How to make an invoice for freelance work

Create invoice for a job like freelance/remote work

Creating a professional invoice for a job (e.g., freelance work, contract services, repairs, or consulting) involves including key details to ensure prompt payment and legal compliance. Here’s a step-by-step guide with best practices:

Essential Components of a Job Invoice

Include these 10 elements to make your invoice clear and enforceable:

  1. Header: “INVOICE” in bold.
  2. Unique Invoice Number (e.g., INV-2025-105).
  3. Issue Date & Due Date (e.g., “Net 15 days”).
  4. Your Business/Sender Details:
    • Full name/company name, address, phone, email, website.
  5. Client Details:
    • Client’s name/company, address, contact person.
  6. Job Description:
    • Detailed breakdown of services (hours, rates, tasks).
  7. Costs:
    • Subtotal, taxes, discounts, shipping (if applicable).
  8. Total Amount Due:
    • Bold and prominent.
  9. Payment Terms & Methods:
    • Accepted payment methods (e.g., bank transfer, PayPal, check), late fees.
  10. Notes:
    • Thank-you message, contract references, or special terms.

Step-by-Step Invoice Creation

1. Use a Template or Software

  • Free Templates: Google Docs, Microsoft Word, or Invoice Builder.
  • Software:
    • Square Invoices (for tracking/automation).
    • QuickBooks, FreshBooks, or Wave (accounting integration).

2. Structure For Your Job Invoice

[Your Logo]  
**INVOICE**  
Invoice #: INV-2025-105  
Date: July 18, 2025  
Due: August 2, 2025  

**From:**  
Jane Smith Consulting  
123 Business St, Philadelphia, PA  
(555) 123-4567 | jane@consulting.com  

**Bill To:**  
ABC Corporation  
Attn: John Doe  
456 Client Ave, New York, NY  

---  
| Description           | Qty | Rate   | Amount |  
|-----------------------|-----|--------|--------|  
| Consulting (Research) | 10h | $75/h  | $750   |  
| Website Design        | 1   | $500   | $500   |  
| **Subtotal**          |     |        | $1,250 |  
| **Tax (7%)**          |     |        | $87.50 |  
| **Discount (5%)**     |     |        | -$62.50|  
| **TOTAL DUE**         |     |        | **$1,275** |  

---  
**Payment Terms:**  
- Due in 15 days. Late fee: 1.5% monthly.  
- Pay via: Zelle (jane@consulting.com), Check, or Square link [link].  

**Notes:**  
Thank you! Refer to Contract #CTR-789. Questions? Email jane@consulting.com.

3. Customize for the Job Type

  • Hourly Work: List hours worked + rate per hour.
  • Fixed-Price Project: Break into milestones (e.g., “Deposit,” “Final Delivery”).
  • Expenses: Add reimbursable costs (travel, materials) with receipts.

4. Send Professionally

  • Email: Attach PDF + include a summary in the body.
  • Software: Use tools like Square to send auto-reminders.
  • Print: For in-person jobs (include a copy with deliverables).

Best Practices

✅ Clarity: Avoid jargon; use plain language (e.g., “10 hours of SEO research”).
✅ Branding: Add your logo, brand colors, and website.
✅ Legal Compliance:

  • Include tax IDs (EIN/VAT) if applicable.
  • Know local tax laws (e.g., sales tax on services varies by state).
    ✅ Record Keeping: Save copies for 3–7 years (IRS audit requirement).

Pro Tips

  • Freelancers: Use contracts first (define scope, payment terms).
  • Late Payments: Charge fees (e.g., “1.5% monthly interest after 30 days”).
  • Automate: Tools like Square Invoices or QuickBooks auto-generate/track invoices.
  • Recurring Jobs: Set up subscription billing (e.g., monthly maintenance).

💡 Example Tools:

  • Invoice Builder: Free, customizable.

Final Checklist:

  1. Verify all client/job details.
  2. Double-check math.
  3. Save as PDF (preserves formatting).