How to invoice as a freelancer

Invoicing can feel daunting the first time you do it, but it is straightforward once you know what is needed. As a freelancer, your invoice is both a request for payment and a legal document — so getting it right matters.

What to include on a freelance invoice

• Your full name and address (or business name if you have one)
• Your email address and phone number
• The client's name and address
• A unique invoice number
• The invoice date and payment due date
• A clear description of the work completed
• The amount charged (hourly rate × hours, or fixed fee)
• Your bank details for payment
• VAT details if you are registered

Do you need a business account?

You do not legally need a separate business bank account as a sole trader, but it is strongly recommended. It makes bookkeeping much simpler and looks more professional to clients. Many modern banks offer free business accounts with no monthly fees.

When to invoice

For project work, invoice on completion (or in stages for larger projects). For ongoing retainer work, invoice at the start of each month. For hourly work, invoice weekly or monthly. The key rule: invoice promptly. The longer you leave it, the harder it is to chase.

What payment terms to use

Net 7 or Net 14 is standard for freelancers. Net 30 is more common for larger businesses. State the due date explicitly on your invoice rather than just "30 days" — a specific date is clearer and gets paid faster.

Keeping records

HMRC requires you to keep records of all invoices sent for at least 5 years (6 years for VAT records). Store copies of every invoice — a cloud-based tool makes this automatic.