What to include
- The word "Invoice" and a unique invoice number.
- The invoice date and the payment due date.
- Your name or business name, address and contact details, and your tax number if you have one.
- The client's name and address.
- Each item or service with its quantity, price and line total.
- The subtotal, any tax at its rate, and the total due.
- How to pay: bank details or a payment link.
Some countries require more on VAT or GST invoices, so check the local rules if you are registered for tax.
Numbering and terms
Number invoices in an unbroken sequence, such as 2026-001, 2026-002, so each one can be found and none goes missing. Common payment terms are 14 or 30 days. Put the due date on the invoice as a date rather than just "Net 30".
Make one now
- Open the Invoice Generator.
- Fill in your details, the client's and the line items. Totals and tax update as you type.
- Print it, or choose "Save as PDF" in the print dialog to send it by email.
Nothing is uploaded or stored, so keep your own copy of each PDF.
Charging enough
The Freelance Rate Calculator works out the rate you need once costs, taxes and unbilled time are taken into account.
A worked example
| Item | Quantity | Price | Total |
|---|---|---|---|
| Website design | 1 | 1,200.00 | 1,200.00 |
| Content updates | 2 hours | 60.00 | 120.00 |
| Stock photos | 3 | 15.00 | 45.00 |
Subtotal 1,365.00, tax at 20% 273.00, total due 1,638.00. Always give the currency, such as EUR or USD, when the client is abroad.
Correcting a sent invoice
Do not edit or delete an invoice once it has been sent. Issue a credit note that cancels all or part of it, with its own number, then send a new invoice if needed. That keeps the numbering unbroken for your records and your tax return.
Common questions
- Late payment. Many countries let a business charge interest on late payment by another business. State the rate or the law on the invoice so it is agreed up front.
- Clients in another EU country. For services to a VAT-registered business elsewhere in the EU, the invoice usually shows no VAT, both VAT numbers and the words "reverse charge".
- Deposits. Invoice the deposit separately, then show it as already paid on the final invoice.