Freelance Invoice Template
Updated
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
Use the payment terms agreed with the client and show the exact due date. Do not introduce a new late fee when issuing the invoice.
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)
Use the billing schedule agreed with the client. Check any approval or purchase-order requirements before issuing the invoice.
Send on completion
For fixed-price projects, invoice when the agreed billing milestone is reached. Include any delivery or acceptance reference the client needs.
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.
Confirm the submission process
Check the billing contact and any procurement portal requirements. A copy sent to the project manager may not reach accounts payable.
Follow the retainer agreement
For prepaid retainers, invoice before the agreed service period. For billing in arrears, use the agreed period end. Keep these terms consistent with the contract.
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
Payment due 30 days after the agreed starting point, often the invoice date. Show the resulting calendar date on the invoice.
Late payment clause
If applicable terms were agreed, reproduce them accurately. Do not assume one standard percentage applies to every client or invoice.
Skip the Template — Generate Invoices in Corcava
Corcava can generate line items from selected tracked time. Add fixed-price or milestone lines manually, then review the draft before sending.
- Track time, generate invoice — Hours flow directly into invoice line items
- Send invoices from the platform — Professional branded invoices delivered to client email
- Check the current balance — Review total, paid, and outstanding amounts, then check the due date in the invoice detail
- Follow up with the invoice — Re-send when needed after checking recent payments; the invoice screen has no native timed reminder sequence
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?
Use the billing date or milestone agreed with the client. For hourly work, use the agreed weekly, biweekly, or monthly cycle. Check any approval or procurement requirements before sending.
What payment terms should freelancers use?
Agree the due date and payment method before work starts, then repeat those terms on the invoice. Use an exact calendar date and include only applicable late-payment terms already agreed with the client.
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.