What is a Writer Invoice, and How To Create One Hassle-Free?
December 13, 2022
Whether you’re a freelance or full-time writer, you need to determine exactly how much your clients need to pay and send them a writer invoice. Some companies don’t even want to pay the writer if they don’t provide this important legal document.
So, what’s the best way to create a writer invoice, and why is it so important?
If you want to find the answer to this question, you’ve come to the right place! We’ll answer your questions about writer invoices and show you how to create these documents in a few easy steps.
What is a Writer Invoice?
A writer invoice is a financial document outlining the services you provide to the client and the amount due in return. It also serves as proof that a transaction actually happened.
Whether you’re part-time, full-time, or a freelance writer, you need an invoice for each project you take on, as it allows you to:
- Easily keep track of the services you have provided to different clients
- Organize both past and pending payments
- See which clients have missed due dates (if any)
- Avoid missing or late payments from your clients
- Clearly communicate your charges to clients
- Keep track of your outstanding debt and business growth
- Have information crucial for tax time in one place
- Keep a record of big sales transactions
What to Include in a Writer Invoice?
Now that you know what a writer invoice is and why it’s important to you, let’s break down everything you need to include in it!
#1. Your Contact Information
The first thing you need to list on your writer invoice is your contact information, such as:
- Email address
- Physical address
- Place of residence
- ZIP code
- Phone number
Besides this, you can also add a logo for your business. Although it’s not mandatory, displaying your company’s logo in the invoice makes the document seem more professional. On top of that, a logo will help your clients easily identify you in the sea of competitors.
#2. Your Client’s Contact Information
Next, you should specify who the invoice is for. You must include the recipient's name, email address, phone number, and any other vital contact information.
Be sure not to forget any information on your client that you think is useful, as you’ll likely be going back over this section when tracking down the payments later on.
#3. Writer Invoice Number
Once you’re done filling out all the contact information, you need to enter an invoice number. This number is incredibly useful if you want to easily keep track of your invoices.
Although there are no set rules on which numbering system you need to opt for, you should ensure it’s in sequential order, as it will help you stay organized later.
For example, if it’s your first invoice, simply start with #001. Your next invoice should be #002, and so on, even if the clients are different.
#4. Due Date
After adding the invoice number, you need to specify when the payment for your services is due.
Most freelance writers opt for a 30-day, 45-day, or 60-day timeline, but you can choose the timeline that best fits your preferences. You can also use the “on receipt” option, which will require the recipient to pay for the invoice once they receive it.
#5. Payment Options
In this section, you need to write down your preferred payment options. For example, you can choose whether you want to be paid with cash, a credit card, a check, or a payment system such as PayPal.
You can also opt for direct transfer if the client you’re working with offers that payment method. Nonetheless, you will still need to send an invoice every time you finish a project.
#6. Description of Your Services
Once you determine the preferred payment methods, you’ll also want to provide a description of the services you’re being paid for by the client. If you’ve been hired for multiple services, such as writing, editing, or publishing articles, list each of them, and add the rate you expect.
You can also write any additional details that your client might find useful under each specific service.
This way, the billed party will have a clear breakdown of what they’re paying for, and the chances of any miscommunication will be reduced to zero.
#7. Pricing of Your Services
Next to the detailed list of the services you provide, you need to specify how much they cost. You can either list costs per service or choose to be paid per the number of hours you’ve spent working.
Most importantly, you need to display the net sum of your services or the full amount due. Make this an emphasis on your invoice so that it’s easily noticeable and the client can see how much they owe you right away.
#8. Additional Notes
Last but not least, in the “Additional Notes” section, you should write down all other details you think the client might want to know about your services and the project you’re working on.
Tip: To give your invoice a warmer tone, you should add a thank-you note to it.
Different Types of Invoices for Freelance Writers
Choosing the right type of invoice is crucial if you want to get paid adequately because each type has its own specific uses. Some of the most common types of invoices are:
- Small business invoice. Small business invoices are used by companies with no more than 1,500 employees and a maximum of $41.5 million in average income. They serve as a record of the goods or services the company provides to its customers.
- Deposit invoice. This invoice type allows you to ask for a portion of the payment for your work in advance.
- Contractor invoice. As its name suggests, a contractor invoice is used by independent contractors who require payment for the goods and services they provide.
- Advance invoice. If you want to send your client an invoice before the work starts to give them a better idea of what they can expect, you can send an advance invoice.
- Credit invoice. This type of invoice is also known as a credit memo and is used to detail refunds.
- Freelance invoice. Do you charge for your work at hourly or daily rates? If so, you should use a freelance invoice.
- Tax invoice. A tax invoice is used by companies that charge for services or products that are subject to taxes.
All of the invoices that are listed above can be issued physically or online. If you don’t want to be bothered with paper anymore, you can create digital invoices and make your invoicing process effortless.
How and When to Send the Writer Invoice
As a rule of thumb, you should send your writer invoice to your client as soon as you’ve finished the work you’ve been contracted for.
If you’re too busy to send the invoice immediately, make sure to do it within the first 48 hours after the job. By doing so, your client will know they’re due for payment on time, which, in turn, will improve your cash flow since they will pay sooner.
In case a client is late with the payment, you can send them a follow-up letter to remind them they owe you money.
How to Create a Writer Invoice
To create a writer invoice, you can either use Word or Excel and enter all the required information manually. Keep in mind that this method is prone to errors and can be time-consuming, especially if it's your first time invoicing.
Arguably, the most efficient and easiest way to create a writer invoice is to use an online generator. This tool is simple to use, and most importantly, it will save you a lot of time.
Here’s how it works:
- Open our free invoice template
- Fill in the blank fields
- Preview your document
Once you’re finished, you can download your writer invoice right away and send it to your client in a few clicks.
If you want to get paid as a writer, you need to take care of your paperwork and provide your clients with invoices. Hopefully, this article has helped you get a firm grasp on these important documents and shown you how to make them easily.
Just visit our online invoice generator, make sure to include all of the things listed in this article, double-check everything, and you’ll be good to go!
- A writer invoice is a legal document that breaks down the services you, as a writer, provide to a specific client and defines the payment terms for a specific project.
- Typically, a writer invoice includes your and your client’s contact information, a unique invoice number, payment terms, etc.
- The best time to send a writer invoice is within 48 hours after you complete the job.
- The easiest way to make a writer invoice is to use an online invoice maker.
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