Freelance invoice template
Freelancers need an invoice that looks professional, gets paid on time and keeps the right records. This template covers the essentials without accounting software.
The essentials of a freelance invoice
- Your name or business name, address and contact details
- The client's name and address
- A unique invoice number and the invoice date
- A clear description of the work, hours or deliverables
- The amount due, payment terms and due date
- VAT details only if you are VAT registered
Payment terms that help you get paid
State when payment is due (for example, 14 or 30 days from the invoice date) and how to pay. Add late-payment terms if you work with business clients. Keep the terms consistent across invoices.
For ongoing work, invoice at agreed milestones and reference the project or purchase order so the client can match the invoice to their records.
Freelance invoice checklist
- Use a sequential invoice number — never reuse one
- Save a PDF copy and record the date sent
- Check the client's legal name and billing address
- Include the project reference or PO number if provided
- Keep records for at least 6 years for VAT, and follow general record-keeping guidance
Related tools and guides
Frequently asked questions
Do freelancers need to charge VAT?
Only if you are VAT registered. You must register when your taxable turnover passes the VAT threshold, or you can register voluntarily. If you are not registered, do not charge VAT.
Should I include my home address on a freelance invoice?
Use an address where you can receive business correspondence. Many freelancers use a home address; if you prefer not to, use a registered business address or a virtual office that allows it.
What if the client does not pay?
Start with a polite reminder and a copy of the invoice. Check your contract for late-payment terms. For business-to-business debts, statutory late-payment rules may apply; consider professional advice for larger amounts.