Download your free, customizable freelancer invoice template.

May 17 2019 | PayPal editorial staff

Whether you bill hourly or charge a flat fee, accept partial payments or require the total amount be paid in full, our free, professional-looking freelance invoice template can be customized to fit your needs. Is tipping customary for the freelance service you provide? Our invoice template can be customized with an option to tip, too.
Start by downloading a sample freelancer invoice template in Word, or by generating one using our free Invoice template tool. Then customize your freelancers invoice following the instructions below. Please note the downloadable Microsoft Word invoice template doesn’t include the built-in online invoicing features of PayPal Invoicing and the invoice design may not be formatted correctly if you export it to Excel.

How to create and customize your invoice template.
To customize your freelancer invoice template, upload your freelancer logo and enter your details. At a minimum, your template should include basic information about your freelance business as well as the details of the service you’re providing to your client.  

1. Your contact information: Your tempate should have your freelancer business name, phone number, email address, and your company website.

2. Your client's information: Make sure to include at least an email address and a phone number. The business owner's physical mailing address is a nice to have.

Invoice #: There are multiple ways to assign invoice numbers. If you're using an Excel sheet to track payments, you may find that the simplest is chronological – use the next number in the numerical series. But that may not be intuitive invoicing system as your Excel invoice tracker gets longer, plus, chronological numbers can quickly become a mouthful. (You don’t want your clients, or your team, to refer to invoice #492485720934.) You can work around this by breaking the number into multiple parts, like using a unique client number with a variable project number. So, when Jane Doe (client number 25) hires you for another writing project – her fifth freelance job this year – you could list that as #25-0005.

4. Invoice date: This should be the day you send the bill, not the day you created it. Make sure your invoice date, payment terms, and due date line up: if your payment terms are 30 days, then the due date should be exactly 30 days from your invoice date. And, use this date format to solve for international differences: Month (spelled out), date, year. (Example: December 28, 2017)

Tip: With PayPal Invoicing , we’ll automatically help you calculate the due date. And if you’re sending internationally,  we’ll automatically display the correct date in the proper format for your customer.

5. Service details: Be as clear as possible when describing the freelance service you’re providing. Be sure to include the following:
  • Service Date: Including a service date is optional, but if you decide to note it, this would be the date you performed the freelance service.
  • Description: Be specific. For example, if you’re a marketing freelancer, you may want to say something like “Initial consultation with the digital marketing team on social media strategy.” Being clear and descriptive lets your client know what the bill is for, and that can save you time in follow-up questions. Make sure to separate specific charges like sales tax. And, if you offered a free initial consultation, as many freelancers do, include that as a line item for full transparency.
  • Billing rate: Depending on the billable freelance service you provide, you may want to charge by hours, quantity, or even a flat fee – look for an invoicing tool that gives you flexibility to bill whichever way your freelancer business needs.
  • Notes: Many freelancers who have been in business for a long time rely on client loyalty, and adding personal touches can go a long way. Whether you add a note that says “Thank you for your business” or “Hope to see you again,” this section can help you make a lasting impression.
  • Terms and Conditions: Include the payment terms from your contract in your terms and conditions (or notes) section, and remember to mention your terms for late or early payments. Also, if you’re sending a bill to an international customer or vendor, clarify which currency you’re charging in and add any local or industry-related requirements.
6. Preview: Before you send, preview the completed template to see what your clients will receive. 

7. Send: If you’re emailing your bill, make sure to use a clear, descriptive, and accurate subject line. If you’re using PayPal Invoicing, you can simply click ‘Send’ to have PayPal send your invoice or you can select “Share link myself” to share the invoice link in your own email, text, or chat message.

8. Get paid: With PayPal Invoicing, your clients will have payment options beyond what's normally offered by other invoicing apps. They'll automatically be able to pay you online using their credit or debit card, PayPal account, or PayPal Credit1.
  • Tip: PayPal Invoicing can get businesses paid fast. In a recent study, 79% of businesses using PayPal Invoicing reported that they received payment within a week.2 That’s much faster than traditional offline invoicing. Watch our 2-minute video and see how easy it is for you to customize and send invoices, and how easy it is for customers to pay.
Learn about online invoicing.
Our freelancer invoice template is good for:
  • Writing professionals including writers, proofreaders, transcribers, and editors. 
  • Creative service professionals including logo designers, web designers, artists, graphic designers, interior designers, photographers, actors, and voice actors.
  • Consultants for professional services including: marketing, legal, accounting and bookkeeping services, management consulting, notary, etc.
Note: Some industries may require mentioning specific terms and conditions on your template, so be sure to check the special requirements for your freelancing business. 

Access more invoicing features for free with PayPal Invoicing. For example, you can:
  • Save invoice templates, items, and contact details for quick entry
  • Send invoices to up to 1,000 customers at once
  • Track status, view history, and send reminders for unpaid invoices
  • Option to accept partial payments or enable tipping
  • Accept payments from 200+ markets around the globe
  • Send invoices on the go with the PayPal Business app
Start using PayPal Invoicing today by signing up for a PayPal Business account.

The contents of this site are provided for informational purposes only. You should always obtain independent, professional accounting, financial, and legal advice before making any business decision.
1 PayPal Credit is subject to consumer approval.
2 Source: comScore, based on a survey of 1,226 US and Canadian small- and medium–sized business owne­­rs asked how long on average it takes to receive a payment on an invoice from the time the invoice is sent out, using their primary invoicing tool, December 2017. 320 of surveyed businesses are currently using PayPal. 

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