As an independent contractor, your invoice is also your paper trail. The client's finance team needs it to pay you, and you need it to prove your income at tax time.
Make a contractor invoice free →
| Section | What to put |
|---|---|
| Your details | Your legal name or business name, address and email |
| Client details | The client's legal company name — not just your contact's name — and address |
| References | Contract number or PO number, if the client gave you one |
| Invoice number | Sequential: INV-001, INV-002… |
| Service period | The dates the work covers, e.g. 1–31 October 2026 |
| Line items | Hours, days or milestones, each with a rate and amount |
| Payment details | Bank details or payment link, and a specific due date |
Keep sensitive numbers off the invoice. Invoices get forwarded and saved in many inboxes. In the US, clients usually collect your tax ID on a Form W-9 instead; if you need a number on the invoice, use a business EIN rather than your Social Security number.
Hourly. List hours by week or by task, not one big number. If your contract needs a timesheet, attach it or say "timesheet attached".
Monthly retainer. One line such as "Retainer — October 2026". Bill any work outside the retainer on separate lines, so it is clear what is extra.
Milestone. One line per milestone, named the same way as in the contract, so whoever approves the invoice can match it.
Larger clients cannot pay anyone who is not in their system. Before you send your first invoice, ask your contact three questions:
Doing this on day one can save weeks of waiting on your first payment.
INV-031 — PO 4471 — service period 1–31 October 2026 — due in 15 days
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Data cleaning and reporting, 1–15 Oct (hours) | 22 | 45.00 | 990.00 |
| Data cleaning and reporting, 16–31 Oct (hours) | 18 | 45.00 | 810.00 |
| Sales dashboard — milestone 2 (fixed) | 1 | 600.00 | 600.00 |
| Total due | 2,400.00 | ||
Invoicing the same clients every month? A free generator is fine for a handful of invoices. When you need recurring invoices, automatic payment reminders or online card payments, invoicing software such as Zoho Invoice can do that for you.
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It depends on where you are and what you sell. In the US many services are not subject to sales tax, but some states tax certain services. In countries with VAT or GST you usually charge it only once you are registered. Check your local rules.
Net 15 or Net 30 is normal for business clients. Always turn it into a real date on the invoice, because 'Net 30' alone is easy to forget.
No. Invoices are forwarded and stored widely. Give your tax number to the client on their official form instead, or use a business EIN.
Use one simple sequence across all clients, such as INV-001, INV-002, and never reuse a number. It makes your own records and your tax return much easier.