Freelance Invoice Template
Three invoice templates for freelancers—hourly, fixed-price, and retainer. Each includes every field you need, explains why it matters, and is ready to download. Or skip the template entirely and let Corcava generate invoices from your tracked time.
What You'll Get
- Hourly invoice template — With time log table showing dates, tasks, and hours
- Fixed-price invoice template — With milestone breakdown and deliverable status
- Retainer invoice template — With hours used vs allocated and rollover tracking
- Field-by-field explanations — Why each section matters and what to include
- Payment terms guide — Net 15 vs Net 30, late fees, and when to send
Download the Template
Get all three invoice templates in PDF format.
No email required. Free to use and share.
Hourly Invoice Template
Best for time-based projects where you track hours and bill at a set rate.
| Date | Task / Description | Hours | Rate | Amount |
|---|---|---|---|---|
| 03/01 | Homepage wireframe & layout | 3.5 | $100 | $350 |
| 03/03 | About page design | 2.0 | $100 | $200 |
| 03/05 | Client revision round 1 | 1.5 | $100 | $150 |
| Subtotal | $700 | |||
Fixed-Price Invoice Template
Best for project-based work with defined deliverables and milestone payments.
| Milestone | Deliverable | Status | Amount |
|---|---|---|---|
| 1. Discovery | Research & strategy document | Completed | $2,000 |
| 2. Design | 5 page designs in Figma | Completed | $3,500 |
| 3. Development | Responsive HTML/CSS build | In progress | $4,500 |
| Amount due this invoice | $5,500 | ||
Retainer Invoice Template
Best for ongoing relationships with a fixed monthly fee and allocated hours.
| Category | Hours | Notes |
|---|---|---|
| Design work | 18.0 | Landing pages, social assets |
| Development | 12.5 | Feature updates, bug fixes |
| Strategy & meetings | 4.0 | Weekly calls, planning |
| Total used | 34.5 | 5.5 hrs remaining |
What to Include on a Freelance Invoice
Every freelance invoice needs these fields. Missing any of them can delay payment or cause confusion.
Your business info
Legal name, address, email, phone. If registered, include your business number or tax ID.
Client billing info
Company name, billing address, accounts payable contact. Match their records exactly.
Invoice number
Sequential and unique. Use a format like INV-2026-001 or CLIENT-001.
Dates
Invoice date (when sent) and due date (when payment is expected). Both are essential for your records and theirs.
Line items
Description, quantity (hours or units), rate, and line total. Be specific enough that the client knows what they're paying for.
Totals
Subtotal, tax (if applicable), and total due. Make the total impossible to miss.
Payment methods
Bank details, PayPal, Stripe link—whatever you accept. Make it easy to pay you.
Payment terms
Net 15, Net 30, or due on receipt. Include late payment terms (interest rate, grace period).
How to Number Invoices
Invoice numbers must be unique and sequential. They serve as your accounting trail and make it easy to reference specific invoices in emails, disputes, or tax filings. Here are three common systems:
Sequential: INV-001, INV-002, INV-003
Simplest approach. Works well for freelancers with a manageable number of clients.
Year-based: INV-2026-001, INV-2026-002
Resets each year. Makes it easy to see which year an invoice belongs to at a glance.
Client-prefixed: ACME-001, ACME-002
Useful when you want to quickly filter invoices by client. Combine with year: ACME-2026-001.
When to Send Invoices (and Why Timing Matters)
Invoice timing directly affects your cash flow. Send too late and you've given an interest-free loan. Send at the wrong time and it sits in an inbox over the weekend.
Send on completion
For fixed-price projects, send the invoice the same day you deliver the final files. The work is fresh and approval is immediate.
Send biweekly or monthly
For hourly work, establish a billing cycle (1st and 15th, or end of month). Consistency trains clients to expect your invoices.
Send Tuesday through Thursday
Invoices sent mid-week get processed faster. Monday inboxes are crowded; Friday invoices wait until Monday.
Send before the work, not after
For retainers, invoice at the start of the month. For milestone payments, invoice when the milestone is reached, not weeks later.
Invoice Payment Terms for Freelancers
Due on receipt
Payment expected immediately. Best for small projects or clients you don't have a relationship with yet.
Net 15
Payment due within 15 days. A good balance between getting paid quickly and giving the client time to process.
Net 30
Standard for larger clients and enterprise. Expect 30 days from invoice date. Often takes 45+ in practice.
Late payment clause
Include a late fee (1–1.5% monthly) and state it on the invoice. Even if you never enforce it, it signals professionalism and urgency.
Skip the Template — Generate Invoices in Corcava
Templates are a great starting point, but manual invoicing doesn't scale. Corcava generates invoices automatically from your tracked time and project milestones.
- Track time, generate invoice — Hours flow directly into invoice line items
- Send invoices from the platform — Professional branded invoices delivered to client email
- Track payment status — See which invoices are paid, pending, or overdue at a glance
- Automated payment reminders — Follow up on overdue invoices automatically
Maps to: Time Tracking, Invoicing, CRM features
Invoicing is where your work turns into revenue.See how invoicing fits into the full profitability lifecycle →
Frequently Asked Questions
What should a freelance invoice include?
Every freelance invoice needs: your business info (name, address, contact), client billing info, a unique invoice number, invoice date, due date, line items with descriptions and amounts, subtotal, tax if applicable, total due, payment methods accepted, and payment terms including any late fees.
How should freelancers number their invoices?
Use a sequential, unique numbering system. Common formats: INV-001 (simple sequential), INV-2026-001 (year-based), or CLIENT-001 (client-prefixed). Never reuse an invoice number. The system you choose matters less than being consistent with it.
When should I send my freelance invoice?
For fixed-price work, send on the day you deliver. For hourly work, establish a billing cycle (biweekly or monthly) and stick to it. Send mid-week (Tuesday-Thursday) for faster processing. For retainers, invoice at the start of the billing period.
What payment terms should freelancers use?
Net 15 is ideal for most freelancers—it gives clients reasonable time to process while keeping your cash flow healthy. Net 30 is standard for enterprise clients. Always include a late payment clause (1-1.5% monthly interest) even if you don't plan to enforce it.
Should I charge sales tax on freelance invoices?
It depends on your location, the type of service, and where your client is located. In many jurisdictions, services are not taxed, but some states and countries require it. Consult a tax professional for your specific situation. Always show the tax line even if it's $0.
What is the difference between a freelance invoice and a consulting invoice?
A freelance invoice typically covers work by a single person at one rate. A consulting invoice often involves multiple team members at different rates, expense reimbursement, and retainer draw-down tracking. If you bill as a solo freelancer, use the freelance template. If you have a team or pass through expenses, consider the consulting invoice template.