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How to invoice your clients

Ahh, financials. Every freelancer’s least favourite part of running their own business. You’ve pitched, landed the job, delivered your work…and now it’s time to get your money.

A surprisingly common question from newbies is, well, how do you do that? Luckily, help is at hand!

Who are you dealing with?

The primary point of contact in your client’s office most likely won’t be involved with their company finances in any way, and will simply forward your invoice through to their accounts department when you send it. This means it’s often easier for everyone if you deal with the accounts department directly.

When it comes time to settle up, ask for the contact details of whoever is responsible for actually paying your invoice. This way, you know they’ve actually received it, and if you have to chase them up you can get in touch with them directly.

How do you actually make an invoice?

There are a number of ways to skin this particular cat. For first timers, check out our easy-as-pie invoice templates, which is a simple fill-in-the-blanks procedure that will have you firing off invoices indiscriminately in just a few minutes.

The next step towards invoicing professionalism is some kind of standalone invoicing software, which allows you to add your clients, beautify your invoices, and track your income. Luckily for you, Crunch has you covered here too with our free invoice software tool. You simply enter your business details, save your customer details and our invoice generator will help get your invoices done and emailed quickly and easily.

The top tier, Rolls-Royce of invoicing would be some accounting software that will take care of your invoicing as well as calculate tax, run payroll and track expenses. At this point, hopefully, you’ll forgive us mentioning our great online accounting software from Crunch, which does just that (although, of course, other online accounting packages are available).

What should go on my invoice?

There are a couple of legal bits an invoice must include (more details here), however, the most important items are the stuff you’re charging for – your work. This depends entirely on the work you agreed with your client when you started the project. It may be as simple as one line item listing the product or service you sold, for example:

  • 1x company logo design @ £250

It’s always advisable to put as much detail as possible on your invoices, so if you should need to pull them out of your archive for any reason in the future you’ll remember what they were for. For example, if I wrote three pieces for a magazine, I could invoice like this:

  • 3x magazine articles @ £150

Or, more sensibly, I could list separate line items:

  • Article “Why Ham Sandwiches are the best”

  • Article “What Postman Pat can tell us about the US Financial crisis”

  • Article “Five reasons the Internet makes you hungry”

The other form an invoice can take is that of a timesheet, for example, if you’re working for a client on an ongoing basis and billing by the hour. In this case, each line item should list the date, the hours worked, and the rate.

Should I put VAT on my invoice?

A common question, and one that never fails to stump new freelancers. For a more detailed explanation see our expansive VAT article, but if you’re unsure the answer is probably no. An invoice should only include VAT if the company issuing it is VAT registered. If you’re not sure if you’re VAT registered, you aren’t. Though as your turnover increases it’s something you’ll need to consider and an accountant can help you understand if you should consider registering.

When should you send your invoice?

Well, this one is easy. As soon as your work is finished, and sooner if possible. If it’s a big job, consider asking for part-payment up front, or staggering your invoices at set milestones. Don’t delay in issuing your invoices, either. If you’re sticking to the standard 28 days payment terms, waiting two weeks to issue the invoice is increasing the time before you get paid by 50%, which is bad news for your cashflow situation.

Invoice straight away, don’t mess around.

You’re done!

Congrats, you’ve successfully invoiced your client. Next comes chasing payments, which is an entirely different kettle of fish. For some help there, see our guide to chasing payments, or download our credit control guide.

Invoice templates

Invoicing software and templates

Create, send and store sole trader invoices in a snap with our free invoice software. You can also download a selection of invoice templates for all business types.

Business guides

Business guides

From understanding expenses to starting a limited company, our downloadable business guides can help you.

Payment reminders

Payment reminders

If a client hasn't paid an invoice, download our late payment reminder templates and get that invoice paid fast.

When to issue a credit note to a client

A businesses would typically provide a customer with a credit note when the amount on an invoice is disputed or incorrect. This might be due to an admin error, or because the customer requires a full or partial refund. Here are a couple of scenarios of when you might want to issue a credit note to a client.

Read this article

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