Invoicing basics

How to invoice as a freelancer: step by step

Invoicing is the moment your work turns into money. A clear process makes it quick, makes you look professional and makes late payment less likely.

By the InvoiceDesk editorial team · Published 24 October 2026 · Updated 28 October 2026 · How we write

The six steps

Agree the terms before you start. Confirm the scope, price, deposit, payment terms and what happens with late payment in writing, ideally with a quote.
Gather your details. Your name or business name, address, tax number if registered, and bank details. Save them as a profile in the invoice generator.
Create the invoice. Add a unique invoice number, the date, the client’s details, clear line items, tax if relevant and the total.
Set the due date and payment methods. State the due date, accepted methods and any late fee.
Send it promptly as a PDF. Download the PDF and email it to the person who approves payments, the same day work is completed or the milestone is reached.
Track and follow up. Note when it is due, send a reminder a few days before and a polite chaser one day after.

Before the first invoice

Check that you are registered as required in your country (for example a business registration, an ABN in Australia, or a VAT number if you pass the threshold). See the guides for your country: UK, Australia, Canada, US.

Setting a rate you can live on

Work backwards from the income you need, add costs, tax and unpaid time, and divide by the hours you can bill. The hourly rate calculator and the day rate calculator do the maths.

Writing line items

Be specific: “Homepage design, 3 revisions, 15 Oct–2 Nov” beats “Design work”. Specific lines prevent questions and speed up approval. For hourly work, use a timesheet.

Sending and following up

Email the PDF with a short message: what it is for, the amount, the due date and how to pay. If there is a purchase order number, include it. See how to get paid faster.

Mistakes to avoid

Waiting weeks to invoice.
Missing the PO number or the right recipient.
Vague descriptions.
No payment terms.
Sending from the wrong business name.

Frequently asked questions

When should I send my first invoice?

When you complete the work or reach an agreed milestone, or upfront for a deposit.

Do freelancers need an invoice number?

Yes. A unique number helps with tracking and is required for tax invoices in most countries.

What payment terms should I use?

Net 14 or Net 30 are common. See the payment terms tool.

Do I charge tax?

Only if you are registered and the rules require it. See the country guides.

Is a free invoice generator enough?

For most freelancers, yes, as long as it produces a compliant document and you keep your records.