How to Write an Invoice: Templates, Examples & Free Generator

Quick Summary:

• An invoice is basically your official "hey, you owe me money" document
• Must include invoice number, dates, what you did, and how much it costs
• Send it ASAP after finishing the work (seriously, don't wait)

Look, I'm gonna be honest with you, I spent the years of sending invoices to clients that looked like they were written on a napkin. Some clients paid me. Some didn't. And the ones that didn't? Half the time it was because my invoice was so confusing they couldn't figure out what they were paying for.

So yeah, let's talk about how to actually write an invoice that gets you paid. Not the textbook version, the real-world version.

What Is an Invoice (And Why Should You Care)?

An invoice is your official "I did work, now pay me" document. That's it. But here's the thing—it's also your legal backup if things go sideways. I learned this the hard way when a client disputed a $3,200 invoice and my lawyer asked to see "the invoice." What I handed him was an email that said "For the completed rough-in and additional stuff we talked about - $3,200."

Yeah. Not great.

An invoice does two jobs:

1. Tells people to pay you (and by when)
2. Proves you did the work (for taxes, disputes, your accountant who's judging your organizational skills)

Invoice vs. Receipt vs. Quote (Because People Mix These Up Constantly)

I've had many clients who ask for a "receipt" before they've paid me. Here's the actual difference:

Quote/Estimate: This happens before you do anything. It's like "Hey, this project will probably cost around $2,500." The client can say yes or no.

Invoice: You've done the work. Now you want your money. This is what we're talking about today.

Receipt: They've already paid. This is proof they paid. You don't send a receipt before getting paid—that's an invoice.

Think of it like ordering food: Quote = menu prices, Invoice = the bill after you eat, Receipt = the little slip they give you after you pay.

The Stuff Your Invoice Actually Needs

Okay, so what goes on this thing? I've seen invoices missing critical info get stuck in accounting departments for weeks. Here's what you absolutely cannot skip:

Your Info (Obviously)

Put your business name, address, email, and phone number at the top. If you have a logo, throw it on there, it makes you look legit. I didn't have a logo for my first 50 invoices and honestly, it was fine. But when I finally added one, I noticed customers would comment on it saying they loved the logo, which means they will hopefully remember me for future oppurtunities.

Also, make sure the word "INVOICE" is big and obvious. I once labeled something "Payment Request" and the client called me to ask for an invoice, so keep it stupid simple.

Invoice Number (Don't Mess This Up)

Every invoice needs a unique number. I use INV-2025-001, INV-2025-002, etc. Some people do client-based numbering like ACME-001. Either works, just be consistent.

Here's what doesn't work: Using the same number twice, it just causes confusion at year end.

Dates (Multiple Dates, Weirdly)

You need two dates minimum:

• Invoice date: When you're sending it (like, today)
• Due date: When you want to be paid

Some people also add "Service period" dates (October 1-31, 2025) which is helpful if you're billing monthly. I started billing right after the job passed inspection, this way it was in the pipeline if the due date is delayed by 15 or 30 days.

Who You're Billing (Get This Exactly Right)

This is where things get stupid. You need the client's full legal business name and billing address. Not their email signature name. Not what they go by casually. Their ACTUAL registered business name. If it is a home owner and no business name becasue it's a house call, then add the full home address with the clients name.

Businesses will delay and not pay on time if the wrong information is entered on the invoice. No one cares about your money, so this means you need to care the most, get it right the first time to ensure you get paid on time.

Ask for their W-9 if you're in the US. It has all the right info.

The Line Items (What You Actually Did)

This is where you list what you did and what it costs. Be specific. Don't just write "Design work - $500." That's lazy and makes you look amateur.

Instead:

• Logo design concepts (3 revisions) - 8 hours @ $75/hr = $600
• Brand guidelines document - 2 hours @ $75/hr = $150
• Final file package preparation - 1 hour @ $75/hr = $75

See the difference? The second version tells them exactly what they're paying for. It also makes it way harder for them to dispute the amount.

The Math Part (Subtotal, Taxes, Total)

Subtotal: Add up all your line items

Taxes: This depends on where you are and what you're selling. Services usually aren't taxed in most US states, but physical products are. In Canada, you're probably charging GST/HST. Europe has VAT. Just... don't guess on this. Look it up or ask your accountant.

