How to Invoice a Company for Freelance Work

An invoice serves as a formal request for payment for services rendered. For freelancers, mastering the invoicing process is essential for ensuring consistent cash flow and maintaining accurate financial records. It provides a clear, professional way to document transactions. A well-structured invoice sets clear expectations for clients regarding payment, minimizing misunderstandings and delays.

Essential Invoice Details

A comprehensive invoice includes specific details, starting with your business information such as your full name or registered business name, address, phone number, and email address. Also include the client’s company name, address, and if applicable, the name of the contact person responsible for payments.

Each invoice requires a unique invoice number. This number helps both you and your client easily reference specific transactions and can be generated sequentially, by incorporating the date (e.g., YYMMDD-001), or by client or project codes. The invoice should also clearly state the issue date and the payment due date. Common payment terms include “Net 30,” meaning payment is due 30 days from the invoice date, or “Due on Receipt” for immediate payment.

A detailed description of services, itemizing each service provided along with quantities, hourly rates, or project fees, should be included. Vague descriptions should be avoided; instead, be specific about the work delivered. The invoice must clearly show the subtotal, any applicable taxes, and the total amount due. Provide clear payment instructions, listing accepted methods such as bank transfers, online payment platforms, or checks, and include any necessary bank details. You may also include terms and conditions, such as late payment fees.

Crafting and Submitting Your Invoice

After gathering details, craft and submit the invoice professionally. Freelancers can create invoices using various tools, from simple word processing software and spreadsheet templates to dedicated invoicing software or online platforms. Regardless of the method, ensure the document is clear, accurate, and presents a professional image.

When submitting the invoice, email is the most common method. Best practices for email submission include using a clear and concise subject line, such as “Invoice #12345 from [Your Company Name]” or “Invoice for [Project Name] Due on [Date]”. The invoice itself should always be attached as a PDF file, as this format maintains its formatting across different devices. The email body should be brief, polite, and include the invoice number, total amount due, and due date, making it easy for the client to quickly find the key information.

For some clients, submission might occur through a specific online portal they use for vendor payments. In such cases, adhere to their established submission protocols. While less common, postal mail may be necessary for certain clients; ensure you send it securely and keep a record of mailing. Maintaining copies of all sent invoices, whether digital or physical, is essential for your financial records, accounting, and tax purposes.

Ensuring Timely Payment

After sending an invoice, actively monitoring its status is important to ensure timely payment. Keep track of the invoice number, issue date, and due date for every client. Consider sending a polite reminder a few days before the payment due date, which can proactively prevent delays. This can be a brief, friendly email confirming receipt and reminding the client of the upcoming due date.

If an invoice becomes overdue, a structured follow-up approach is beneficial. Begin with a polite email reminder immediately after the due date, reattaching the original invoice. If payment is still not received after approximately seven to ten days, a more direct email or phone call is appropriate, reiterating the overdue status and offering assistance if there are any issues. For significantly overdue invoices, send a formal reminder that includes the invoice copy and clearly states a specific new payment deadline. While maintaining a professional tone, addressing any discrepancies or questions the client might have about the invoice promptly can help resolve issues and facilitate payment.