Freelance writing invoice template (per word, piece or hour)
Choose the article, per-piece, copywriting or retainer version and see it filled in. Bill per word, per piece or per hour, add research, revisions, rush and kill fees, and download a PDF, Excel or Word file.
Choose a version of the freelance writing invoice
Each version opens in the online maker with its own line items and payment terms, and downloads as an editable Excel or Word file. Example amounts are hypothetical, not market rates.
Articles (per word or per piece)
A per-word or per-piece article fee, approved research or interview time, and extra revision rounds. Rights are stated as agreed.
- Article: [title], [n] words at per-word rate
- Research and interview time (approved)
- Additional revision round beyond the [n] included
Writer: per piece
A fixed fee per piece, an agreed rush fee, and a kill fee for a cancelled piece, each on its own line.
- [Content type]: [titles]
- Rush fee for [turnaround], agreed [date]
- Kill fee: [title], cancelled after [stage], per agreement
Copywriting (landing pages, email, ads)
Research and messaging, landing page copy, email sequences and ad copy, with approved extra variants billed separately.
- Messaging and research
- Landing page copy: [page]
- Email sequence: [n] emails
- Ad copy: [n] headlines and [n] descriptions
- Additional variants (approved [date])
Fill in your freelance writing invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type. Version: Articles (per word or per piece).
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
A freelance writing invoice bills by the word, the piece or the hour, and sometimes adds research, extra revisions or a kill fee. The sections below cover what to include, which unit to bill in, payment terms and common mistakes.
What the freelance writing invoice covers
What you can do with this template, and what it does not do.
Four writing versions
Articles priced per word or per piece, a per-piece writer invoice with rush and kill fees, copywriting for landing pages, email sequences and ads, and a monthly writing retainer.
Per-word or per-piece rates
Enter the word count as the quantity and your per-word rate, or a quantity of 1 and the fee for the piece.
Research and interviews
Bill research hours, interviews and transcription as separate lines when they go beyond the brief.
Extra revisions
Bill revision rounds beyond the agreed number as their own line.
Kill fees
If a piece is cancelled, bill the kill fee from your contract as a line that names the piece and its stage.
PDF, Excel or Word
Set your tax rate (0% is fine) and download a PDF, or any version as an editable .xlsx or .docx.
How to fill in your freelance writing invoice
- Business Information: Your name or business name, address, phone, email, and website.
- Client details: Client name, company, billing address, contact person, phone, and email.
- Invoice Number & Date: Sequential invoice number and issue date for tracking.
- Project Reference: Project name, content brief reference, or PO number if provided.
- Content Description: Clear description of content delivered: type, topic, and scope.
- Word Count: Total word count for the project or each piece delivered.
- Rate: Per-word, per-piece, per-hour, or project rate as agreed.
- Revisions: Note any revision rounds included or billed separately.
- Rights/License: Reference to content ownership and usage rights granted.
- Subtotal, Taxes, Total: Clear breakdown of fees, any applicable taxes, and total due.
- Payment terms: Due date, accepted payment methods, and payment details.
- Invoice Upon Delivery: Send invoice when you deliver content. Don't wait days or weeks.
- Specify Word Count: Include word count on every invoice. It's the basis for per-word billing.
- Define Revision Limits: State how many revisions are included. Bill for additional rounds.
- Clarify Content Rights: Reference your agreement on content ownership and usage rights.
- Use Consistent Pricing: Have a rate card and apply rates consistently.
- Collect Deposits for Large Projects: For larger projects, consider a deposit, and put the amount in the contract.
- Detail Content Type: Specify blog post, article, whitepaper, etc. Different types may have different rates.
- Track Kill Fees: If a project is cancelled, bill your kill fee as agreed.
- Bill Expenses Separately: Research, interviews, or other expenses should be itemized.
- Maintain Project Records: Keep records of briefs, drafts, and communications for each project.
Writing rates vary by niche, publication and experience. The bigger decision is which unit you bill in, because it decides what goes on the invoice.
Per word: best when length is fixed by the brief. Quantity is the word count, rate is the per-word price.
Per piece: best for repeat formats (blog posts, case studies, email sequences). One line per piece.
Per hour: best for editing, strategy, or work with unclear scope. Hours as quantity.
Worked example (hypothetical):
- 2 blog posts of 1,500 words at $0.20 per word: 3,000 x $0.20 = $600
- 1 customer interview and transcript: 2 hours at $75 = $150
- Extra revision round on post 2: $60
- Total: $810
Bill separately when agreed in the contract:
- Research or interviews beyond the brief
- Rush delivery
- Extra revision rounds
- Kill fees for cancelled pieces
These are common options to agree with the client, not rules. Whatever you choose belongs in the contract first; the invoice repeats it.
Single pieces:
- Invoiced on delivery or on acceptance, as the contract says
- Due within the terms you agreed, for example Net 15 or Net 30
Larger projects:
- A deposit at the start, then the balance on delivery
Retainers:
- Billed at the start of the month, with extra pieces on their own line
Cancellation:
- A kill fee for pieces cancelled after work starts, at the share set in the contract
Rights:
- Which rights transfer, and whether they transfer on payment
Late payment:
- Late fees only if the contract includes them and local law allows
- Delayed Invoicing: Invoice upon content delivery. Waiting reduces collection success.
- Missing Word Count: Show the word count on per-word lines. It is the basis of the charge.
- Vague Content Description: Specify content type, topic, and publication/use.
- No Revision Limits: Define included revisions. Bill for additional rounds.
- Unclear Rights Transfer: Reference content ownership and usage rights in your agreement.
- Inconsistent Rates: Use a rate card. Charge consistently across similar projects.
- No Kill Fee: Have a kill fee for cancelled projects. Include in contracts.
- Working Without Deposit: For larger projects, collect a deposit before starting.
- Poor Record Keeping: Keep briefs, drafts, and communications for every project.
- Underpricing: Know your worth. Factor in research, revisions, and expertise.
Freelance writing invoice: frequently asked questions
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