Total: The final number. This is what they owe you. Make it big and bold.

Payment Terms and Methods

This is where you tell them:

• How to pay you (PayPal, bank transfer, check, carrier pigeon, whatever)
• When you expect payment

"Net 30" means they have 30 days to pay. "Due upon receipt" means pay now. "Net 15" is 15 days.

Hot take: Unless you're working with enterprise clients who require Net 30, go with "Due upon receipt" or Net 7. You did the work, you deserve to be paid quickly. Some freelancers,and contractors are scared to ask for fast payment. Don't be. If someone has a problem with it, they probably weren't going to pay you on time anyway.

Free Templates You Can Actually Use

Forget the complicated stuff. Here are two templates you can literally copy and paste.

Template 1: Simple Freelance Invoice

Subject line: Invoice #1042 - [Your Name]

INVOICE #1042
Date: October 24, 2025
Due Date: Upon Receipt

From:
Jane Smith Design
jane@janesmith.design
(555) 123-4567

Bill To:
Acme Corp
Attn: Sarah in Marketing
123 Business St
Portland, OR 97201

Services Provided:
1. Logo design (5 hours @ $75/hr) ................... $375.00
2. Final file prep (2 hours @ $75/hr) ............... $150.00

TOTAL DUE: $525.00

Payment Methods:
- PayPal: jane@janesmith.design
- Venmo: @JaneSmithDesign
- Bank transfer: Account #1234, Routing #5678

Thank you for your business!

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Generated with FreeAccountingTools.com

Template 2: Monthly Retainer Invoice

INVOICE #2025-10-AG

From:
Smith Marketing Agency
1234 Agency Blvd
Denver, CO 80202

Bill To:
TechStart Inc.
Jessica Wilson, CEO
555 Startup Way
San Francisco, CA 94102

Invoice Date: October 31, 2025
Due Date: November 15, 2025 (Net 15)

Description:
Monthly social media management (October 2025) ......... $2,000.00
Additional ad spend coordination ........................ $500.00

TOTAL DUE: $2,500.00

Please remit payment via ACH to account ending in 4567 or check to address above.

---
Generated with FreeAccountingTools.com

How I Actually Write an Invoice (Real Process)

Forget the textbook "step-by-step guide" nonsense. Here's what I actually do:

Step 1: Finish the project

Step 2: Open my invoice template. I keep a Google Doc with all my info pre-filled. I just update the client name, invoice number, and line items. If you don't have a template yet, use the ones above or the generator tool below.

Step 3: Write out what I did. I look at my time tracker (Toggl) or my project notes and list everything. Be specific. If you designed 12 Instagram posts, say that. Don't just say "social media content."

Step 4: Do the math. Be sure to enter in the correct values, and verify them before printing off a PDF to send.

Step 5: Save it as a PDF. Never send editable Word docs. People can (and sometimes do) change the amounts. A PDF protects you.

Step 6: Send it IMMEDIATELY! Can't stress this one enough. I email it with a subject like "Invoice #1042 - Logo Design Project." In the email, I keep it short: "Hi Sarah, attached is the invoice for the logo project we just wrapped up. Let me know if you have any questions!"

Step 7: Follow up if they don't pay. I'll get into this later, but spoiler: most people aren't trying to scam you, they just forgot or it got lost in their inbox.

Use the Free Invoice Generator Below

If you're reading this thinking "I don't want to format a Google Doc," I get it. Use the invoice generator tool below. Fill in your info, download the PDF, send it. Done.

No signup, no credit card, no bs. Just make your invoice and get on with your day.

Real Talk: How to Actually Get Paid

Writing the invoice is the easy part. Getting paid is where things get interesting.

Send It Fast

The longer you wait to send an invoice, the longer you wait to get paid. I have a rule: if I finish a project on Tuesday, the invoice goes out Tuesday afternoon or Wednesday morning at the latest.

Why? Because clients have short memories. If you send an invoice 3 weeks after finishing, they've forgotten the details and are more likely to question it. Strike while the iron is hot.

