As a freelancer, getting paid on time is essential to keeping your business running. But many freelancers struggle with invoicing - either feeling awkward about asking for money or not knowing how to create professional invoices. Here are 10 best practices to help you invoice like a pro and get paid faster.
1. Set Clear Payment Terms Before Starting Work
The best time to discuss payment is before you start working. Include payment terms in your contract or proposal:
- Your rate (hourly, project-based, or retainer)
- When payment is due (Net 15, Net 30, etc.)
- Accepted payment methods
- Late payment policies
Having this conversation upfront prevents awkward negotiations later and sets professional expectations from the start.
2. Invoice Immediately Upon Completion
Don't wait to send your invoice. The longer you delay, the longer it takes to get paid - and the more likely clients are to forget the value you provided.
Best practice: Send your invoice within 24 hours of completing work, or at your agreed-upon billing interval (weekly, monthly, etc.).
3. Use Professional Invoice Templates
A professional-looking invoice builds trust and makes clients take payment seriously. Your invoice should include:
- Your business name and contact information
- Client name and billing address
- Unique invoice number
- Invoice date and due date
- Detailed line items with descriptions
- Total amount due
- Payment instructions
4. Be Specific in Your Descriptions
Vague line items like "Services rendered" invite questions and delays. Instead, be specific:
Bad: "Consulting services - $500"
Good: "Marketing strategy session (2 hours) - Jan 15, 2025: Competitive analysis, target audience review, and Q1 campaign planning - $500"
Specific descriptions remind clients of the value they received and reduce back-and-forth questions.
5. Require Deposits for Large Projects
For projects over a certain amount (many freelancers use $1,000 as a threshold), require a deposit before starting work. Common structures include:
- 50/50: 50% upfront, 50% on completion
- 30/30/40: 30% upfront, 30% midway, 40% on completion
- 100% upfront: For smaller projects with new clients
Deposits protect you from scope creep and ensure clients are committed to the project.
6. Offer Multiple Payment Options
Make it easy for clients to pay you. The more friction in the payment process, the longer it takes. Consider accepting:
- Bank transfers (ACH)
- Credit/debit cards
- PayPal
- Stripe
- Zelle or Venmo (for smaller amounts)
7. Use Consistent Invoice Numbering
A consistent numbering system helps you stay organized and looks professional. Common formats:
- Sequential: INV-001, INV-002, INV-003
- Date-based: 2025-001, 2025-002
- Client-based: ABC-001, ABC-002 (for client ABC)
Whatever system you choose, be consistent. Invoicing software like InvoiceBloom handles this automatically.
8. Send Reminders Before Due Date
A gentle reminder 3-5 days before the due date can prevent late payments. Many clients simply forget, and a friendly nudge keeps your invoice top of mind.
"Hi [Name], Just a friendly reminder that invoice #123 for $1,500 is due on Friday. Let me know if you have any questions!"
9. Keep Records of Everything
Maintain records of all invoices, payments, and communications. This helps with:
- Tax preparation
- Tracking outstanding payments
- Resolving disputes
- Understanding your cash flow
Cloud-based invoicing software automatically maintains these records and makes tax time much easier.
10. Follow Up Promptly on Late Payments
When payments are late, follow up quickly but professionally. Don't wait weeks hoping the client will remember. A simple timeline:
- Due date: Friendly reminder
- 1 week late: Direct follow-up
- 2 weeks late: Phone call
- 30+ days late: Formal notice
Bonus: Know Your Worth
Many freelancers struggle with imposter syndrome when invoicing. Remember: you're not asking for a favor - you're requesting payment for valuable work you've completed. Invoice with confidence, because you've earned it.
The Bottom Line
Professional invoicing is about more than just getting paid - it's about running a sustainable freelance business. By following these best practices, you'll get paid faster, reduce payment-related stress, and build stronger client relationships.
Ready to simplify your invoicing? InvoiceBloom helps freelancers create professional invoices in under 2 minutes, track payment status, and get paid faster.