Sending your first invoice as a freelancer can feel intimidating. What should you include? How do you make it look professional? What payment terms should you use? This comprehensive guide walks you through everything you need to know to create, send, and get paid on your first freelance invoice.
What Is a Freelance Invoice?
A freelance invoice is a formal payment request you send to clients after completing work. Unlike invoices from large companies with accounting departments, your freelance invoice represents your personal brand and directly impacts how quickly you get paid.
A well-crafted invoice does three things:
• Documents the work completed and agreed-upon price
• Provides clear payment instructions and deadline
• Projects professionalism that encourages prompt payment
Many freelancers underestimate the importance of invoicing. Studies show that invoices with professional formatting, clear payment terms, and embedded payment options get paid up to 2x faster than informal payment requests.
Essential Elements of Your First Invoice
Every professional invoice should include these key elements:
Your business information — Include your legal name (or business name if registered), address, email, and phone number. If you have a logo, add it for brand recognition.
Client information — The client's name, company name (if applicable), and billing address. This ensures the invoice reaches the right person and can be processed by their accounting team.
Invoice number — Use a consistent numbering system like YEAR-NUMBER (e.g., 2026-001). Pro tip: Never start with invoice #1 — use 4-5 digits to appear established (e.g., INV-10001).
Invoice date — The date you're issuing the invoice. This is important for payment term calculations.
Due date — Specify the exact date payment is expected, not just 'Net 30'. Clear deadlines get paid faster.
Itemized services — List each service separately with a description, quantity (hours or units), rate, and line total. Be specific: 'Website homepage design - 8 hours @ €75/hr' is better than 'Design work'.
Subtotal, taxes, and total — Show the subtotal before any applicable taxes (VAT, sales tax), the tax amount, and the final total due. Bold the total so it stands out.
Payment terms and methods — Clearly state how you accept payment (bank transfer, card, PayPal, etc.) and any late payment fees.
Choosing the Right Payment Terms
Payment terms define when payment is due. The most common options for freelancers:
Due on receipt — Payment expected immediately upon receiving the invoice. Best for small, quick jobs or new clients you haven't built trust with yet.
Net 15 — Payment due within 15 days. Recommended for freelancers who need steady cash flow. Works well for projects under €5,000.
Net 30 — Payment due within 30 days. The B2B standard. Good for established client relationships and larger companies with formal payment processes.
Net 60/90 — Payment due within 60-90 days. Reserved for large corporate clients. Be cautious — this can strain your cash flow.
For your first invoice, we recommend starting with Net 15. It's professional enough for business clients but keeps your cash flow healthy. You can extend to Net 30 for repeat clients who've proven reliable.
Pro tip: Always specify the exact due date (e.g., 'Due by January 20, 2026') rather than just 'Net 30'. This eliminates confusion and makes follow-up easier.
Invoice Numbering Best Practices
A consistent invoice numbering system helps you stay organized and looks professional. Here are the most effective approaches:
Sequential numbering — Simple and effective. Start with a 4-5 digit number and increment: INV-10001, INV-10002, INV-10003.
Date-based — Incorporate the year or month: 2026-001, 2026-002 or 202601-01, 202601-02. Makes it easy to see when invoices were issued.
Client-coded — Include client identifiers for easy tracking: ACME-001, ACME-002 for Acme Corp. Useful if you have ongoing relationships with multiple clients.
Important rules:
• Never reuse invoice numbers
• Never start at #1 — it signals inexperience
• Keep a simple spreadsheet tracking all invoice numbers
• Include the invoice number in your file name: Invoice_2026-001_ClientName.pdf
When to Send Your Invoice
Timing matters more than most freelancers realize. Research shows invoices sent promptly get paid significantly faster.
Immediately after completion — The ideal timing. Work is fresh in the client's mind, and they're often eager to close out the project. Send within 24 hours of delivery.
Upon milestone completion — For larger projects, invoice at agreed milestones (e.g., 50% at design approval, 50% at final delivery). This keeps cash flowing throughout long projects.
On a regular schedule — For retainer clients, invoice on the same day each month (e.g., first of the month for the previous month's work). Predictability helps both parties.
Before month-end — If you miss month-end, your invoice might get pushed to the next payment cycle, adding 30+ days to your wait.
Never delay invoicing because you feel awkward asking for money. You completed the work; requesting payment is a normal business practice. Clients expect it.
