Freelance invoice
Built for independent creatives and technical freelancers who bill a client for a project. It separates your fees from out-of-pocket expenses the client agreed to reimburse, and credits any upfront deposit so the client sees exactly what is still owed.
- Fields
- 69
- Pages
- 2
- Paper
- Letter
Fill it online without an account. The blank PDF is free to download and works in any PDF reader. Downloading a filled copy from the editor needs a free account — 3 downloads a month, no watermark. See plans
Reviewed
Before you start
What you need to fill it in
- Your name or business name, email and how you want to be paid
- The client's name, company and billing contact
- The project name and any client reference or PO number
- Each deliverable, milestone or block of hours with its fee
- Receipts for any expenses the client agreed to reimburse
- The amount of any deposit already received
What's inside
69 fields, ready to fill
- 47Typed answersnames, addresses, descriptions
- 6Dateschecked as real dates
- 12Calculatedfill themselves from other fields
- 4Choicescheckboxes, options, dropdowns
7 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the Freelance invoice
- 1
Name the project
Enter the project name and the client's reference so their accounts team can match the invoice to an approved budget.
- 2
List your work
Add each deliverable or milestone on its own line. For hourly work, put hours in Qty and your hourly rate in Rate.
- 3
Add reimbursable expenses
List only costs the client agreed to cover, such as stock images or travel, with the date and amount. Attach receipts to the PDF if asked.
- 4
Credit the deposit
Enter any upfront deposit. The amount due subtracts it from fees plus expenses.
- 5
Choose payment methods
Tick the methods you accept and add details or a payment link in the instructions box.
Fill it online
What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: General (US)
This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
Freelance invoice: questions people ask
Do freelancers need to charge sales tax?
Most freelance services are not subject to sales tax, but some states tax certain digital or creative services. Check your state's rules; this is not tax advice.
Should expenses be marked up?
Only if your contract allows it. Many clients expect expenses at cost, which is why they are listed separately from your fees.
How do I add a late fee?
State the late fee in your contract and in the late payment field here, for example 1.5% per month on balances over 30 days. Late fees you never agreed with the client are hard to collect.
Will the client need my Form W-9?
US clients that pay you $600 or more in a year usually ask for Form W-9 so they can file Form 1099-NEC. Send it once, not with every invoice.
Can I bill a milestone before the project ends?
Yes. Invoice each milestone as it is accepted and reference the milestone name in the description.
Ready when you are
Fill the Freelance invoice now — no account to start.