Freelance invoice starter kit

Invoice review checklist

Use the same checks whether you bill by the hour, by deliverable, or in project stages.

• Confirm the approved work, billing method, and client billing details.
• Use clear line items and verify each quantity, rate, and amount.
• Add the issue date, invoice number, agreed due date, and payment instructions.
• Enter tax only where it applies to your circumstances and agreement.
• Record any deposit or payment already received and check the balance due.
• Review the exported PDF against your notes before sending it.

Rate calculator method

The calculator estimates annual revenue as (take-home income target + annual business expenses) ÷ (1 − the tax-rate estimate entered). It divides by expected annual billable hours, then applies the chosen buffer. A day-rate baseline uses 6.5 hours; project and retainer baselines use 20 and 24 hours. These are adjustable planning assumptions, not tax advice or a quote for a specific job.

For example, $80,000 take-home, $8,000 expenses, a 25% estimated tax rate, 25 billable hours over 48 weeks, and a 15% buffer produce about $97.78/hour before the buffer and $112.44/hour after it. Your inputs will change the result.

Payment terms and deposits

Agree on the due date and any deposit before work begins. Repeat the agreed date on the invoice, include usable payment instructions, and show a deposit as already paid against the billed total. If a term depends on a contract or local rules, confirm it for your own situation.

Professional invoice email examples

Hi [client name],

Attached is invoice [invoice number] for [brief description of completed work]. The balance of [amount] is due on [due date]. Payment details are included on the invoice.

Thanks,
[your name]

Hi [client name],

A quick reminder that invoice [invoice number] for [balance] is due on [due date]. Please let me know if you need another copy or have a question about the invoice.

Thanks,
[your name]

Hi [client name],

I have recorded the [deposit amount] deposit for [project]. This invoice shows the full agreed charges, the payment received, and the remaining balance of [balance]. The balance is due on [due date].

Thanks,
[your name]

Adapt the placeholders and wording to your client relationship. These are communication examples, not payment or legal advice.