How to Write a Freelance Writer's Invoice

Beginning freelance writers sometimes face the question: what do I put on my invoice? Editors and employers of freelancers will often just say "invoice us" without giving any further instructions. There are a number of things that are key to a functional invoice, and although the accounting department will probably let you know if you miss them, for quick payment, it's good to have these included up front.

Difficulty:

Moderate

Instructions

1. Add your full name at the top of the page, together with a job description. Write your name as you use it for tax or accounting purposes. For a job title "writer" can be sufficient, but a more specific title like "correspondent" or "online content provider" sometimes helps.

2. Add your social security number. Your SS# helps the employer to report income and is essential for their records. If you are new to the working relationship with an employer or if the employer seems in any way illegitimate, you won't want to send them your social security number. Call up and make other arrangements. But for an employer that you have built a relationship with, the social security number is expected to be on the invoice to differentiate you from any other individual on payroll.

3. Include any work done by project title, where the story ran or how the content was used. More detail on the invoice means you stand a better chance of being paid the right amount for the work you've done.

4. Specify an amount of time. The invoice should include work done over a specific month or series of months. Leave this element out and accounting will no doubt deny payment. A chronology helps both sides establish accurate payment amounts for an invoice.

5. Add your payment information. If you will be sent a check, provide your mailing address. If you will need direct deposit, the paperwork should have been filled out at hiring time. If not, you can add a written disclaimer to your invoice asking the employer to contact you. Adding your phone number is always good; you might get a call from accounting and be able to provide missing information over the phone.

Resources

• Freelance writing page