How to Send Your First Invoice as a Freelancer (Step-by-Step)

Sending your first invoice can feel intimidating. What do I include? How do I format it? What if I make a mistake?

Relax. It's simpler than you think.

This step-by-step guide walks you through sending your first invoice — no accounting degree required.

📖 Part of our invoicing guide series: This is a detailed guide on sending invoices. For the complete invoicing workflow, see How to Invoice as a Designer or Creator or Simple Invoicing for Creatives.

Before You Start: What You Need

1. Completed work (or agreement to invoice)

You should only invoice for work that's:

Completed and delivered, OR
Partially completed with an agreed-upon milestone, OR
About to start (for deposits/upfront payments)

2. Client information

Client's full name
Client's email address
Company name (if applicable)

3. Project details

What you did (or will do)
How much you're charging
When payment is due

4. Payment method

How you'll accept payment (card, bank transfer, etc.)
Payment link (if using Stripe or similar)

That's it. You don't need:

Business license (for most freelancers)
Tax ID (unless you're a registered business)
Complex accounting setup
Invoice numbering system (though it helps)

Step 1: Choose Your Invoice Tool

You have a few options:

Option A: Use inv.so (Recommended)

Best for: Fast, simple, professional invoices

Pros:

Create invoice in under 2 minutes
Clean, minimal design
Automatic status tracking
Easy payment links
No setup required

Cons:

Free plan limited to 3 sends
Then $9/month for unlimited

Option B: Use a Template (Figma, Canva, Google Docs)

Best for: Maximum control, free

Pros:

Completely free
Full design control
No limits

Cons:

Manual tracking
No payment links
More time-consuming
No automation

Option C: Use Accounting Software (FreshBooks, Wave, etc.)

Best for: If you need full accounting features

Pros:

Lots of features
Professional appearance

Cons:

Overkill for simple invoicing
Complex setup
Corporate-looking
Slow workflow

For your first invoice, I recommend inv.so or a simple template. Keep it simple.

Step 2: Gather Client Information

You'll need:

Client's full name — First and last name
Client's email — Where to send the invoice
Company name (optional) — If they work for a company
Billing address (optional) — Some clients need this for their records

Where to find this:

Check your email conversations
Look at your contract or agreement
Ask the client if you're not sure

Pro tip: Save this information for future invoices. You'll need it again.

Step 3: Describe the Work

Be specific about what you're invoicing for.

Good descriptions:

"Brand Identity Design — Logo, guidelines, color palette"
"Website UI/UX Design — Homepage and 3 interior pages"
"Social Media Content — 10 posts for Instagram"
"Video Production — 60-second brand video"

Bad descriptions:

"Design work" (too vague)
"Stuff" (unprofessional)
"Project" (not specific enough)

Why it matters: Clients want to know what they're paying for. Clear descriptions build trust and prevent confusion.

Step 4: Set Your Price

If you agreed on a price:

Use that price. Simple.

If you're pricing for the first time:

Common pricing approaches:

Hourly:

Track your hours
Multiply by your rate
Example: 8 hours × $100/hour = $800

Flat fee:

Agreed-upon project price
Example: $2,000 for brand identity

Value-based:

Price based on value delivered
Example: $5,000 for complete brand system

For your first invoice: Use whatever you agreed with the client. Don't change prices after the fact.

Step 5: Add Line Items

Break down your work into clear line items.

Example 1: Brand Identity Project

Logo Design                                    $800
Brand Guidelines Document                      $600
Typography System                              $400
Color Palette & Application Examples           $400
───────────────────────────────────────────────
TOTAL                                          $2,200

Example 2: Website Design

Homepage Design                                $1,200
About Page Design                              $400
Services Page Design                           $400
Contact Page Design                            $200
───────────────────────────────────────────────
TOTAL                                          $2,200

Example 3: Simple One-Item Invoice

Brand Identity Design — Full Package          $2,200
───────────────────────────────────────────────
TOTAL                                          $2,200

Keep it clear and organized. Clients appreciate transparency.

Step 6: Set Payment Terms

Payment terms tell the client:

When payment is due
How to pay
What happens if payment is late

Common payment terms:

Net 14 (most common)

Payment due within 14 days
Example: Invoice dated March 7, due March 21

Net 30

Payment due within 30 days
Example: Invoice dated March 7, due April 6

Due on receipt

Payment due immediately
Good for small projects

50% upfront, 50% on completion

Half paid before work starts
Half paid when work is done
Common for larger projects

What to include:

Payment Terms:
- Payment due within 14 days (Net 14)
- Pay via card: [payment link]
- Or bank transfer: [account details]
- Late payments subject to 5% monthly interest

Keep it professional but clear.

