How to make a freelance writer invoice
- Pick your country. Use the country selector in the editor to set the currency, date format and tax labels. The sample lines below are only a starting point for freelance writers.
- Enter your business details. Add your name, address, contact details, tax or registration number and a logo if you have one. Save them as a business profile to reuse next time.
- Add the customer. Enter the customer’s name and address, and a PO or job reference if they gave you one. Save the customer for repeat jobs.
- Edit the line items. Replace the sample freelance writer lines with your own work. Quantity can be hours, days, units or 1 for a fixed fee. Add a tax rate if you are registered.
- Add payment details and terms. Choose the payment terms, add bank or payment-link details and your notes. A due date is calculated from the terms.
- Choose a look and export. Pick a template and colour, then download the PDF, print it, or save a PNG. Your work is saved in your browser as you type.
How writers get paid: and how to show it
Writers bill in several ways: per word, per article, per hour or per month. Clients have their own habits too. Magazines pay on publication, agencies pay on acceptance, and businesses pay on delivery. Your invoice should reflect the agreement that was made, the title of each piece, the word count where relevant, and the rights granted.
The sample uses the Minimal layout and charcoal theme: plenty of white space, quiet typography and nothing to distract from the words. It bills an 1,800-word feature at 30 cents per word, a line for two rounds of revisions included at no cost, and three hours of research and interviews.
What to include on a writing invoice
- Title or working title of each piece, and the commissioning editor or brief reference.
- Word count and rate, or the agreed fixed fee.
- Revisions included and the price of extra rounds.
- Research, interviews or travel where billed separately.
- Rights: first rights, all rights, or exclusive licence, with the date they take effect.
- Kill fee reference if the piece was cancelled.
- Publisher’s vendor number or a PO number if the publisher uses one.
Writer pricing models
| Model | How it shows on the invoice | Notes |
|---|---|---|
| Per word | Quantity = words, rate = price per word | Agree how word count is measured |
| Per piece | One line per article, quantity 1 | Good for features and case studies |
| Hourly | Hours × rate | Better for editing and research-heavy work |
| Monthly retainer | One recurring line with included deliverables | Define unused deliverables |
| Kill fee | Percentage of the agreed fee | State in the contract, typically 25–50% |
To check whether per-word pricing pays enough, work out an effective hourly rate with the hourly rate calculator.
Example writer invoice
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Long-form article: “How small clinics manage patient scheduling” (1,800 words) | 1 | $540.00 | $540.00 |
| Two rounds of editor revisions (included) | 1 | $0.00 | $0.00 |
| Research and interviews (hours) | 3 | $45.00 | $135.00 |
| Subtotal | $675.00 | ||
| Tax at an illustrative 10% | $67.50 | ||
| Total | $742.50 | ||
Figures are examples only. Currency, tax rate and labels change in the editor to suit your country.
The free revisions line makes the included rounds visible without charging for them.
Tax and cross-border notes
Writers often work for publishers abroad. In the United States, a US client may ask a non-US writer for a form such as the W-8BEN to document foreign status, and a US-based writer will usually receive a 1099-NEC above the reporting threshold. In the EU, invoicing a business client in another member state is generally reverse-charged. UK writers register for VAT above £90,000 of turnover. Canadian and Australian writers register for GST or GST/HST above their thresholds. Check the official guidance for your own situation; our country pages link to it.
Some countries also have specific tax treatment for royalties or copyright fees, so read the guidance if your income includes them.
Mistakes that delay writers’ payments
- Not agreeing on how payment is triggered: on acceptance or publication.
- Unclear rights, so the client assumes all rights and you assumed first rights.
- No kill fee clause when a piece is cancelled.
- Invoicing before the editor has confirmed acceptance.
- Missing a publisher’s vendor registration step, which blocks payment.
Getting paid faster as a writer
Send the invoice with the final draft or as soon as it is accepted, and quote the PO or vendor number. Ask publishers about their payment schedule up front, and for new clients ask for a deposit on large projects. Short, polite follow-ups work. See how to get paid faster.
Glossary
- First rights
- The right to publish a piece first; the writer keeps other rights.
- Kill fee
- Payment for a commissioned piece that is cancelled.
- Pay on publication
- An arrangement where payment is made when the piece goes live.
- Registration thresholds (UK £90,000, Canada $30,000, Australia A$75,000, New Zealand NZ$60,000) change; confirm the current figure with your tax authority.
- Licence, certificate and payment-claim rules for trades differ by state, province and country. Check your regulator before relying on any note here.
Frequently asked questions
Should I charge per word or per piece?
Per piece suits features and case studies; per word is useful for short, comparable work. Check the effective hourly rate either way.
How do I show included revisions?
Add a line with a zero price, as in the example, so the included rounds are visible.
What are first rights and all rights?
First rights let the publisher publish first; all rights transfer more. Define them in the contract and price them accordingly.
What is a kill fee?
A percentage of the fee paid if a commissioned piece is cancelled. Put it in writing.
When should I invoice?
When the draft is delivered or accepted, depending on the agreement.
Can I bill research and interviews?
Yes, if agreed. Show them on a separate hourly line.
How do I invoice a client abroad?
Use the right currency and check the place-of-supply rules. See the country pages for guidance.
Is there a retainer option?
Yes. Save a recurring invoice with the deliverables included each month.
Related topics
- freelance writer invoice template
- copywriter invoice PDF
- content writer invoice
- per word invoice
- journalist invoice
- editor invoice
- blog writer invoice
- kill fee invoice