How to Create an Invoice as a Freelancer

Before you prepare the invoice, confirm the client’s correct legal or business name, billing address, and the best person or email address for accounts payable. Check whether the client needs a purchase order number or a particular invoice format.

List each project, service, or expense as a separate line when that makes the work easier to understand. Use a plain description, the quantity or hours, and the agreed rate. For a fixed-price project, name the deliverable or milestone and refer to the agreement if needed.

For hourly work, show the hours worked and the agreed hourly rate: a website audit taking 3 hours at $50 per hour comes to $150. Keep a record of the time so you can explain the charge if asked.

For fixed-price work, show the agreed deliverable and fee: one completed landing page design at a fixed fee of $300 comes to $300, regardless of the hours spent. For milestone billing, name the milestone and charge only the agreed amount for that stage.

Use the billing basis you agreed with the client. The sample below combines an hourly audit with a fixed-price design; do not charge both hourly and fixed fees for the same work unless that arrangement was explicitly agreed.

This fictional example shows how the details fit together. Replace the sample names, addresses, and payment placeholders with your own verified information before sending an invoice.

For this illustration only, assume no tax applies, no deposit has been paid, and there are no discounts. The total due is therefore $450 USD. Your own invoice may need additional tax or business details depending on your location and circumstances.

• From: Alex Morgan Design, [your billing address], alex@example.com
• Bill to: Example Studio, [client billing address], billing@example.com
• Invoice number: AMD-2026-001
• Issue date: October 27, 2026
• Due date: November 10, 2026
• Payment terms: payment due within 14 days, as agreed with the client
• Website audit: 3 hours × $50 per hour = $150 USD
• Landing page design: 1 completed design × $300 fixed fee = $300 USD
• Subtotal: $450 USD
• Tax: $0 USD under this example’s no-tax assumption
• Total due: $450 USD
• Payment method: bank transfer to [account holder], [bank name], [required account details]
• Payment reference: AMD-2026-001

Include an invoice number, issue date, due date, currency, subtotal, and total. State the payment terms you agreed with the client, such as the number of days to pay, and include payment instructions. Apply taxes only when they are required for your situation; rules differ by location and business status.

Check names, dates, calculations, and payment details before sending. Save a copy of the final invoice and note when it was sent so you can follow up politely if it becomes overdue. Keep your records in line with the rules that apply where you operate.

Attach the reviewed invoice as a PDF and send it to the billing contact you confirmed. This example matches the sample invoice above; replace the details to match your own invoice and agreement.

Subject: Invoice AMD-2026-001 — Website audit and landing page design

Hi [client name],

Please find attached invoice AMD-2026-001 for the website audit and landing page design. The total due is $450 USD, payable by November 10, 2026, under our agreed 14-day payment terms.

Bank transfer instructions are included on the invoice. Please use AMD-2026-001 as the payment reference. Let me know if you have any questions or need any additional billing information.

Thank you for working with me.

Best regards, Alex Morgan

Before sending, check that the PDF is attached and that its total, due date, and payment details match the email.

Before sending, make sure the client can quickly answer three questions: who sent this invoice, what is being billed, and how and when should it be paid?

• Your business or freelancer name and contact details
• Client or company billing details
• A unique invoice number, issue date, and due date
• Clear descriptions, quantities or hours, and rates
• Subtotal, applicable tax, total, and currency
• Payment method and any agreed payment terms