from a client regarding their overdue invoice, start checking in every 48-72 hours until you hear from them in the event there is a reason that the invoice is late. Sending an invoice a couple of weeks before the work starts or is due gives clients a little extra time to get the project paid without losing time to get it done. 

Finally, consider adding a late fee to your original contract that will encourage clients to pay on time. Your work and time as a freelancer should be respected and paid in a reasonable amount of time - let your contract reflect that. 

Now it’s time to get paid! Good luck on your next project and tackling your invoice like the professional you are with these tips for sending an invoice!