How to Send a Professional Invoice as a Freelancer 

1. Use an Invoicing Software

First impressions matter. Sending poorly formatted invoices or any document type other than PDF won’t inspire confidence in your clients. Instead, use invoicing software like Invoyce. Invoicing software offers polished invoice layouts and ensures you include all the necessary elements. More importantly, a good software will simplify the whole process significantly by removing the guesswork entirely. Invoyce, for example, leverages AI to let you create and send an invoice in under 30 seconds right from your phone.

A good invoicing software should: 

• Accept multiple payment types

• Offer mobile app functionality

• Have options for automations

• Include reporting and analytics features2. Be Clear and Itemized

Within the scope of the agreements you have with your clients, be as concise as possible on your invoices. Avoid vague descriptions like “Design work” or “Writing project.” Break down your services so that it’s clear what you’re charging for.

An itemized invoice helps clients see the value they’re receiving and reduces the chances of disputes or misunderstandings. These kinds of things build trust with clients and help you establish your credibility as a freelancer. 

2. Be Clear and Itemized

Within the scope of the agreements you have with your clients, be as concise as possible on your invoices. Avoid vague descriptions like “Design work” or “Writing project.” Break down your services so that it’s clear what you’re charging for.

An itemized invoice helps clients see the value they’re receiving and reduces the chances of disputes or misunderstandings. These kinds of things build trust with clients and help you establish your credibility as a freelancer. 

3. Include a Payment Due Date

Never leave the payment timeline open-ended on an invoice. Use clear language like “Payment due within 14 days of receipt” or set a specific date (e.g., “Due by August 15, 2025”). This creates a clear expectation and provides you with leverage if you need to follow up. If you decide to use an invoicing software with automation features like Invoyce, you can build an automation that will automatically contact the client when the due date has passed to remind them to pay. 

Some freelancers also include a late fee clause (e.g., “Late payments are subject to a 5% fee after 30 days”) to encourage timely payment, though this should be explicitly mentioned in your contract beforehand.

4. Offer Multiple Payment Methods

The easier it is for your client to pay you, the faster you’ll get paid. Make it as easy as possible by offering several payment options, the most common of which are: 

• Bank transfer

• PayPal

• Credit/debit card (via invoicing software like Invoyce)

• Wise or other international payment services

• Checks (if necessary)

• 
  

5. Keep Records and Automate When Possible

Organizing your invoices in one place helps with tax season, follow-ups, and business forecasting. Use invoicing software that tracks who’s paid, who’s late, and what’s outstanding. Invoyce collates all of this information in a handy reports dashboard that lets you see the most important info at just a glance. 

Many tools allow you to automate invoices for recurring clients, send payment reminders, and even apply taxes automatically based on your location.