Free Freelancer Invoice Template

Use this invoice when your freelance work is a mix: some items at a price agreed up front, some time billed by the hour, and some costs you paid on the client's behalf. It works for any field, such as event support, admin, research or project help.

If your work has its own template, that one fits better:

• the freelance designer invoice bills design days at a day rate, with licenses bought for the project at cost;
• the freelance writing invoice bills pieces per word or per piece, with a rights line;
• the creative invoice bills a project from concept through production, with a deposit;
• the web development invoice bills fixed-fee milestones and extra hours, with hosting, domain and licenses at cost and a retainer applied;
• the Android app development invoice bills app milestones, testing and release, with platform fees at cost;
• the mobile app maintenance invoice bills a monthly retainer, extra hours and hosting at cost.

For time only, the hourly invoice lists dated time entries, and the services rendered invoice lists one dated line per service. For advisory work with a retainer, use the consulting invoice.

The invoice is titled INVOICE and has these parts:

• Freelancer: name, address, and phone or email.
• Invoice details: invoice number, invoice date, payment terms, due date and a client reference, for the client's reference or PO number.
• Bill to (client): company, attention line and email.
• Project: the project and the work dates.
• Fixed-price work: Item, Details, Qty, Unit, Rate and Amount, with a "Fixed-price subtotal".
• Time billed hourly: the same columns, with an "Hourly subtotal".
• Expenses passed through at cost: the same columns, one line per expense.
• Totals: Subtotal, "Sales tax, if applicable", "Expenses passed through at cost", Total and Amount due.
• How to pay and Project notes.

Each table has one blank row for another line.

Put work you priced up front in the Fixed-price work table, with Qty 1 and the agreed price, and describe what was delivered in Details. Put time in the Time billed hourly table, with the hours in Qty, your hourly rate and the dates in Details. The sample's notes say "Fixed-price items are billed as agreed; hourly work is billed at 45.00 an hour."

List each expense at what you paid, with what it was for, and keep the receipts in case the client asks. The template adds expenses after the tax line, so the sales tax rate applies to your fixed-price and hourly work only; the notes say "Expenses are passed through at cost, outside the tax line." Whether your services or the expenses are taxable depends on where you work, so check the rules there before you set a rate.

The PDF is a blank form to print and fill in by hand, with a blank for the tax percentage. It's sized for A4 paper, so if you print on US Letter, check the scaling setting in your print dialog so the whole page fits. The Word and Excel files have the same layout filled with the sample, for you to overwrite.

In the Excel file:

• each line's Amount is Qty × Rate, rounded to the cent;
• the Subtotal adds the fixed-price and hourly tables;
• "Sales tax, if applicable" is the Subtotal × its rate cell (0% in the sample);
• "Expenses passed through at cost" adds the expense lines;
• Total is the Subtotal plus the tax plus the expenses, and Amount due equals the Total;
• the file's tip says: to leave out the sales tax, set its rate to 0%, and don't delete these rows, because the totals refer to them.

In the Word file the tax line shows its rate in the label ("(0%)"), so update it if you change the rate. In Word or on the PDF, work out the amounts yourself.

Invoice templates by format: PDF, Excel, Word, Google Docs and Google Sheets, or browse all invoice templates.