How to Invoice Like a Pro: A Freelancer’s Guide

You’ve nailed the project. The client’s thrilled. Now comes the fun part; getting paid. But if the word “invoice” confuses you, you’re not alone. Invoicing might not be glamorous, but it’s your gateway to financial freedom and earning money for your work. Done right, it keeps your business flowing smoothly. Done wrong (or forgotten altogether) it can delay payments and mess with your income streams. Let’s break it down into something painless and explore some free tools to help you get paid without the headaches.

What is an Invoice?

An invoice is a document that says “Here’s what I did, here’s how much you owe me, and here’s how and when to pay me”. Invoices can be sent either at the end of a project (the most common approach for one-off jobs), or in multiple stages for larger or longer projects (helping with cash flow and protecting you if timelines stretch longer than expected). Typically, in freelance work you won’t get paid without one.

An invoice should include your name or business name (and logo if you have one), your contact info, the client’s name and contact info, an invoice number (for tracking – choose whatever system works for you), the date of issue, a clear description of services (e.g. “Social media campaign – May 2025”), payment terms (e.g. “Due within 14 days”), the total amount due, and bank details or a payment link.

Always keep your invoices clear and professional; they’re legal documents that you may beed to refer to in future. Avoid vague lines like “Creative work – £500”, specify what work you’ve undertaken, how many days it’s taken if relevant, and any other costs agreed. E.g. 2 days Content Creation work @ £225/day = £450, 2 days train travel Birmingham to London @ £25/each = £50.

You can create an invoice with a variety of free online tools that make it effortless:

Crunch is a UK-based online accounting platform designed with freelancers and small businesses in mind. Their free accounting software includes easy invoicing with professional templates, automatic invoice numbering, client contact management, invoice sending, and tracking for who’s paid and who hasn’t.

Invoice Generator.com offers an easy template for one off jobs, but without payment tracking or automatic issuing.

Canva offers invoices that match your brand aesthetic, with free invoice templates you can customize and download.

Pro Tips for Invoicing Success

Invoice promptly. Don’t wait until “later.” Send it as soon as the work is done.

Set clear payment terms upfront. Avoid awkward conversations by putting it in your contract.

Follow up politely. A quick “just checking in” email 1-2 days after the due date is perfectly acceptable.

Stay organized. Use tools or spreadsheets to keep track of what’s been sent, paid, and overdue. —

Why Good Invoicing = Good Business

Invoicing isn’t just admin. It’s a reflection of your professionalism. Clear, well-designed invoices show clients that you’re serious, trustworthy, and ready to do business again. As a freelancer or creative pro, you wear a lot of hats. But “accountant” doesn’t have to be one of them.