KitebillFreelance invoice template
A good freelance invoice is boring on purpose. It answers every question the client's accounts team might ask, so nobody needs to email you back. Here's the template we built Kitebill around.
The fields
| Field | Why it matters |
|---|---|
| Your name / business, email, address | Identifies who is billing. Companies often need an address for their records. |
| Invoice number | Unique and sequential. Clients reconcile payments against it. |
| Issue date and due date | The due date turns "please pay" into a clear deadline and makes overdue tracking possible. |
| Client name and address | Use the legal entity name, which isn't always the brand you talk to. |
| Line items (description, qty, rate) | Specific descriptions get approved faster than "services". |
| Discount and tax | Show them as separate lines so the maths can be checked. |
| Currency and total due | State the currency code (USD, EUR, AED…) next to the total. |
| How to pay | Bank/IBAN, Payoneer, Wise or PayPal details, exactly as they should be used. |
| Notes | A project reference, PO number or a thank-you. |
Worked example
A designer bills a German client in EUR:
- Design work: 10 hours × €50 = €500
- Revisions: 1 × €100 = €100
- Subtotal €600, loyalty discount −€50 = €550
- Tax 10% = €55, so the total due is €605
In the Kitebill app, enter the exchange rate you actually got (say 1.10 to USD) and the invoice counts as $665.50 in your USD base currency on the dashboard. If PayPal or a bank then takes fees, record them so "received" reflects reality.
Payment terms that work
- Net 14 or Net 30 are the most common. Put the actual date on the invoice, not only "Net 30".
- Deposits for new clients. Invoice 30–50% upfront for large projects.
- Invoice promptly. Send it the day the milestone is approved.
- Follow up on the due date. Kitebill flags overdue invoices on the dashboard so you notice.
Numbering
Pick a prefix (INV-, or your initials) and never reuse a number. Kitebill numbers invoices automatically and lets you set the next number if you're moving from another tool.
Get the template
The fastest route is the free generator: fill the fields, print to PDF. If you invoice every month, the app saves clients and duplicates last month's invoice in one click.
Questions
What should a freelance invoice include?
Your details, a unique invoice number, issue and due dates, the client's legal name and address, itemised work with quantities and rates, any discount and tax, the currency and total, and exact payment instructions.
Should I charge tax on my freelance invoice?
It depends on where you and your client are, and whether you are registered for VAT/GST or sales tax. Check local rules or ask an adviser. Kitebill lets you set a tax % per invoice or leave it at 0.
Can I invoice in a different currency from my own?
Yes. Invoice in the agreed currency. In the Kitebill app, record the exchange rate you got, and the dashboard shows income in your base currency.