An invoice is your official request for payment. It's the document you send a client after completing work, listing what you did, how much it costs, and when payment is due. For freelancers, it's the bridge between doing the work and getting paid.
Required Elements
A legally valid invoice must include:
- Unique invoice number - Sequential numbering (INV-001, INV-002, etc.)
- Your business details - Name, address, tax ID (if applicable)
- Client details - Name, address, contact info
- Invoice date - When the invoice was issued
- Due date - When payment is expected
- Line items - Description of work, quantity, rate, amount
- Total amount - Including tax if applicable
- Payment terms - Net 30, bank details, accepted methods
Why Invoices Matter for Freelancers
Without a proper invoice, you have no legal proof of the debt. If a client doesn't pay, you can't pursue it. An invoice is your:
- Legal evidence - Documentation that payment is owed
- Professional image - Shows you run a real business
- Cash flow tool - Clear due dates keep money flowing
- Tax record - Required for filing accurate tax returns
Common Mistakes
- Missing invoice numbers - Makes tracking and accounting messy
- Vague descriptions - "Web development services" tells clients nothing
- No due date - Clients will delay payment indefinitely
- Forgetting tax - Depending on your location, VAT/GST may be required
- Inconsistent formatting - Looks unprofessional and raises questions
Invoice Timing
Send invoices based on your agreement:
- Hourly projects - Weekly or bi-weekly
- Fixed-price projects - At milestones or completion
- Retainers - Beginning of each month
The faster you invoice, the faster you get paid. Delaying invoicing is delaying income.
Chronobill generates professional invoices from your tracked time in seconds, auto-fills all required fields, and lets you send them directly to clients—no manual work required.