Freelance Writer Invoice Template

Free invoice templates for freelance writers built for writing services, revisions, and research fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: freelance writer invoice, freelance writer bill, or writer invoice.

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Custom Freelance Writer Invoice Template

Best for:

Logo, PO and project ID fields.

Editable Freelance Writer Invoice Template

Best for:

Edit scope, rounds, rush fees.

Printable Freelance Writer Invoice Template

Best for:

Totals, approvals, signatures.

Free Freelance Writer Invoice Template

Best for:

Words, rate, deliverables, due date.

How to Invoice as a Freelance Writer

A simple flow from scope to paid that keeps scope clear and cash moving.

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In 5 Steps:

Confirm scope, deadlines, rates, and revision limits in writing before work starts.
Collect a deposit to book the slot and log it as a credit on the job.
Track units and time as you work and keep receipts for any pass-through costs.
Create the invoice from your notes and attach deliverables with a short usage license.
Apply the deposit to the balance, set the due date, and send the invoice with payment options.

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What to Include in a Freelance Writer Invoice

These are the must-have fields for clear, compliant invoices.

Legal business name, email, and phone.
Tax ID or VAT number if required, check local rules.
Client legal name and billing address.
Invoice number and invoice date.
Project title and PO or contract number.
Scope summary and deliverables list.
Usage rights and license grant.
Line items with units and rates.
Expenses with receipt references.
Deposit received and amount applied.
Payment terms, due date, and late fee notice.
Payment methods and account details.

Billing Scenarios for Freelance Writers

How to label charges so every invoice makes sense the moment your clients see it.

Article, flat fee; One revision included

Flat-fee article with one revision included

A flat fee with a noted revision cap signals scope and sets expectations.

Writing, per word; Research, hourly

Per-word writing plus separate research time

Splitting writing from research shows value and prevents rate disputes.

Rush fee; Weekend or after-hours surcharge

Rush turnaround under 48 hours

Time pressure adds cost and the labels explain why the total is higher.

Interview time, hourly; Transcription

Interviews and transcription for a feature

List each expense category with a brief note and attach or reference receipts.

Travel, mileage; Travel time

Travel for on-site reporting

Travel costs are separate from writing so the subtotal stays honest.

Additional revisions; Extra page

Extra work beyond the agreement is visible and approved when itemized.

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What freelance writers usually bill for

Itemize writing services, per word rates, project fees, research, revisions, and rush with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Content brief & outline

Item

Client wants clear plan before drafting

Qty × fixed rate. Delivers scope, angle, and structure everyone signs off on.

Topic research & sources

Time

You dig into facts or background

Qty × hourly rate. Log sources and notes to support accurate, original work.

SME interview

Time

You interview a subject matter expert

Qty × hourly rate. Includes prep, call time, and recap to capture quotes correctly.

Drafting & writing

Time

You write the first full draft

Qty × hourly rate. Track focused writing time for the agreed deliverable.

Revision round

Item

Client requests a scheduled round of edits

Qty × fixed rate. Covers one pass to address consolidated feedback.

Copyediting polish

Time

You refine flow, clarity, and style

Qty × hourly rate. Tightens voice and readability after revisions.

CMS upload & formatting

Time

You place copy into the client’s CMS

Qty × hourly rate. Includes headings, links, and basic formatting to spec.

Usage/license upgrade

Item

Client expands usage or term of rights

Qty × license rate. Document scope of rights, territories, and duration.

Rush/after-hours surcharge

Item

Deadline requires nights or weekends

Qty × surcharge rate. Apply only to the affected work window; note dates.

Change order add-on

Time

New scope appears after approval

Qty × hourly rate. Use for added sections, interviews, or assets beyond the brief.

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Common Freelance Writer Invoicing Mistakes

Real pain shows up in delays and disputes, but simple fixes keep invoices clean and payable.

Mistake

How to fix it

Missing usage rights on the invoice leads to reuse disputes and scope creep.

State where and how the work may be used and note any limits on exclusivity or duration.

Not showing the deposit applied causes short-pay or double-pay confusion.

Record the deposit as a credit and subtract it from the subtotal so the balance due is clear.

Describe each deliverable with plain units like article count or word count and include the agreed deadline.

List each expense category with a brief note and attach or reference receipts.

Leaving off the due date and terms slows payment and weakens your leverage.

Add a firm due date, payment window, and accepted methods in the invoice footer.

Skipping client legal entity and address causes processing delays.

Ask for the exact billing entity name, address, and any required PO or vendor ID before you invoice.

Freelance Writers Invoice FAQs

Price per word, kill fees, research hours, rights, rush jobs, retainers, SEO add-ons, and expenses. Exact line items, terms, and markup, clear answers.

How should I bill per word vs per project?

Bill per word for predictable blog posts. Use fixed fees for strategy-heavy work. Example line items: “1,200-word article @ $0.40/word = $480” and “Outline + headline options = $120.”

What is a kill fee and how do I list it?

A kill fee covers work done if the piece is canceled. Put the percent and trigger in your terms. Example: “Kill fee if canceled after draft 1: 40% of project total = $320.”

How do I charge for research, interviews, and transcripts?

Track research by hour and bill transcripts at cost plus markup. List each separately. Example: “Research 3 hrs @ $75/hr = $225” and “Transcript service = $28.”

How many revisions are included before extra charges kick in?

State what’s included, then price extra rounds. Copywriters and content strategists often include two rounds. Example: “Revisions included: 2 rounds” and “Extra revision @ $90/hr, 1.5 hrs = $135.”

How do retainers work for ongoing content?

Spell out monthly deliverables and what rolls over. Use milestones if helpful. Example: “Monthly retainer: 4 posts @ $350 each = $1,400. Overage posts @ $375 each.” Use the Freelance Writers Invoice Template to keep this consistent.

How do I show usage rights and licensing on the invoice?

Name the license, term, and channels. Price expanded rights as an add-on. Example: “License: web-only, 12 months = included” and “Add-on: all-media buyout = $600.”

Can I add a rush fee for overnight or weekend work?

Yes. Note the trigger and the rate. Example: “Rush fee for delivery <24 hrs = 25% of project = $175.”

Do SEO deliverables and CMS upload get billed as separate lines or inside the invoice?

Break them out so scope is clear. Editors love seeing the value. Example: “Keyword brief = $85” and “CMS upload + formatting = $45 per post.”