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Consultants and freelancers are often busy looking for new contracts or trying to complete the one on hand. Payments are expected upon completion of work, and since freelancers take a different types of jobs, there's a need for an invoicing software system that puts consultants and freelancers on a fast track to getting their payment.

After working so hard to complete your client’s tasks, you’ll expect them to pay you without causing any trouble. Of course, that doesn’t mean you prepare for a fight, but at least get what you’ve worked for. While your client knows that they should deposit something into your account after completing work, they might just forget or send an amount less than what you expect. Since you wouldn’t want to argue with them during payment, you better have a sample invoice PDF in place. Most freelancers are already working with an invoice, and if you’re still working without one, then get prepared for trouble during payment.

Creating an invoice is nice, but it would be difficult doing so for every client, hence the need for an editable invoice template PDF, which can be downloaded online. Freelance invoices are unique, and they need to include some basic information if they must serve as the ideal invoice for your work.

Well, that doesn’t mean you can’t design your invoices from scratch. If you have the time and would like to explore your creativity, then get down on it and set things running. However, for newbies in the freelance world, expect a million challenges if you choose to go this direction. Therefore, to make your work simpler, just get a free editable invoice template PDF online to get started. 

With a free editable invoice template PDF, you don’t need to worry about formatting or professionalism. Usually, the sample invoice PDF template is professionally written, adhering to a particular format that’s standard for most freelance invoices. So, your job is very simple. Just go online and download a free editable invoice template PDF and fill in the necessary details. If you’re not sure of what to add to the blank spaces in your free invoice template PDF, you can check out samples done by experts in the freelance business. 

One of the unique features of a freelance invoice is that it captures hourly and separate it from flat rates and other fees like equipment or set up. Irrespective of your business peculiarity, you can download an editable invoice template PDF or generate one online. Once that is done, you may edit with the instructions and features below to meet your requirements.

Even if you’re drafting an invoice for the first time, with such features, you shouldn’t find it difficult to navigate through. Just get to know what’s required in each section and include it accordingly. However, you should note that it’s not enough to have a free editable invoice template PDF in place. You need to put in some creativity to make your invoice unique. 

So, how do you go about designing a sample invoice PDF for your freelance business? Let’s roll it out below. 

editable invoice template pdf example
Image Credits: eforms.com

1. Creating and customizing your editable invoice template PDF

Start customizing your invoice template PDF by adding your business logo if you have and then basic details about your client and the service you are providing to your clients. While a freelance invoice is there to ensure you get paid by the client, you should make use of it to highlight your brand. It’s part of marketing your business, and so, you shouldn’t miss out on this. To achieve this, include your company’s logo and theme on your invoice. Even though the client mainly focuses on the figures included therein, a good logo goes a long way to convince them that you’re good at what you do. And of course, that increases your chances of getting hired again.  

1.1. Add your contact information to the editable invoice template

Include your business name, email address, mailing address, phone number, and the website of your company. A sample invoice PDF is an official document, and so, it should contain all your contact details. Remember it determines whether your client will pay you on time and get you the amount you deserve. Therefore, for them to take it seriously, you should include such details in your sample invoice PDF. When doing this, be sure to include your most current information. For instance, include the email address, and the phone number that you’re currently using.

But why do you need to do this? When designing a sample invoice PDF, you aren’t just doing it for your client. Someone may come across your invoice and get interested in your services. In that case, they’ll contact you through the email address or phone number included in the invoice.

1.2. Add client information to the invoice template PDF

Include the details of your client like address, email address, and contact. As a freelancer, you’ll be dealing with different clients at the same time. But does that mean you have the same invoice for all of them? Definitely, not. There’s so much you can do in the freelance world, and each invoice should be customized to the specific job. Therefore, when creating your sample invoice template, be sure to include client information such as physical address and active phone number. This makes the invoice much more personalized and appealing to the client. As such, your client will feel obligated to pay you your dues on time. Additionally, the client won’t have any doubts about the figures included in the invoice as it’s directly addressed to them. This is because the invoice is specifically meant for the services you’ve offered to them and not any other client.

