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How to Professionally Invoice Clients

Emily SchmidtEmily Schmidt
Emily Schmidt
Emily Schmidt

Knowing how to properly invoice clients is an important skill to have as a freelancer. You want to make sure that you’re communicating all the right information so that you can get paid as quickly as possible - without any reason to go back and forth with your clients in the process. 

In this article we’ll share all the information that needs to be included on invoices as well as some additional information around the invoicing process. 

Invoice Frequently 

You want to make sure you’re invoicing frequently and not consistently having a large amount of hours build up. If it’s an ongoing project, typically payment terms are biweekly. If this is a project basis, invoice as soon as the project ends. You want to be fresh of mind for clients and not have them have to think back to what they’re paying you for. 

What to Include in an Invoice

There are many things to include within an invoice to make sure the client has all the information needed, and to keep records for yourself. 

  • Your Company Name / Address: This is pretty self explanatory. Putting your company name (even if it’s just your name) and address let your client know who the invoice is going to. This is also important if it’s being circulated internally.
  • Client’s Name & Address: Include your client’s name and address for your records and to address the client. 
  • Invoice Number: This makes it easy to keep track of your invoices and communicate with them effectively with your client
  • Invoice Date: The invoice date is the day that you send your invoice to the client. This can correlate with your due date, depending on your terms, especially if it’s net X days
  • Due Date: The due date is when the payment is due. This is often within seven to thirty days of the 
  • Payment Terms: The standard payment terms are repayment within a certain time window. This often ranges from seven days to thirty days. Payment terms may also include information around a late fee or interest incurred after the due date passes. If your client doesn't pay you on time, we've written an article on How to Politely Ask for Payment.
  • Payment Methods Accepted: Including what payment methods you accept is a helpful way to make sure you get paid promptly and in your preferred manner. Different payment methods can include: check, PayPal, Zelle, Stripe, deposit, or many others. Make sure if there’s a processing fee you discuss with your clients who’s responsible.
  • Itemized List of Services: One of the most important items to include is an itemized list of services. You need to be specific on what you accomplished during this time. Whether this is a break out of the different hours you’ve worked and what was accomplished, or the specific deliverables you gave, this will validate what you are requesting payment for. 

Invoicing Tools

There are many types of invoicing tools out there. Some are catered specifically to invoicing, others invoicing and time tracking. Choosing a tool that’s best for your needs and within your budget, will help you scale your invoicing processes and help organize your business.

At Tispr, we have built an all-in-one tool that includes invoicing, payment, time tracking, tasks, contracts and more. All of the items listed above are easily included in Tispr’s templates

Emily Schmidt
Emily Schmidt has been freelancing full-time since August 2017. She's loved working with clients in multiple industries and expanding her skill-set. She particularly loves writing for freelancers to help share the knowledge she's gained over the last several years. Emily's currently living in Denver, Colorado working on a myriad of clients to support their content strategy, writing efforts, and SEO strategy.

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