How to invoice clients as a freelancer

To invoice a client as a freelancer, send a numbered invoice that lists your business details, the client's name, each session or service with its date and price, the total, a due date and how to pay. Send it right after the work or on a regular schedule, and include a one-click way to pay so the client can settle it straight away. Clear, consistent invoices get paid faster and make your own bookkeeping much simpler.

This guide is for solo providers and small studios, such as tutors, coaches, trainers, instructors and beauty pros, who bill clients for sessions instead of taking payment at booking.

What to put on a freelance invoice

Every invoice should make it obvious who it's from, what it's for and how to pay:

• Your business details. Your name or business name and contact details, plus any tax or registration number your country asks for.
• The client's details. Their name, or the person paying, such as a parent or a company.
• An invoice number. A unique number for each invoice, in order, so you and the client can refer to it.
• Issue date and due date. When you sent it and when you expect payment.
• What you're charging for. Each session or service on its own line, with the date and price.
• The total. Including any discount, extra charge or tax, in the client's currency.
• How to pay. A pay link for card payments, and any other methods you accept, such as a bank transfer.

How to invoice a client, step by step

1. Agree on terms before you start. Tell the client your price, whether you bill per session or monthly, and how soon you expect payment. Invoices go smoothly when nothing on them is a surprise.
2. Keep a record of every session. Log each booking as it happens so you know exactly what's unpaid when it's time to bill. Working from memory is how sessions get missed or charged twice.
3. Create a numbered invoice. Add your details, the client's details, a new invoice number and today's date, then list each unpaid session with its date and price.
4. Set a clear due date. Pick a due date you can stick to, such as one week after the invoice date, and write it on the invoice rather than "due soon".
5. Make paying one click. Include a pay link so the client can pay by card from their phone, and list any other ways you accept money.
6. Send it to the person who pays. Email the invoice to whoever settles the bill. For a child's sessions that's usually the parent, not the student.
7. Follow up and mark it paid. If the due date passes, send a short, friendly reminder with the pay link. Once it's paid, mark it so your records match your bank.

Tips for getting paid on time

• Invoice promptly. Send the invoice as soon as the work is done or on the same day each month, so clients know when to expect it.
• Bill regulars monthly. One invoice for a month of sessions is easier for clients than many small ones.
• Never bill the same session twice. Tie each line to a real session so nothing is double-charged or forgotten.
• Keep reminders polite and short. A friendly note with the pay link usually does it.
• Consider payment at booking for new clients. Taking card payment up front removes the need to invoice at all until you know each other.

How Appty makes invoicing clients easy

Appty keeps your bookings and your invoices in one place, so billing comes straight from the sessions clients actually booked. Invoicing is included when you start free.

• Invoice from real sessions. Open a client, tick their unpaid past or upcoming sessions, and send one numbered invoice. A session already on an open invoice can't be billed again.
• Everything a client needs. Each invoice shows your business details, the session list, the total, a due date and a Pay button. Clients can print or save it.
• Easy to pay, no account. Clients pay by card through Stripe from the invoice, or follow your other payment instructions, such as a bank transfer. They never need a login.
• Adjust before you send. Save a draft, add a discount or extra charge, change the due date, and resend or void an invoice when plans change.
• Bill the parent. Turn on send-to-parent for a client and their invoices and receipts go to the parent or guardian.
• Monthly statements. Appty can prepare each client's statement for the month for you to review and send. Paid plans can also email them automatically and send payment reminders.

Ready to stop building invoices by hand? Start free and bill your next client from their sessions.

Frequently asked questions

How do I invoice a client as a freelancer?

Create a numbered invoice with your business details, the client's name, each session or service with its date and price, the total, a due date and how to pay. Email it to the person who pays and include a pay link so they can pay right away.

What should a freelance invoice include?

Your name or business name and contact details, the client's details, a unique invoice number, the issue date and due date, each item with its date and price, the total, and your payment options.

When should I send an invoice to a client?

Either right after the work is done or on a fixed day each month for regular clients. Being consistent helps clients expect and pay it.

How do I get clients to pay invoices on time?

Set a clear due date, agree on terms before you start, include a one-click pay link, and send a short reminder if the due date passes.

Can I invoice clients for free with Appty?

Yes. Invoices and monthly statements are included when you start free. Clients can pay from the invoice by card through Stripe or by your other payment methods, with no account needed.

Read next

• How to get people to book appointmentsHow to get people to book appointments: make booking one tap from everywhere you're found, show prices and open times, let clients pay when they book, and follow up with your link.
• How to reduce no-show appointmentsHow to reduce no-show appointments: take payment when clients book, set a clear cancellation policy, confirm every booking and make rescheduling easy. Steps inside.
• Online booking system for tutorsWhat an online booking system for tutors should do: one link for sessions and small groups, payment at booking or monthly invoices sent to parents, and no client logins.