1.3. Include invoice number and date in the editable invoice template

When it comes to invoicing, you really need to be careful with numbering and dates. The main reason why you’re using an invoice as a freelancer is to ensure you get paid on time. Therefore, make sure you indicate the payment deadline on the invoice. Don’t assume that your client will send the payment as soon as they receive the invoice. Most clients are very busy and they may not pay attention to your invoice if you’ve not expressed some sense of urgency. 

Something else that you shouldn’t forget is the invoice number. You need to keep track of the invoices you’ve sent at the end of every month to help you keep track of your cash flows. Apart from getting your clients to pay you, it’s important to keep an eye on every cash you receive for proper cash flow management.

Choose your preferred numbering system, it may take chronological or set of number broken into parts. If A2000 was the last invoice number in your editable invoice template PDF, the next should be A2001, even if you are sending it to a new client. For dating, create room for at least two different dates; the date you sent the invoice and the due date for payment. Most organizations make use of the international standard: Month, date, and years (June 14, 2019).

1.4. Mention service information in your editable invoice templates

Your invoice must be as clear as possible to your recipient. Remember, most clients are busy people, and so, they’d like to spend the least time to get information from your invoice. If they’re straining to understand the details of your invoice, then you risk late payment. Therefore, to be on the safe side, make sure it’s all simple and straight to the point. It should be easy for them to pick out the necessary information at a glance. It’s not bad to be a little creative with your invoice, but don’t overdo it. It might be appealing, yes, but it’s not adding any value to the client.

Therefore, ensure you describe the services you are offering to include the following:

  • Description & date - Describe the services you are offering. If you are providing a graphic design service, mention it, and if you have offered a free service, also state it along with the charged services. Also, include the date you performed or completed the service or project on your editable invoice template PDF.
  • Billing rate - Billing may be a flat charge or hourly payment depending on the type of service you offer and the agreement you had with your client. Choose a flexible billing tool for billing that would allow tax deductions to make your work easy. Be transparent here; you may specify the charges for each item and give a total to help your recipient understand the invoice.
  • Terms and conditions - Add your invoice payment terms in the terms and conditions section or personal notes. Let your client know the due date and terms for late payments to avoid delays. Besides, state the currency if you are sending the invoice to an international client along with industry-related requirements for your invoice.
Editable Invoice Template Sample
Image Credits: template.net

2. Benefits of a great editable invoice template

It would be best if you had a great editable invoice template PDF not only to make your invoice fast but also to position your business well before clients. It is the last documents that link your business and a client; therefore, it should speak well of your business. Below are some of the benefits of a great invoice:

  1. It leaves a lasting impression with your client
  2. It can make a happy customer patronize you again
  3. Benefits of a referral by your clients
  4. It helps create a professional record

3. How to create your editable invoice template

Invoices are one of the critical documents needed in every business transaction. It's a document that details the service(s) rendered per time, the total charge for the service(s), expected date of payment, and other important information. The service provider usually issues this document to the client before, during, or after rendering the required service. So, for everyone who is involved in a business, the need to prepare an invoice will always arise.

To solve this need whenever it occurs, some business owners draft the bill themselves; others depend on some free invoicing software online, while some outsource it as a freelancing gig to freelancers. 

Editable Invoice Template Example
Image credit: template.net

No matter the category you fall under as a business owner or a freelancer who has just received a gig from a client to prepare an invoice, there is no need to sweat over invoice preparation again. Thanks to several editable invoice templates available online. You can get a bill of choice ready within a few minutes. It has never been this easy getting a professional billing document from the cozy comfort of your home or office with an editable invoice template.

All you need do is carry out a quick Google search, discover the invoice template that is in your industry, and suit your service. Once you have identified it, simply edit the template, inputting your business details, and necessary transaction information. 

Also, you can be sure that these templates are available in almost every industry. Below are some industries where you can use an editable invoice template online:

  • Web design
  • Graphic design
  • Photography
  • Video production
  • Contracting
  • Attorney services
  • Auto repair
  • Painting

Having discovered a better and easier way to go about your improved invoice creation, it is essential at this point that you understand how to make use of any editable invoice template available.