Step 7: Add Invoice Number (Optional but Helpful)

Invoice numbers help you:

Track invoices
Reference specific invoices in conversations
Stay organized

Simple numbering system:

Format: INV-YYYY-####

Examples:

INV-2026-0001 (first invoice of 2026)
INV-2026-0002 (second invoice)
INV-2026-0003 (third invoice)

Or simpler:

001, 002, 003, etc.

You don't need a complex system. Just something consistent.

Step 8: Review Your Invoice

Before sending, check:

✅ Client name and email are correct
✅ Project description is clear
✅ Prices are accurate
✅ Total is correct
✅ Payment terms are clear
✅ Due date is set
✅ Payment link works (if included)
✅ No typos or errors

Take 30 seconds to review. It prevents mistakes and looks professional.

Step 9: Send the Invoice

Option 1: Send as PDF (Email)

Export invoice as PDF
Attach to email
Write brief, professional message
Send

Email template:

Subject: Invoice #INV-2026-0001 — [Project Name]

Hi [Client Name],

Attached is the invoice for [project description].

Total: $[amount]
Due: [date]

Payment can be made via [payment method] or using the link below:
[payment link]

Let me know if you have any questions!

Best,
[Your Name]

Option 2: Send as Link

Create invoice in inv.so (or similar)
Get shareable link
Send link via email

Email template:

Subject: Invoice for [Project Name]

Hi [Client Name],

Your invoice is ready: [invoice link]

Total: $[amount]
Due: [date]

You can pay directly via the link above with a card, or let me know if you prefer another method.

Thanks!
[Your Name]

Keep it professional but friendly.

Step 10: Track the Invoice

After sending, track the status:

Sent — Invoice delivered, awaiting payment
Paid — Payment received (update when money arrives)
Overdue — Past due date, not paid yet

Simple tracking methods:

Option 1: Spreadsheet

List invoices with dates and status
Update when status changes

Option 2: Invoicing tool (like inv.so)

Automatic status tracking
Visual dashboard
Payment notifications

Option 3: Simple list

Text file or notes app
List invoices with status
Update as needed

You don't need complex tracking. Just know what's paid and what's not.

What to Do After Sending

1. Wait for payment

Most clients pay within the payment terms (Net 14, Net 30, etc.). Give them time.

2. Follow up if overdue

If payment is past due:

Send a friendly reminder
Wait a few days
Follow up again if still unpaid

Don't be aggressive. Most clients just forget or need a reminder.

3. Mark as paid when money arrives

When you receive payment:

Update invoice status to "paid"
Note the payment date
Thank the client (optional but nice)

4. Save for records

Keep a copy of:

The invoice
Payment confirmation
Any related emails

For tax purposes and your own records.

Common First Invoice Mistakes

1. Forgetting to include payment terms

Always include:

Due date
Payment methods
Payment link (if applicable)

2. Vague project descriptions

Be specific. "Design work" is too vague. "Brand Identity Design — Logo, guidelines, color palette" is clear.

3. Sending too late

Send invoices promptly after completing work. Don't wait weeks or months.

4. No invoice number

Use a simple numbering system. It helps with tracking and organization.

5. Typos or errors

Review before sending. Typos look unprofessional.

6. Unclear pricing

Break down line items clearly. Clients want to understand what they're paying for.

7. Not tracking

Track invoice status. Know what's paid and what's not.

FAQs

When should I send my first invoice?

Send it:

After completing the work, OR
At an agreed-upon milestone, OR
Before starting work (for deposits)

Don't wait too long. Send promptly after completing work.

What if I make a mistake on the invoice?

If you catch it before sending:

Fix it and send the corrected version

If you catch it after sending:

Send a corrected invoice
Note that it replaces the previous one
Apologize briefly (no need to over-explain)

Mistakes happen. Just fix them and move on.

How do I handle partial payments?

If a client pays part of an invoice:

Note the partial payment
Update the remaining balance
Send updated invoice if needed

Or use deposit invoices — invoice for 50% upfront, then invoice for the remaining 50% later.

What if a client doesn't pay?

Send a friendly reminder after due date
Wait a few days
Follow up again if still unpaid
Consider late fees (if specified in terms)
As last resort, pause work or seek legal advice

Most clients pay on time. Clear terms and professional communication help.

Do I need a business license to invoice?

For most freelancers: No. You can invoice as an individual.

Check your local laws if you're unsure. Some areas require business registration for certain types of work.

Should I include taxes on the invoice?

Depends on your situation:

If you're registered for sales tax: Include it
If you're not: Don't include it (you'll handle taxes separately)

For your first invoice: If you're not sure, don't include taxes. You can add them later if needed.

Ready to send your first invoice? Try inv.so free — create and send in under 2 minutes.