The Basics of Invoicing

The creative in me loves writing, but the business in me loves invoicing. I’m not sure why some freelancers disdain invoicing. Of course, seeing the published piece is the best part, but invoicing and actually getting paid for the piece are neck-and-neck for second place. 

Whether you think invoicing is the best or worst part of the freelancing process, it’s something you need to master to get paid. Here’s some advice on how to collect your checks. 

Pick an invoicing software

What a time to be alive! I couldn’t imagine freelancing in a time when you had to collect every single receipt and categorize everything and keep so many paper records. Now, there are so many for freelancers to invoice beyond a basic spreadsheet template. I use Wave, a free accounting software, but there are options like Hello Bonsai, And.Co, Freshbooks and others. Some simply track your expenses, facilitate client payments and manage invoices. Others boast other features like contract generators and time trackers. Pick one that fits your needs and budget. Be mindful not only of the fees for paying through the platform but also the annual or monthly fees associated with paid software. 

Include essential information

Include every bit of information that your clients accounts payable department needs to know when processing your invoice: your name and the name of your business, the invoice number, the invoice date, your Social Security or Employer Identification Number, the services you provided and the rate for the project. When you sign up for accounting software, they will usually have slots for this information in their professional template.

Ask each client about their billing process upfront

Some of my clients pay upon acceptance; others pay upon publication. Some clients pay via paper check in the mail. Others prefer to pay via direct deposit or through my invoicing platform. When you’re negotiating your fee and nature of the article, ask your editor about their payments process. Take the time to figure out their invoicing platform, if they have one. Thoughtful publications will have some sort of freelance guide explaining this information to you. 

Double-check the details 

I’ve experienced firsthand how not having the right account number or not it hearing to your client’s instructions can slow the payment process. Mistakes happen, so make sure you go over the details before submitting invoices. Check for things like your Social Security number or Employer Identification Number. Check to see if your client has an invoice number requirements. 

Automate reminders

When I began freelancing, I used a simple invoicing template and would send email reminders to a delinquent client whenever I remembered to do so. DO NOT DO THIS! Eventually, I got smart about this and signed up for Wave, which allows freelancers to send periodically send automatic reminders to clients before and after the invoice is due. You’re busy. Take this very simple task of your plate. 

Thanks to modern technology, I can make beautiful invoices with my mobile devices. Whether you’re freelancing full-time or as part of your side hustle, you need to get paid for your work and not have a headache while doing it.

What are your top tips for invoicing? Tell me in the comments or email me at contact@thefreelancebeat.com.