Make It Easy to Pay

This seems obvious but you'd be surprised. People want the least amount of friction possible, make it dead simple and try to have a system in place that the masses are already familiar with.

I offer:

• PayPal (fastest for most people)
• Venmo (for smaller clients who don't have PayPal)
• Bank transfer with clear instructions
• Checks (if they're old school)

The more options, the better.

The "Net 30" Trap

Here's something nobody tells you: Net 30 doesn't mean they'll pay in 30 days. It means they'll start processing payment in 30 days. Big companies often have 2-week payment cycles, so your Net 30 might actually be 45 days.

If you're a freelancer or small business and you can avoid Net 30, do it. Offer a small discount for paying within 7 days instead. Something like "2% discount if paid within 7 days" works surprisingly well.

Late Fees (And Whether to Actually Charge Them)

You can put "1.5% monthly late fee on overdue invoices" on your invoice. Should you? Maybe.

Here's my take: Put it on there as a deterrent, but be strategic about actually charging it. If it's a good client who's usually on time, I'll send a friendly reminder before hitting them with fees. If it's someone who's chronically late or difficult? Yeah, they're getting charged.

Also, some states have laws about late fees (they can't be too high), so check your local rules.

Following Up Without Being Annoying

Most people aren't trying to avoid paying you. They're just busy or it slipped through the cracks. Here's my follow-up schedule:

• Day 3 after due date: Friendly email. "Hey! Just wanted to make sure you received the invoice for the logo project. Let me know if you have any questions!"

• Day 10: Slightly more direct. "Hi Sarah, following up on invoice #1042 ($525). It was due on the 15th—wanted to check if there's anything holding up payment on your end?"

• Day 20: Now I'm annoyed. "This is the third notice regarding invoice #1042 for $525, now 20 days overdue. Please remit payment immediately or contact me to discuss payment arrangements."

• Day 30+: Phone call. Then collections notice if they're still ghosting me.

I know the feeling of getting stiffed on a payement. It doesn't feel great, and dealing with liens is a time sucker. Stay on people, most pay after the second reminder.

Questions I Get Asked All The Time

"Do I really need a logo on my invoice?"

No. I didn't have one for a while and it was fine. But it does make you look more professional, and that little psychological boost can help with payment speed. If you have a logo, use it. If you don't, don't stress about it.

"Can I just handwrite an invoice?"

Technically yes? Like, it's legal as long as it has all the info (date, amount, description, your contact info). But in 2025? Use your phone. Or at least use your computer and the tool on this page. Handwritten invoices scream "I'm not a real business" and clients might not take you seriously.

"What if they just... don't pay?"

Start with friendly reminders. Most of the time it's an honest mistake. If you get to 30 days overdue and they're ignoring you, send a formal demand letter. At 60-90 days with no response, you can:

• Hire a collections agency (they take a cut, usually 30-50%)
• Go to small claims court (if it's under $5,000-$10,000 depending on your state)
• Write it off as bad debt and move on (sadly, sometimes this is the smartest choice)

I've learned to ask for deposits now. 50% upfront prevents most of this headache. There are rules on taking deposits, check with your local gov. web site, or check with your accountant.

"Do I charge sales tax?"

It depends. If you're selling physical products, probably yes. If you're selling services (design, consulting, writing), probably no in most US states. But some states tax some services. And if you're in Canada or Europe, the rules are completely different.

Honestly? Don't guess on this. Look up your state's rules or talk to an accountant. Messing up sales tax is a fast way to get a nasty letter from the tax department.

"What invoice number should I start with?"

Some people say start at 001. Some say start at 100 or 1000 so you don't look brand new.

Real talk: Nobody cares. I started at 001 and clients have never mentioned it. Just pick a system and be consistent. The only rule is don't use the same number twice.

Bottom Line

A good invoice has all the info (your details, their details, what you did, what it costs, how to pay), gets sent quickly after you finish the work, and makes it easy for people to pay you.

That's it. You don't need to overthink this.

Make your invoice clear, professional, and accurate. Send it fast. Follow up if they don't pay. And remember to save as PDF before sending so no one tries to mess with your money!

Now go get paid.