Editable Invoice Template PDF
Image credit: invoicetemplates.com

4. How to use an editable invoice template

Whether you are preparing a personal invoice to send to your client or a freelancer preparing the invoice on behalf of your client, you need to know how to take good advantage of the Editable Invoice Template. Below are simple guidelines to help us make the best use of the available invoice templates. 

4.1. Fill in basic company details and contact information

This should be the first detail to fill on the editable invoice template you’ve selected. Ensure that the business name and contact information are boldly written somewhere at the top of the bill invoice. Remember to include the name and address of the business (client) you are sending the invoice to. 

4.2. Write date and invoice number

Just after the names and addresses of both businesses, the date of billing should be next. Also, generate and write the invoice number on the document. Invoice number is a unique number that will allow you to keep a record of your invoices. 

4.3. Add service descriptions and rates 

Give the full description of the service(s) provided- the billing rate per service, the hours involved, and the total amount the client is expected to pay. Ensure that this part of the document isn’t confusing to the client. Also, remember to include applicable taxes and other charges here. 

4.4. Payment details

The next vital information to fill on your editable invoice template should be the payment details. Let your client know the expected date of payment and your preferred method of payment. If there are any payment terms, you would like your client to understand, ensure to write them here.

5. How to create an editable invoice template Word

Clients naturally see freelancers as experts, who are capable of delivering high-quality services, at all times. This explains why they can comfortably outsource some critical projects to you as a freelancer - and if you want to get paid fast, you'd better start using a editable invoice template Word.

So depending on your areas of specialty, clients will be counting on you to handle their projects in those areas professionally and give them top-notch results. It, therefore, means that as a freelancer, you are required to meet up with these high expectations every time you receive a gig from a client. 

For freelancers working on any invoice creation gig, meeting these expectations from clients shouldn't be such a cumbersome task. Thanks to free invoicing software and editable invoice templates Word available online, you can comfortably create those professional invoices you want.

Editable Invoice Template Sample PDF
Image Credits: eforms.com

With its availability, the struggle to produce high quality and functional invoices for clients has been eliminated. Your primary responsibility is now down to merely identifying the invoice template that meets your needs and editing to suit your client(s). Interestingly, this editable invoice template Word is available for use regardless of the industry your client operates in. 

It is necessary to note here that you could also make use of this invoice template to request your payment for any freelancing service rendered. It could be a one-time project, a short-term project, or even an ongoing project task. The nature of these invoice templates, which is easy-to-understand, help your clients know exactly the services you rendered to them, the periods, and the total amount charged, the medium of payment, and when to make their payments.

You will not necessarily require the services of an accountant to do this task for you. Using the editable invoice template Word to represent your bill, and as well requesting for payment from clients offers you some advantages. Besides requesting payment officially, your invoice is useful for tracking cash inflow and portrays your business professionally to clients.

Editable Invoice Template Example PDF
Image Credits: dragonfiredefense.com

6. How to use an editable invoice template Word

The editable invoice template word makes everything you need to prepare custom invoices as required by your clients available for you. The professional editable format in which it comes, ensures you fill in every of the necessary information required. 

The steps below will serve as a guideline in using the invoice template:

  1. First, search and download to your computer or mobile device any editable invoice template Word online that meets your areas of interest.
  2. Open the downloaded invoice template document in the Microsoft Word software.
  3. Make a copy of the invoice template; you could create a new invoice document from it for your client.
  4. Start the necessary editing/customization on the invoice template. You can begin by writing at the top of the document, the invoice number, and date.
  5. Input your name, business contact information, and information of your prospective client.
  6. Below the contact, give a general description of services provided by your client, the total charged amount, and expected means of payment, privacy policy, and date. In the table, list the separate services provided in each of the rows, the time completed, the rate charged per hour, number of hours, and the total.
  7. Customize the invoice document further to suit your standard. Add other elements required, such as your client's company logo, brand colors, preferred fonts, settings, and the rest. 
  8. Name the new invoice document appropriately and then save. It's advisable to save the invoice with the name of the client. 
  9. Print the edited invoice document out or mail it to your client from your computer or mobile device. 
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