Free freelance writing invoice template
Writers get paid by the word, the article, the hour or the month, sometimes all on one invoice. This template shows each article with its title, word count and rate, so an editor can approve it without a back-and-forth.
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Ellen Park Writing
Portland, OR
Bill to
Cascade Outdoor Supply
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Blog post: "How to Layer for Winter Hiking" (1,500 words) | 1500 words | $0.25 | $375.00 |
| Blog post: "Trail Running Shoes vs Hiking Boots" (flat fee) | 1 article | $400.00 | $400.00 |
| Product descriptions, 50 to 80 words each | 12 each | $35.00 | $420.00 |
| Rush fee, 48-hour turnaround on product descriptions (25%) | 1 each | $105.00 | $105.00 |
- Subtotal
- $1,300.00
- Total due
- $1,300.00
Notes
Both blog posts were approved by the editor on October 9. Full rights transfer to Cascade Outdoor Supply on payment. Purchase order PO-4471.
Download the freelance writing invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
PDF
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Word (.docx)
Type into it in Word, Google Docs or LibreOffice
Excel (.xlsx)
Amounts, tax and total add up by themselves
Faster than a file: type your details once and download a finished PDF.
Fill it online with these linesWhat to include on a freelance writing invoice
- 1Article title or working title for each piece
- 2Word count and per-word rate, or the flat per-article fee
- 3Date each piece was filed or approved
- 4Revision rounds included and any extra rounds billed
- 5Rush fees for short deadlines, shown as their own line
- 6Rights granted: all rights, first North American serial rights, or a limited license
- 7Purchase order number or editor name if the client requires it
- 8Kill fee terms for pieces canceled after work began
How freelance writers, copywriters and content writers usually bill
- Per word, counted on the assigned length or the final approved length (agree which in advance)
- Flat fee per article, blog post or case study
- Hourly for editing, research-heavy work or interviews
- Monthly retainers for a set number of pieces
- Kill fees, often a share of the agreed fee, when a client cancels a commissioned piece
Payment terms
Publications and agencies often pay on Net 30, and some pay only on publication, which can mean waiting months. Push for payment on acceptance instead, so the clock starts when the editor approves the piece. Small businesses usually accept Net 15. For new clients or big projects, ask for a deposit up front. Writers on retainer can bill at the start of the month for that month of work. Send invoices as soon as a piece is accepted, and include the PO number if the client uses one, since missing paperwork is the most common reason for slow payment.
General guidance, not legal or tax advice.
Common mistakes on freelance writing invoices
- Not saying whether the per-word rate applies to the assigned or final word count
- Agreeing to payment on publication without a deadline, so a shelved piece is never paid
- Leaving out the PO number or editor name, which sends the invoice to the back of the pile
- Giving away all rights by default when the client only needed a limited license
- Forgetting to charge a kill fee on a canceled piece
Freelance Writing invoice questions
Should freelance writers charge per word or per article?
Per word is common with publications, while businesses usually prefer a flat fee per piece because they can budget for it. Either works if the invoice shows the word count or scope behind the price.
What is a kill fee?
It is a payment the client owes if they cancel a commissioned piece after you have started or delivered it. It is usually a share of the full fee, set in your agreement, and billed as its own invoice line.
Do freelance writers charge sales tax?
Writing is generally treated as a service and often not taxed, but a few states tax some services or digital products. Check your own state rules before adding tax.
Will I get a 1099 for freelance writing?
A US business that pays you enough in a year may send a 1099 and will usually ask for your W-9 first. You owe tax on freelance income either way, so track every payment. A tax professional can confirm what applies to you.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for freelance writers, copywriters and content writers
Bill your next job from BillingOtter
Free for 5 invoices a month. Add card and ACH payments and automatic reminders with Creator Pro
Free for 5 invoices a monthNo card needed