How to use this freelance invoice
- Put each block of work on its own line — the project name and period help the client approve it quickly.
- Enter hours as decimals: 1.5 for an hour and a half, 0.25 for fifteen minutes.
- List pass-through expenses separately so the client can see what they are.
- If the client paid a deposit, enter it under “Amount paid” to show the balance due.
- Add your payment details and download the PDF.
Hourly vs project billing
For hourly work, the quantity is hours and the unit price is your rate. Invoiceferry keeps quantities to four decimal places and rounds each line to the cent, so 22.5 h × 65 is exactly 1,462.50. For project work, use a quantity of 1 and the agreed fee — or split it into milestones (“Milestone 2 of 3: design delivered”) so the client can match it to the contract.
Getting paid faster as a freelancer
- Agree payment terms before you start, and repeat them on the invoice.
- Invoice as soon as the work (or milestone) is delivered — not at the end of the month.
- Make paying easy: bank details, PayPal address or mobile money number in the payment details box.
- Reference the client’s PO number if they gave you one; many accounts teams cannot pay without it.
- Follow up politely on the due date — see our payment reminder templates.
Tax as a freelancer
Whether you need to charge VAT, GST or sales tax depends on where you and your client are, what you sell and how much you earn. Many freelancers below a registration threshold do not charge tax at all, while registered ones must show their tax number and the tax amount. Set the tax mode to “No tax” if it doesn’t apply to you, and check your local rules if you are unsure.
Frequently asked questions
How do I bill partial hours?
Type the hours as a decimal: 0.5 for 30 minutes, 0.25 for 15 minutes, 1.75 for an hour and 45 minutes. Line totals are rounded to the nearest cent.
How do I show a deposit the client already paid?
Enter it under “Amount paid” in the discount, tax & shipping section. The invoice then shows the total, the amount paid and the balance due.
Should expenses go on a separate invoice?
Usually not — add them as separate lines with a clear description such as “(expense, at cost)”. Keep the receipts in case the client asks for them.
Can I invoice international clients in their currency?
Yes. Pick their currency and, if you like, their number format (for example en-GB or de-DE) so the amounts look familiar to them.
Can I save clients I invoice every month?
With Pro you can save clients and frequent line items, duplicate last month’s invoice and just change the dates and hours.