A free freelance writer invoice template, prefilled with typical writing line items. Download it in Word, Excel or as a fillable PDF, or fill it in online below. No sign-up.
Updated
How to fill out this writing invoice template
- Download the writing invoice template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your name or business name and contact details, then the client’s company and the editor or billing contact who approves invoices. Give the invoice a unique number.
- List each piece the way you quoted it: per article, per page or per project. For example, four blog posts at $250 each and a flat fee for the Home, About and Services pages.
- Bill editing and proofreading per 1,000 words or by the hour, and ghostwriting as a project fee or in milestones. Put rush delivery and extra revision rounds on their own lines.
- Send it as a PDF, or as a payment link with Onigiri so your client can pay by card.
What’s in this content writing invoice template
- Sample lines for blog posts, website copy, editing and proofreading, and rush delivery
- Bill to, From and Payment sections for you, your client and how to pay you
- Invoice number, issue date and due date
- Notes with 14-day payment terms and rights that transfer once the invoice is paid
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits blog and article writing, copywriting, ghostwriting, and editing and proofreading
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (Pro)
Invoice checklist
A writing invoice is the bill a freelance writer sends a client to get paid for articles, copy, ghostwriting or editing. It shows who wrote what for whom, at what rate, and when and how to pay. Clear word counts, revision rounds and rights terms save back-and-forth with editors and clients.
- Your details. The name your client pays, plus your address and email; if they need a tax ID, share your EIN rather than your Social Security number.
- Your client. The publication or company name, plus the editor or billing contact who approves invoices.
- Number and dates. A unique invoice number, the issue date and the due date, plus the client’s PO number if they use one.
- Line items. Each piece on its own line with its word count or pages and rate: blog posts per article, website copy per page or project, editing per 1,000 words.
- Extras. Rush fees, extra revision rounds and costs you agreed to pass on, such as transcription or paid research, each on a separate line.
- Payment terms. When the invoice is due, such as within 14 days, and how to pay you: bank transfer, Zelle, PayPal or a card payment link.
- Late fee. Your late fee policy, if your contract has one, and a note that rights transfer to the client once the invoice is paid.
Getting paid
Agree on rates, revision rounds and rights before you start writing, then repeat them on every invoice.
- Net 14 / 30
Payment terms
Publications often pay Net 30 or on publication, so ask about their schedule before you take the assignment. For agencies and small businesses, 14 or 15 days keeps cash moving. Write the exact due date on the invoice, not just “Net 30”.
- 25–50%
Deposits
Ask new clients for 25–50% upfront on bigger projects, such as a full website, a content package or a ghostwritten book. Send the deposit invoice when the contract is signed and deduct it on the final invoice.
When to send the invoice
Send it when you deliver the final draft or finish the agreed revision rounds. For ongoing blog work, invoice once a month for everything delivered; for ghostwriting, invoice at milestones such as the outline, first half and full draft.
Late payments
Send a friendly reminder a few days before the due date and again the day after. If your contract allows it, add a late fee as a separate line; the late fee calculator works out the amount.
Taxes
Writing services usually aren’t subject to sales tax, but some states tax certain services, so check your state’s rules. Set aside part of every payment for income and self-employment tax; the self-employment tax calculator estimates how much. This is general information, not tax advice.
Formats
Writing invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxWriting invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF writing invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | Pro | |
| Client pays by card, 0% platform fee on Stripe | Pro | |
| Income tracking | Pro | |
| Works in Word, Excel and Google Docs |
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Send your invoice as a link with Onigiri and see at a glance whether it’s paid or overdue. Connect Stripe to let clients pay by card.
