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Freelance Invoice Template

Bill hourly or per project, show deposits, and send a professional PDF in under two minutes. Free, with no account.

Quick answer: A freelance invoice lists your services (hours × rate or a fixed project fee), your and your client's details, a unique number, a due date and how to pay. Edit the example above, then click Download PDF.

Hourly vs project-based freelance invoices

Hourly: one line per type of work with hours as the quantity and your hourly rate as the price, for example “Design work, 10 h × $60”. Attach a timesheet if the client asks for one.

Project-based: one line per deliverable or milestone, for example “Website homepage design, milestone 1 of 3”. Clients usually prefer this because the total is predictable.

How to invoice a deposit

  1. Send invoice INV-0001 for the deposit (often 30–50%) before work begins, with the line “Deposit: 50% of project fee”.
  2. When you deliver, send INV-0002 for the full fee, then add a line “Less deposit paid (INV-0001)” as a negative amount.
  3. The total due is the remaining balance. Mention the deposit invoice number in the notes.

Payment terms freelancers use

  • Net 14: a good default for small clients.
  • Net 30: expected by most companies and agencies.
  • Late fee: state it on the invoice, for example “1.5% per month on overdue balances”. Check local law first.

What to write in the notes

Put your bank or PayPal details, the project name or PO number, and a short thank-you. Specific notes (“Payment for Acme homepage redesign, PO 4471”) get approved faster by accounts teams.

FAQ

Do freelancers need to charge tax on invoices?

It depends on your country and income. In the UK you charge VAT only if you're VAT-registered. In the EU and India rules depend on thresholds. In the US most services aren't subject to sales tax. Check with a local accountant.

Should I invoice hourly or per project?

Per project is easier to sell and to approve. Hourly is fairer when the scope is unclear. Many freelancers quote per project and track hours internally.

What invoice number should I start with?

Any unique sequence works, such as INV-0001 or 2026-001. Never reuse a number.

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Last updated · Written by the MiniTools team. This page is general information, not tax or legal advice.