Feb 19, 2026 · 6 min read
How to Invoice Clients as a Freelancer
Most late payments aren't caused by difficult clients. They're caused by invoices that are missing information — so the invoice gets stuck in a client's approval queue, forwarded to a confused accountant, or just lost in email.
A complete, clear invoice gets paid faster. Here is exactly what needs to be on every invoice you send, and why each piece matters.
What every freelancer invoice must include
Your name and contact info
Your client needs to know who sent the invoice and how to reach you if there's a problem.
e.g. Jane Smith · hello@janesmith.com · Portland, OR
Client name and address
Required for your records and for their accounts payable department. Match the legal name on any contract.
e.g. Acme Corp · 123 Main St, Austin, TX 78701
Invoice number
Unique identifier for tracking. Required if you ever need to reference the invoice in writing or dispute a payment.
e.g. INV-2026-0042 or INV-20260219-A1B2
Invoice date
Records when the invoice was issued. Payment terms (Net 30, etc.) are calculated from this date.
e.g. February 19, 2026
Due date
Removes ambiguity. "Due upon receipt" is vague — a specific date gets paid faster.
e.g. March 5, 2026 (Net 14)
Description of services
Your client needs to match your invoice to the work they approved. Vague descriptions cause payment delays.
e.g. Website redesign — homepage, about, contact pages (Feb 1–15, 2026)
Quantity and rate
Shows your math. Clients verify this against any agreed quote or contract.
e.g. 12 hours × $95/hr = $1,140
Subtotal, taxes, total
Never bury the total. State the tax rate and amount separately so clients can reconcile with their bookkeeping.
e.g. Subtotal $1,140 + HST 13% $148.20 = Total $1,288.20
Payment method and instructions
Don't make them ask. Include your bank details, PayPal address, or preferred payment method on every invoice.
e.g. e-Transfer to jane@janesmith.com or bank transfer (see attached)
A note on taxes: US vs Canada
This is where freelancers get confused most.
In the United States: Most service-based freelancers do not charge sales tax. A handful of states (Texas, Hawaii, New Mexico, South Dakota, and a few others) tax certain services — check your state's rules if you operate there. When in doubt, consult a CPA.
In Canada: If your total revenue exceeds $30,000 CAD over any rolling 12-month period, you are legally required to register for GST/HST and charge it on your invoices. Once registered, put your GST/HST registration number on every invoice (e.g., GST/HST #123456789 RT0001). If you are below the threshold, you can still register voluntarily — some freelancers do this to claim input tax credits.
Never guess on taxes. If you charge GST/HST incorrectly or forget to register when required, the CRA can hold you personally liable for the uncollected tax. Register on time.
Invoice quick-checklist
Before you hit send, confirm every item on this list:
Invoice checklist
- Your business name, address, and email
- Client's legal name and address
- Unique invoice number
- Invoice date
- Payment due date (not "upon receipt")
- Itemized services with quantity and rate
- Subtotal
- Tax (rate + amount) — if applicable
- Total amount due in the correct currency
- Payment method with specific instructions
- GST/HST registration number — if registered (Canada)
Payment terms that actually get you paid
Net 14 is the best default for most freelancers. It is fast enough that you are not waiting a month for money you've already earned, and long enough that any normal approval process has time to complete.
Net 30 makes sense for larger enterprise clients who have formal accounts payable cycles — but always confirm before assuming. Many companies will pay in 14 days if you ask.
Deposits. For new clients or large projects, require 25–50% upfront. State this in your contract before work begins. On the final invoice, credit the deposit as a line item: "Less deposit received: -$500".
Frequently asked questions
Do I need to charge sales tax on my freelance invoices?
In the US, service-based freelancers generally do not charge sales tax (rules vary by state — a few states tax services). In Canada, if your revenue exceeds $30,000 CAD in a 12-month period, you must register for and charge GST/HST. Below that threshold you can voluntarily register or leave it off. Always include your GST/HST registration number on invoices if you are registered.
What payment terms should I use?
Net 14 or Net 30 are most common. Net 14 (payment due 14 days from invoice date) is increasingly standard for freelancers and gets cash in faster. Net 30 suits larger clients with formal AP processes. For new clients, consider requiring a deposit (25–50%) before starting work — you can include the deposit credit as a line item on the final invoice.
What invoice number format should I use?
Any consistent format works. Common options: sequential (INV-001, INV-002), date-based (INV-20260219), or client-based (ACME-001). The most important thing is that every invoice has a unique number — it prevents confusion and makes tracking payments easy.
Can I send invoices by email?
Yes. PDF is the standard format — it prevents accidental editing and looks professional on any device. Include the invoice number in the email subject line (e.g., "Invoice INV-2026-0042 – Due March 5") so it is easy for clients to search their inbox.
What should I do if a client does not pay?
Send a polite reminder 1–2 days before the due date, then follow up on the due date if unpaid. For clients more than 2 weeks late, a firm second reminder citing the invoice number and original due date usually works. Keep all invoice records — if you need to escalate to small claims court, a timestamped PDF invoice is your primary evidence.
Create your invoice now
Solobooks has a free invoice generator that handles currency, tax (VAT, GST/HST, or any rate), discounts, and shipping. No signup. Download as PDF.