Bill a client for a project milestone or hourly work in about a minute, in your own currency, with payment details that let them pay you straight away.
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A freelance invoice is a request for payment, but it’s also your record of what was agreed and delivered. Clients with a finance team often won’t release money without a proper invoice, so it pays to get the basics right from your very first project.
Specific descriptions save you a round of questions. Instead of “Design work”, write “Landing page design, milestone 1 of 3” or “Copy edits, 4 hours”. When you bill by the hour, the quantity and rate columns show exactly how you reached the total.
If a client asks for a change after you’ve sent the invoice, issue a corrected one with a new number rather than quietly editing the old PDF. Use the notes for your payment terms, a thank-you, or a line about what the next milestone covers.
Most countries only expect you to add VAT, GST or sales tax once you’re registered, and each sets its own threshold. In the UK it’s currently £90,000 of taxable turnover; in Australia, A$75,000; in India, ₹20 lakh for most service providers. In the US there’s no national VAT and many freelance services aren’t subject to state sales tax, though rules vary by state. Once you register, add your tax ID and turn tax on. When in doubt, ask a local accountant.
Make paying you the easiest task on your client’s list. Add a payment link from PayPal, Stripe or Wise and BillFlow prints a scan-to-pay QR code on the invoice. For larger amounts, add bank details with the codes your client’s bank needs: IBAN and SWIFT/BIC internationally, a routing number in the US, a sort code in the UK or a BSB in Australia.
On bigger projects, ask for an advance and bill the rest by milestone so you’re never carrying a month of unpaid work. Send each invoice the day the milestone is approved, while the work is fresh in your client’s mind.
Usually only once you’re registered, and registration thresholds differ by country. For example, UK VAT registration is required above £90,000 taxable turnover (check HMRC for changes) and Australian GST above A$75,000. If you aren’t registered, leave tax set to none.
Yes. Pick the currency you agreed with the client, add their tax ID if they’re a business, and give payment details they can use from abroad, such as an IBAN and SWIFT/BIC or a Wise or PayPal link.
No. A Form W-9 is a separate tax form US clients may ask for so they can report payments to you. Send it alongside your invoice; your invoice can simply show your EIN in the tax ID field if you have one.
Use one continuous sequence, such as 2026-001, 2026-002, and never reuse a number. A clean sequence makes your tax return easier and helps if you register for VAT or GST later.
Both work on this template. Put hours in quantity and your hourly rate in rate, or add one line per milestone at the agreed fee. Many freelancers combine them, billing extra hours on top of a fixed milestone.
In your own browser. There’s no sign-up and nothing is uploaded, and your business details are remembered on your device so the next invoice is quicker.