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What to include
- Title or description of each piece, with the publication date or the project name
- Word count or the flat fee for each piece
- Rate per word, per piece, or per hour
- Any kill fee or rush fee, with the reason
- How and when you expect payment
Tips
- Match the invoice description to the title in the contract or assignment email.
- Include the editor's name and the assignment date in the notes.
- Ask whether the publisher needs a W-9 or a vendor form before your first payment.
What to put on a freelance writing invoice
Name the client, the project, and the deliverable. A line such as Blog post, 1,200 words, Oct 12 2026 helps the client's accounts team match your invoice to what they ordered. Add your business name or legal name, your contact details, and a unique invoice number.
Common ways writers charge
- Per word: show the word count and rate, such as 1,200 words at $0.20.
- Per piece: a flat fee for each article or script.
- Hourly: hours worked and your rate, useful for editing, research or strategy.
- Retainer: a fixed monthly amount for an agreed amount of work.
Details that speed up payment
Check whether the client needs a purchase order number, a tax form such as a W-9 on file, or a particular invoice email address. Missing one of these is a common reason invoices sit unpaid.
Include clear payment terms, such as Net 15 or Net 30, and the date the invoice is due. If you charge a late fee or a rush fee, put it in the contract first and then reference it on the invoice.
Expenses, kill fees and rights
Bill reimbursable expenses, such as stock images or interview transcription, on separate lines with receipts attached. If a project is cancelled after you have started, a kill fee line should reference your agreement. Keep the invoice itself short and factual, and put rights and usage terms in your contract, not on the invoice.
Questions
How should I number invoices?
Any consistent system works. Many freelancers use a year plus a running number, like 2026-014. See our guide on how to write an invoice.
What if a client pays late?
State your terms on the invoice and send a polite reminder a few days after the due date. Late fees can be added only if your agreement allows it and local rules permit.
More invoice templates
Related guides
This template is general information. Requirements for invoices vary by place and industry, so check local rules or ask an accountant.