Invoicing for freelancers

Turn completed projects and recurring work into clear invoices clients can approve.

Your invoice is the handoff between a finished piece of work and getting paid for it. Conchel Invoice helps you create an itemized PDF, email it to the client, and keep track of what has and has not been paid.

Agree on the billing shape before you start

Project fees, hourly work, milestones, and retainers call for different invoice descriptions. Confirm the scope, rate, billing schedule, and approval contact in writing before you begin so the invoice does not introduce a surprise.

If a client uses a purchase order, ask for the number early. Leaving it off may mean the invoice has to go back through their approval process.

  • Write down the agreed deliverables and rate.
  • Confirm whether expenses require separate approval.
  • Ask who receives the invoice and which reference they need.

Describe the work, not just the fee

A line reading “design services” can leave a client guessing. Name the deliverable or period covered, such as “March website revisions — homepage and two service pages.” For hourly work, pair the activity with hours and rate.

Review the invoice against the agreement before generating the PDF. A clear description can also help you answer questions months later without reconstructing the project from memory.

Send it to the right person

An invoice emailed to your day-to-day collaborator may never reach accounts payable. Confirm the billing contact, use a specific subject line with the invoice number, and include a short note naming the project.

If something changes after sending, communicate the correction clearly rather than silently replacing a document the client may already have downloaded.

  • Use the client's approved billing email.
  • Include the invoice number in the subject line.
  • Keep your delivery note brief and factual.

Follow up without losing the relationship

Check status against your payment records, then follow up after the due date with the invoice number, amount, and a copy of the original invoice. Start by checking whether they received it and whether anything is blocking approval.

A consistent reminder is more useful than a dramatic one. Keep a note of when you contacted the client and what they said they would do next.