How to Send Your Invoice (Email Template)
Email is the standard delivery method for freelance invoices. Here's how to do it right:
Subject line formula — Keep it clear and searchable: 'Invoice #2026-001 for [Project Name] — Due [Date]'
Body structure:
• Brief greeting
• Reference the project/work completed
• State the amount and due date
• Mention the attached invoice
• Include payment link if using PayRequest or similar
• Professional sign-off
Example email:
'Hi Sarah,
Thank you for the opportunity to work on the brand identity project. It was a pleasure collaborating with you.
Please find attached Invoice #2026-001 for €2,450.00, due by January 20, 2026.
You can pay directly via credit card or bank transfer using this link: [PayRequest payment link]
Let me know if you have any questions.
Best regards,
[Your name]'
Pro tip: Use PayRequest's invoicing feature to send invoices with embedded payment links. Clients can pay with one click, reducing friction and speeding up payment.
Getting Paid Faster: Pro Tips
Want to reduce payment times? These strategies are proven to work:
Embed payment links — Invoices with one-click payment options get paid up to 2x faster. PayRequest lets you add payment links to every invoice.
Offer multiple payment methods — Accept cards, bank transfers, and digital wallets. The easier you make it to pay, the faster you'll receive money.
Set up automatic reminders — Don't manually chase payments. Use PayRequest's dunning feature to send polite reminders 3 days before due, on the due date, and after.
Offer early payment discounts — '2% discount if paid within 10 days' can motivate prompt payment. Calculate if the discount is worth the improved cash flow.
Request deposits — For larger projects, request 25-50% upfront before starting work. This protects you and confirms client commitment.
Build invoicing into your process — Don't treat invoicing as an afterthought. Schedule invoice creation as part of project completion.
Following Up on Unpaid Invoices
Even with perfect invoices, some clients pay late. Here's how to follow up professionally:
3 days before due date — Send a friendly reminder: 'Just a quick reminder that invoice #2026-001 is due in 3 days. Let me know if you need anything.'
Due date — If unpaid, send a polite notice: 'Invoice #2026-001 was due today for €2,450. Please process payment at your earliest convenience.'
7 days overdue — More direct: 'Invoice #2026-001 is now 7 days overdue. Please arrange payment immediately or let me know if there's an issue.'
14+ days overdue — Final warning before escalation: 'This is a final reminder for invoice #2026-001, now 14 days overdue. If payment isn't received within 48 hours, a late fee will be applied.'
The best approach? Automate it. PayRequest's dunning feature handles this entire sequence automatically, so you never have to write an awkward payment reminder email again.
Common First Invoice Mistakes to Avoid
Learn from others' mistakes. Here are the most common errors new freelancers make:
Vague descriptions — 'Consulting services' tells the client nothing. Be specific about what you delivered.
Missing payment details — If clients don't know HOW to pay, they won't. Include bank details, payment links, or accepted methods.
Wrong client contact — Send to the accounts payable contact, not just your project contact. Ask who handles payments before invoicing.
No due date — 'Please pay soon' isn't a payment term. Specify exact dates.
Unprofessional formatting — A messy, hard-to-read invoice signals amateur work. Use a template or invoicing software.
Waiting too long to invoice — The longer you wait, the less urgency clients feel. Invoice immediately after work completion.
Not tracking invoices — Without tracking, unpaid invoices slip through the cracks. Use a simple spreadsheet or invoicing tool to monitor status.
Tools for Professional Freelance Invoicing
The right tools make invoicing faster and more effective. Here are your options:
PayRequest — Our recommendation for freelancers. Create professional invoices with embedded payment links, automatic reminders, and multiple payment methods. Clients pay with one click. Starts at €5/month.
Spreadsheet templates — Free but limited. Good for learning, but lacks automation and payment integration.
Word/Google Docs — Creates PDF invoices, but no tracking, reminders, or payment links.
Accounting software — QuickBooks, Xero, FreshBooks. Full-featured but more expensive and complex than most freelancers need.
The key is choosing a tool that grows with you. Start simple, but make sure your solution supports payment links, automatic reminders, and multiple currencies as your business grows.
Ready to Send Your First Invoice?
You now have everything you need to create and send professional invoices. Here's your action plan:
1. Create your invoice template with all essential elements
2. Set up an invoice numbering system
3. Choose your default payment terms (we recommend Net 15 to start)
4. Pick an invoicing tool that supports payment links
5. Send your first invoice within 24 hours of completing work
With PayRequest, you can create your first professional invoice with payment links in under 5 minutes. Clients can pay instantly with cards, bank transfers, or their preferred payment method.
No more chasing payments. No more awkward reminder emails. Just professional invoices that get paid fast.