Freelancer Invoice Template

Free invoice templates for freelancers built for hourly rates, project fees, and expenses. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: freelancer invoice, freelancer bill, or self-employed invoice.

Browse Templates

PDF, Word, Excel, Google Docs.

Create Online Invoice

Free Generator. No sign-in.

Download Free Freelancer Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Editable Freelancer Invoice Template

Best for:

Edit scope, revisions, expenses.

Printable Freelancer Invoice Template

Best for:

Totals, payment terms, signatures.

Custom Freelancer Invoice Template

Best for:

Logo, PO, cost center, project ID.

Free Freelancer Invoice Template

Best for:

Hours, deliverables, rate, notes, expenses.

How to Invoice as a Freelancer

A simple flow that protects your time, sets clear expectations, and gets you paid on schedule.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm scope, rates, timeline, and who signs off.
Request a kickoff deposit and send a deposit invoice.
Track time, deliverables, and approved expenses while you work.
At each milestone or at handoff, build the invoice from your logs and receipts.
Apply the deposit to the final bill, add taxes and terms, send, and follow up.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Freelancer Invoice

These are the must-have fields that keep invoices clear, complete, and compliant.

These are the must-have fields that keep invoices clear, complete, and compliant.

Invoice number and title
Issue date, due date, and payment terms
Your name or business name, address, and contact details
Client billing name, address, and contact
Project or contract reference (purchase order or scope of work)
Service period or milestone dates
Rates and units (hour, day, or flat)
Deposit received (if any) and running balance
Taxes and your tax ID or VAT ID (check local rules)
Payment methods and remittance details

Billing Scenarios for Freelancers

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

Kickoff Deposit; Applied Deposit

Project kickoff that requires a deposit

It secures your start date and shows how the deposit lowers the final balance.

Hourly Work; Minimum Fee

Small hourly task with a minimum charge

It sets a clear floor for short jobs and avoids micro-invoices.

Milestone 1; Milestone 2

Fixed-price project billed by milestones

It ties billing to progress and improves cash flow.

Rush Fee; After-Hours Surcharge

Last-minute turnaround outside normal hours

Use a consistent numbering system and never reuse numbers. Include the number in email subject lines too.

Client Change Request; Additional Work

Client adds tasks not in the signed scope

It makes extras visible and approved instead of hidden in the base fee.

Stock Assets; Third-Party Software

It keeps materials separate from your labor so audits and reimbursements stay clean.

Free Invoice Generator

No sign-in. Save as PDF.

Create a Free Account

☝️ Risk-free 30-day trial.

Billable services and expenses for freelancers

Include hourly rates, project fees, and expenses with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Discovery & Scoping Session

Time

New project intake

Qty × hourly rate. Capture goals, constraints, and scope to set expectations and prevent creep.

Research & Strategy

Time

Before creative or build

Qty × hourly rate. Produce findings or a plan that guides deliverables and decisions.

Core Deliverable (Fixed)

Item

Fixed-scope output agreed

Units × fixed rate. Tie to acceptance criteria, formats, and handoff checklist.

Project Management

Time

Tracking tasks and timelines

Qty × hourly rate. Coordinate milestones, updates, and dependencies across stakeholders.

Client Meetings

Time

Scheduled calls or reviews

Qty × hourly rate. Includes prep and recap notes for decisions and next steps.

Revisions Beyond Scope

Time

Extra rounds after approval

Qty × hourly rate. Applies to changes beyond included rounds or out-of-scope edits.

Rush/After-Hours Surcharge

Item

Deadline shorter than agreed

Qty × surcharge rate. Use when work occurs outside normal hours or timelines compress.

Travel & On-Site Time

Time

Work at client location

Qty × hourly rate. Bill portal-to-portal for required on-site presence and transit.

Usage License Fee

Item

Grant rights to use work

Units × license rate. Specify term, territory, media, and any limitations in writing.

Printing/Physical Materials

Item

Taxable

Ordering printed pieces

Cost × markup factor. Pass-through for tangible items such as prints, proofs, or shipped media.

Save and reuse your freelance rates and expenses

Create a free account and save hourly rates, project fees, and expense items once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common Freelancer Invoicing Mistakes

A few small misses can slow payment or spark disputes. Use these fixes to keep cash moving and conversations calm.

Mistake

How to fix it

Bundling labor and expenses together confuses rates, hides costs, and invites pushback.

List labor and expenses on separate lines with clear units and sources. Attach receipts for pass-through costs.

Leaving out dates of service delays approvals and can trigger payment holds.

Add the work period or milestone dates on every invoice. Match them to the contract or purchase order.

Write plain, specific actions and deliverables that match the agreed scope. Lead with verbs and include outcomes.

Use a consistent numbering system and never reuse numbers. Include the number in email subject lines too.

Missing tax details or legal identifiers gets invoices rejected by finance.

Show your business registration or tax ID and note how tax is handled. If you charge tax, show the rate and amount, and check local rules.

Not stating payment terms leads to slow pay and extra follow-ups.

Display due date, net terms, and late fee policy near the total. Keep the same terms across every invoice.

Freelancers Invoice FAQs

Get paid fast for design, writing, dev, and consulting. Line items, usage fees, rush work, retainers, taxes, and late fees, clear answers.

How should I bill discovery and project kickoff?

Bill as a flat “Discovery/Brief” fee or by the hour. Example: “Project discovery: 5 hrs @ $120 = $600” plus “Kickoff workshop: $250.”

What belongs on a retainer invoice?

List the retainer period, scope, included hours, overage rate, and reporting cadence. Example: “Monthly retainer, 20 hrs included @ $100 = $2,000; Overage @ $120/hr.”

Do I charge for client meetings and travel?

Yes, if it supports the work. Example: “On-site meeting: 2 hrs @ $110 = $220” and “Local travel: 18 miles @ $0.67 = $12.06.”

How do I price revisions vs change orders?

Revisions stay within scope; change orders add scope, time, or assets. Example: “Included revisions: 2 rounds, no charge” and “Change order: extra landing page: fixed $450.”

When should I bill milestones for a website or app?

Tie amounts to deliverables, not dates. Example: “Wireframes approved: 30% ($1,500), Prototype delivered: 40% ($2,000), Launch: 30% ($1,500).”

Can I add licensing or usage for design, photos, or copy?

Yes—contractors and independent professionals often license creative. Example: “Social media usage license, 12 months, single brand: $300” or “Exclusive web copy license: $750.”

How do I handle rush or after-hours work?

Use a surcharge or higher hourly. Example: “Rush fee: 25% of project ($300)” or “After-hours rate: 1.5x, 4 hrs @ $150 = $600.”

Do I need to collect sales tax on services?

Rules vary—check local rules. Example: “Sales tax: 6.35% on taxable design services = $63.50” when your state taxes certain creative or digital work.