Just a day or two after I learned about finding sample freelance contracts on Google, I learned that in order to get paid, I needed to send an invoice to a publication that had accepted an article I wrote. Now that I knew how to go about finding stuff like that, I was able to search Google and come up with a list of sample invoices online. Writing an invoice may sound pretty intimidating, since you don’t want the publication you just impressed with your marvelous writing skills to take a look at your invoice, laugh, and say, “What is this?!” A poorly written invoice can make you seem (rightly or not) like a novice; to preserve your reputation, you need to know how to make an invoice seem professional.
Information to Include
Once you’ve found a sample invoice online to serve as your template, you need to make sure it has certain necessary elements.
Title. Remember your English teachers always saying, “Make sure you title your work”? They weren’t kidding. “Invoice” will probably do, but you might want to add a subtitle underneath with the title of the work you’re getting paid for.
The party who is being invoiced. This should be obvious: you need to address the invoice to someone. Include complete contact information, such as address, phone number, and email.
Your own information. Another given: you need to put your own contact information on the invoice, at the very least so that the editor knows where to send your check. Include your phone number and email address, as well, so that they can contact you with any questions.
Description of services. Make sure you detail what they are paying you for. For example, “1000-word feature @ $.75 a word.” Or, “15 hours @ $15 an hour,” if you’re being paid hourly. Or, “1 article @ $XXX flat fee.” Make this a list format for multiple articles written.
Total due. Once you’ve detailed what they’re paying you for, calculate the grand total.
Closure. It’s nice to put “Thank you” and your name after demanding money. You’re participating in a business transaction, not committing highway robbery.
These are the basics pieces of information necessary for an invoice. Depending on your contract, you might need to include other information in your invoice, but most will simply contain what is listed above. Make sure you set up your invoice using a neat, professional-looking format, and you’re all set!
For more tips and musings from a freelance writer, check out Swan’s Blog.