Free Freelance Invoice Template

Word, Excel and PDF · Free, no signup · Updated October 4, 2026

Freelancers usually bill per project, often with a deposit taken up front. This template has a project field in the header and a "Less: deposit received" line under the total, so your final invoice shows the full project price, what has already been paid and the balance still due.

It suits writers, designers, developers, editors, translators, virtual assistants and other independent professionals billing per deliverable. If you bill by the hour, use the hourly invoice instead.

Preview of the Freelance Invoice template layout

What's in the template

  • Line-item columns: Description, Qty, Unit price, Amount
  • Your details, client (Bill to) block, invoice number, invoice date and due date
  • Extra header fields: Project
  • Subtotal, tax at a rate you set, total
  • "Less: deposit received" line and balance due
  • Payment terms and instructions section

Sample entries show how to fill it in; replace them with your own. All three files share the same layout. The Excel version calculates line amounts and totals; the PDF is a blank, print-ready form.

Best for

  • Project-based freelance work
  • Final invoices after a deposit or milestone payment
  • Clients who are individuals or small businesses
  • Creative work where deliverables and revision rounds should be listed

How to use this template

  1. Download the format you prefer: Word to edit like a document, Excel for automatic totals, or the PDF to print and fill in by hand.
  2. Add your details: business name, address, contact details and, if you have one, your logo and tax number.
  3. Fill in the client and invoice details: who you are billing, a unique invoice number, the invoice date and the due date.
  4. List what you are billing, one line per item or task.
  5. Check the totals (Excel calculates them; in Word, work them out or use the online generator), then add payment terms and how to pay.
  6. Save as PDF and send. See how to send an invoice.

Prefer not to download anything? Fill in the same fields in the free online invoice generator and save the result as a PDF.

Tips for freelance invoices

Spell out the deliverable and the revision rounds

"Cover art – 3 concepts, 2 revision rounds" heads off disputes about extra changes, which you can then bill as a separate line.

Take a deposit on new projects

A 30–50% deposit before you start is standard for freelance projects. See deposits and milestone invoicing.

Keep a simple income log

Freelancers usually pay their own income tax. Record each invoice number, date, amount and payment date in one spreadsheet so tax time is straightforward.

Frequently asked questions

How do I write a freelance invoice?

Put your name or business name and contact details at the top, then the client's details, a unique invoice number, the date and the due date. List each deliverable with its price, add tax if you are registered for it, subtract any deposit, and state how to pay. Our how to write an invoice guide covers each field.

Do freelancers need to charge sales tax or VAT?

It depends on where you and your client are and what you sell. In the US, many services are not subject to sales tax, but some states tax certain services. In the UK and EU you only charge VAT once you are registered. Check with your tax authority.

What payment terms should a freelancer use?

Due on receipt or Net 14 for individuals and small clients, Net 30 for larger companies that pay in monthly cycles. Whatever you choose, agree it before you start and print it on the invoice.

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