Freelance invoice generator for hourly and project work

What to include on a freelance invoice

• Your correct business name, billing address and contact details, plus the client’s billing entity and address.
• An invoice number checked against your register, an issue date, and the service or supply date or period where required.
• Specific work descriptions, hours or quantities, the agreed rates and the currency written clearly.
• Any applicable tax and adjustments, the full invoice total, actual payments received and the remaining balance.
• The agreed calendar due date, payment instructions and the client’s purchase-order or approval reference, if needed.

This is a preparation checklist. Mandatory particulars depend on your business and jurisdiction. For example, GOV.UK distinguishes sole-trader and limited-company identity details in its UK invoice guidance. Use the country invoice checklists to start the local review.

Make the document in four steps

1. Open the editor and confirm Invoice mode, your business details and the intended client.
2. Set the agreed currency before entering prices. Add the reference, issue date, work period and due date.
3. Enter hours or project items. Review tax and adjustments; record only payments you have verified.
4. Check the preview and downloaded PDF for required details, totals and payment instructions, then send it through your chosen channel and keep a backup.

Use notes or terms for a service period or purchase-order reference where appropriate, then check that it appears clearly in your chosen PDF template. Free text does not replace a required structured tax field. Read the freelance invoice checklist for more detail.

International clients: agree the currency, then check the tax document

You can choose supported display currencies such as USD, EUR, GBP, CAD, AUD or INR. Changing the display currency does not convert previously entered prices. Confirm the currency code in the document and agree who handles payment-provider fees or exchange differences.

Invoice currency and tax-accounting currency can have separate requirements. For UK VAT, HMRC explains when foreign-currency invoices also need sterling figures. The current editor uses one currency and one general document-level Tax adjustment; it does not generate a complete dual-currency VAT breakdown or multiple per-line tax rates. Review the HMRC foreign-currency guidance where relevant and use a suitable workflow if required fields are missing.

Deposits and corrections need their own review

The example records a payment against an already issued invoice. An advance, deposit, refund or price correction can require different timing and documents under local rules. Invoodle has no dedicated credit-note or debit-note export mode. A negative line item alone is not a verified correction workflow.

Clear payment terms and a practical follow-up

Agree the payment period before work starts and state the exact due date and instructions. Australia’s payment-terms guidance discusses terms in contracts and invoices and starting an overdue-payment conversation politely. Check your own agreement and applicable law before adding interest or fees.

If payment is overdue, check that it has not already arrived, confirm the right person received the invoice, then send a reminder with the reference, remaining balance and due date. The guest PDF workflow does not send automatic reminders or collect and reconcile payments.

Keep a copy you can find later

Guest drafts and saved invoices are stored in this browser. Clearing storage or changing devices can make them unavailable. Save a separate PDF backup along with the agreement, approved work and payment evidence. The IRS recordkeeping guidance explains that US retention depends on the records and events involved; there is no single worldwide retention period.

Optional account, API and sharing features have different data handling. Signing in does not automatically sync guest documents. A downloaded PDF or full share link can reveal the details included. Read the storage and sharing explanation before using those features.