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Freelance invoice template

Reviewed by Clausery editors · · 3 min read

Bill freelance work clearly, whether you charge by the hour, by the project or a mix. Fill the invoice in online, get totals calculated, and download it as an editable Word file or printable PDF. Designed for freelancers and sole traders.

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No sign-up. Editable Word (.docx) or print to PDF. Your answers stay in your browser. Updated .

Freelance invoices often need to show hours worked, project milestones, expenses and purchase order numbers, without looking like a big corporate bill. This template keeps the layout simple but gives you all those fields when you need them.

It calculates line amounts, subtotal, any tax and any balance after a deposit, and includes short standard late-payment wording you can edit. Your client details are saved in your browser for repeat work.

What to include#

  • Hourly or project lines. Use hours as quantity for time-based work, or Quantity 1 for a fixed project fee. You can mix both on the same invoice.
  • Expenses as separate lines. Show reimbursable expenses on their own line so the client can see what you spent on their behalf.
  • Deposit and balance. If the client already paid a deposit, enter it in Amount already paid; the template works out the balance due.
  • Late payment wording. Optional short clause about late fees at 2% per month (or your rate) - edit to match your terms.
  • Reference and PO number. Add a project reference or the client's purchase order number so the invoice reaches finance quickly.

How to fill it in#

  1. Step 1: Pick how you bill

    For hourly work, use hours as quantity. For a fixed fee, set Quantity to 1 and enter the fee as the unit price.

  2. Step 2: Add client and project

    Fill in the client, the project reference and any purchase order number they gave you.

  3. Step 3: Itemise the work

    List each task or milestone with its date range or description so the client can approve it at a glance.

  4. Step 4: Add expenses and deposit if any

    Show reimbursable expenses on separate lines, and subtract any deposit already received.

  5. Step 5: Send with a short note

    Download as PDF or Word and attach it to a short invoice email. The invoice email generator has a template for the message itself.

Invoice template guide

The full list of what to include, how to number and date an invoice, and step-by-step how-to.

Independent contractor agreement

The contract to set scope, rate and IP before the work starts.

Hourly invoice

Billing hours with fractional-hour support.

Deposit invoice

Request an upfront deposit before the work starts.

Retainer agreement

For ongoing monthly retainer work.

Invoice email template

Short sending, reminder and thank-you emails.

How to write a freelance contract

Ten clauses that matter.

Questions

Do I need a contract with an invoice?

An invoice is a request for payment, not a contract. For any non-trivial freelance job, agree a simple contract before work starts so scope, payment terms and IP are clear.

How do I bill both hours and a fixed fee?

Use separate lines: one line for hours (quantity = hours, rate = hourly rate) and one line for the fixed fee (quantity = 1, rate = fee).

Should I show expenses?

Yes, on separate lines. If you pass on costs, label the line clearly (for example "Train tickets, 12 Oct") and attach receipts where your client asks for them.

How do I number freelance invoices?

Use a simple sequence (INV-001, INV-002 …) or prefix with the client code. Just keep the numbers unique across all clients.

When is payment due?

Agree terms up front - common options are due on receipt, NET 7, NET 14 or NET 30. Put the due date on the invoice, not just the term.

Browse all invoice templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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