Beginner’s guide to creating freelance writer invoices

Invoicing is vital for writers to keep track of finances, which is essential for tax compliance and legal protection if payment disputes arise. The good news is that, while it’s not the most exciting part of your day-to-day business, it makes taxes simpler and reduces the likelihood of disputes ever coming up.

A well-structured invoice also helps to convey professionalism, showing clients you take business seriously. So good invoicing can help you win and retain work too.

Invoices also provide clarity – by outlining payment amounts and terms, you set clear expectations with your clients and avoid any potential misunderstandings.

We’ve got tips and a guide to walk you through everything you need to know about creating, managing and sending invoices for writing services.

When and why to use invoices as a freelance writer

Invoices are critical for managing your freelance writing business, but part of the process of invoicing as a writer is knowing when to send one.

Below are some important times to send invoices in your work as a freelance writer:

1. Upon completing a writing project: The most common time to send an invoice is right after you’ve delivered your final work. This helps ensure there’s no delay in payment.
2. At milestones during a large project: For big projects, it’s smart to invoice at particular milestones, so you’re not waiting until the very end of the process to get paid.
3. For hourly work: When billing by the hour, send invoices at regular intervals or once the project wraps up to keep the cash flow steady.
4. For recurring or retainer-based services: If you’re working on a retainer, send an invoice at the start of each new period to keep everything on track and payments flowing toward you.
5. When working with new clients: Always invoice new clients before starting work to set clear expectations and ensure that everyone’s on the same page. Establishing expectations upfront helps avoid misunderstandings or disputes later.
6. For upfront payments or deposits: If you require a deposit before kicking off a project, an invoice will formalise that payment request and keep a record of it for both parties.
7. When the project scope changes: If the scope of work shifts, issue an updated invoice reflecting the new terms or costs. Discussions with a client are one thing, but an invoice will record and formalise your agreement.
8. For project-related expenses: Don’t forget to invoice for any additional expenses such as travel or special materials you use during the process, so nothing slips through the cracks and you’re not left out of pocket.

Basically, if you want to get paid for your writing, you need to send an invoice. It’s a record that the work’s done, the payment’s due, and you’re asking for it from the client.

What to include on your freelance writing invoice

A good invoice for freelance writing services will have all the details right. Here’s what to include to ensure you get paid on time and maintain a professional image:

• Contact information: Your details and your client’s – name, address, phone number and email. This makes sure everyone knows who’s involved and whom to contact if there are any problems or questions.
• Invoice number and date: Assign a unique invoice number and include the date of issue. This makes tracking payments easier and keeps your records organised.
• Service description: Outline the services. Whether it’s a blog post, chapter rewrites or proofing, and detail the scope – number of words, revisions and any other specifics.
• Payment structure: Specify if you’re charging an hourly rate or a flat fee. This helps avoid confusion or disputes later. This provides full clarity for all parties.
• Payment terms: Clearly state payment due dates. Whether it’s due on receipt or by another arrangement, your client should know exactly when you expect them to pay. This can also include a list of preferred payment methods, such as PayPal, credit card and others.
• Late-payment fees: If applicable, mention any late fees that you might charge. This sets expectations for timely payment and adds a layer of protection for your income.

These are the common essentials for most freelance writers, but requirements may vary depending on you or your client’s preferences and the nature of your work. 

The main goal is to make a professional invoice as clear and comprehensive as possible so that there’s no room for misunderstandings – and you get paid promptly.

Use Dropbox for your freelance writing projects

Dropbox is a helpful tool for freelance writers to store, organise and share invoices. With Dropbox, you can:

• Upload invoices to your Dropbox account and have them instantly sync to your devices
• Share documents with clients directly from your cloud storage, in a few clicks – whether they have a Dropbox account or not
• Use Send and track to distribute your invoices, so you can see when it’s viewed, for how long, where and other analytic

A tool such as Dropbox can make the process of freelance writing much simpler and more rewarding. Take a look at our blog on how to be a better writer for more tips for success.

Make freelance writer invoices simple

Creating invoices doesn’t have to be hard. Using Dropbox means you can get paid faster and optimise your invoicing process, and these efficiency gains mean you can focus on what matters most – expanding your freelance writing career.

By choosing Dropbox, writers can gain access to the full suite of features available and make use of other tools that help with every aspect of their workflow.