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Invoice template

A free invoice template for freelancers and agencies: every field a professional invoice needs, payment terms that get you paid faster, and how to handle deposits and milestones.

Best for
Freelancers and studios billing projects, retainers or milestones
Length
1 page
Sections
7

An invoice is a request with a deadline. The clearer it is, the faster it gets paid: the client's accounts team should be able to process it without writing back to ask a single question.

Below are the fields a professional invoice needs, plus the small choices (a due date instead of "Net 30", a pay link instead of bank details only) that shorten the wait.

  1. 01

    Your details

    Your business name, address, email and tax ID if you have one. Use the same legal name as on the contract.

  2. 02

    Client details

    The client's legal company name and billing address, plus the person or department the invoice goes to. Ask for a purchase order number if they use them.

  3. 03

    Invoice number and dates

    A unique, sequential number, the issue date and an actual due date. "Due November 28" gets paid sooner than "Net 30".

    Example wordingInvoice 0142. Issued October 28. Due November 11.
  4. 04

    Line items

    What the payment is for, matching the proposal or SOW wording, with quantity, rate and amount. Reference the proposal number so the client can match it to the approval.

    • Deposit, 50% of Proposal 014: $5,100
    • Packaging design, 3 SKUs at $650: $1,950
  5. 05

    Totals

    Subtotal, any discount, tax where it applies, and the total due, with the currency stated.

  6. 06

    How to pay

    A pay-online link for card and bank transfer, plus bank details for clients who prefer a wire. The fewer steps, the faster the payment.

  7. 07

    Terms

    Late fee policy, if any, and a thank-you line. Keep it polite and short.

    Example wordingPayments after the due date may incur a 1.5% monthly late fee. Thank you for the work together.

Mistakes to avoid

  • No due date, or only "Net 30".
  • Line items that do not match the proposal wording.
  • Sending to a person who cannot approve payments.
  • Bank details only, no way to pay online.

Questions about this template

When should I send a deposit invoice?
Right after the proposal or contract is signed, before work starts. In HubSign the deposit invoice goes out automatically at signing.
What payment terms should freelancers use?
Fourteen days is common and reasonable for project work. Always print the actual due date on the invoice.
Do invoice numbers have to be sequential?
They should be unique and are usually sequential, which keeps your records and your accountant happy.

Use this template in HubSign

It opens in the block editor with every section above, ready to send, sign and invoice.

Use this template

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