The first invoice is the one that makes freelancing real, and it can feel nerve-racking. It does not need to be fancy. It needs to be clear, correct and on time.
Before you start
Decide your business name, or use your own name, and your contact details. Open a separate bank account if you can, so business money stays apart from personal. Check what your tax authority requires from someone starting out, since registration rules differ by country.
Choose a look
Our generator has five looks: Classic, Modern, Minimal, Formal and Bold, and the same look appears on the page, the PDF, the Word file and the Excel file. Choose one that suits your work, a creative field might like Bold or Modern, and a professional service might prefer Classic or Formal. Add your logo and your colour, and keep them the same on everything you send.
Fill in the details
Add your details once. The page remembers them on your own device, so the next invoice starts half-filled. Add the client's details, the number, the dates and the lines of work, then check the totals. Read it as though you were the client.
Send it well
Save as PDF and email it with a short, friendly message: what the invoice is for, the amount, the due date, and a thank you. Send it to the person who approves payment, and keep a copy. If you have not heard back by the due date, follow the steps in our tip on chasing late payments.
What not to worry about
You do not need accounting software on day one. A folder of PDFs and a simple spreadsheet of what is owed is enough to start with. You can upgrade later when your volume grows.
After the money arrives
Record the payment, issue a receipt if the client wants one, and set aside the tax. Then do something small to mark it. The first one is the hardest, and the second is routine.
Tools for this guide
More tips
- What to Put on an Invoice: A Checklist
- Ten Ways to Get Paid Faster as a Freelancer or Small Business
- Invoice Numbers: How to Number Your Invoices Sensibly
- Quote, Estimate, Pro Forma, Invoice: What Is the Difference?
- Payment Terms Explained: Net 30, Due on Receipt and Everything Between
- Credit Notes: When to Use One and How to Write It
- How to Chase a Late Payment Without Damaging the Relationship
- Purchase Orders Explained for Small Businesses
- VAT, GST and Sales Tax on Invoices: The Basics
- Hourly, Day Rate or Fixed Price: How to Price Freelance Work
- Keeping Invoice and Receipt Records: What to Keep and for How Long
- Invoicing Clients in Other Countries and Currencies
- Tracking Billable Time So You Never Under-Bill Again
- All tips and guides
These guides are general information to help you get paid and stay organised. They are not legal or tax advice. Rules differ by country and change over time, so check with your tax authority or an adviser.