Write a Professional Invoice for Services Rendered

Edited by Yuliya, Eng, Anonymous

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If you are a freelancer, contractor, or hold any other kind of project-based job, you will probably need to create an invoice. Knowing how to write an invoice can help you keep your tasks organized, make follow-ups easier, and keep a record of the payments you receive for your own purposes as well as for tax purposes. Writing and sending an invoice can be daunting at first, but it doesn't have to be. Learn how to write a professional invoice by using the guide below.

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How to write a professional invoice for services rendered

  1. 1
    Begin with a heading that includes:
    Your name (or business name), address, telephone number, and email or website URL.
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  2. 2
    Underneath or in a column to the right of your name and address, include the unique information for that specific invoice.
    Note down: Invoice Number, Invoice Date, and Invoice Due Date. You may also want to note the payment details, such as "Pay upon receipt" or "Pay upon completion," whichever is relevant to you.
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  3. 3
    Include the name and address (or website URL / email address) of the recipient.
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  4. 4
    The main body of the invoice should have a heading like "Description of services:" and contain a list of the services rendered, along with a short description and a price.
    Here is an example of an invoice for an article written:
    Article invoice.png
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  5. 5
    Underneath the list of services, note clearly the total payment expected for this invoice, even if you only listed one item.
    The invoice should make it as easy as possible for the recipient to see how much they owe you, and for what.
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Sample invoice for a freelance job

Writing Magic - Freelance Writers
1234 Interesting Lane
Wit's End, NY 11234
United States

Bill To:
John Doe
555 Billing Address
Nowhere, MA 54321

Invoice Number: 205
Invoice Date: 07/11/2012
Invoice Due: 08/11/2012

Description of services:
Blog - Why your website isn't getting enough attention $50.00
Blog - How to get more attention for your website $50.00

TOTAL: $100.00

What to do if you don't get paid

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In the life of a freelancer, you sometimes have to deal with customers who don't pay on time, or simply forget to pay. The proper etiquette is to follow up:

  1. 1
    When you send an invoice, include a note to the customer telling them when you expect to be paid by (even if this information is noted in the body of the invoice).
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  2. 2
    You can also ask for a confirmation that your invoice was received.
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  3. 3
    If the due date indicated on the invoice has passed, you can follow up and remind them that you have not been paid yet.
    Usually a reminder is all a customer needs.
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  4. 4
    If you are still not paid after this, unfortunately there is little you can do.
    But now you have a record of the invoice and the customer, so that you know to avoid them in the future. You may also charge a percentage of your fee before the job begins, for insurance, especially if you have a large job ahead of you.
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What program can you make your invoice in

  1. 1
    An invoice doesn't need to be fancy - a simple spreadsheet will usually suffice.
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  2. 2
    Paypal has an invoicing option for small business accounts.
    It's free and efficient, and even lets the customer pay you via Paypal with a direct button on the invoice they receive.
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  3. 3
    There are a number of invoicing programs available to use.
    Many of these cost some money but include additional features that you may find useful, like bookkeeping.
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Additional tips

  • Before you send an invoice, find out how your client prefers to pay his freelancers. Some people have their own invoices which they will ask you to fill out. Will they be paying by check, money order, Paypal? This information will help you decide how to bill. Remember, the easier and more convenient you make you invoicing, the more likely you are to get paid on time.
  • Keep all your invoices in one place. It will make things easier for you in the long run.



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Categories : Financial

Recent edits by: Eng, Yuliya

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