Do you need an example of a freelance writing invoice for your magazine articles, web writing or e-zines posts, or other writing jobs? Here’s what I’ve used successfully for years, plus several invoicing tips…

But first, a quip from a published author:

“Writing is the hardest way of earning a living, with the possible exception of wrestling alligators.” – Olin Miller. 

Miller also said: “If you want to make an easy job seem mighty hard, just keep putting off doing it.”

Fellow scribes, don’t put off creating a solid invoice tracking system for your freelance writing business! For more info on running a writing business, click How to Set Up a Freelance Writing Business: An Insider Guide to Setting Up and Running Your Own Copywriting Business. And, read on for nine invoicing tips plus an example of a freelance writer’s invoice… 

9 Tips for Invoicing for Freelance Writers

Below is an example of an actual invoice I sent to Reader’s Digest. If you have any questions about these tips for sending invoices for articles, please ask below!

1. Include your contact information. Put your name, address, phone number, email address, and even your website at the top of the invoice.

2. Create an invoice number tracking system. I use the year the article was submitted (2010, for example) and a simple numerical system. So my first invoice of 2010 would be 2010-01, the second is 2010-02, etc. This is important for tracking late payments, and for keeping the bookkeeping aspects of your freelance writing business organized.

3. Add the publisher’s or editor’s details. Reader’s Digest, for instance, assigns an annex number to all their assignments, and that number has to be on each invoice. You still need to include your own invoice number for your own records and tracking system. This invoicing tip will help you track late or lost payments.

4. Clarify certain information or details. Sometimes you’ll invoice the editor, and sometimes you’ll invoice the office manager, accountant, or publisher. Sometimes you’ll even invoice a third party, such as a bookkeeping company. I always send my invoice to the editor; rarely, he or she will send will request a change. Make sure you state the article’s title, magazine issue if known, when you emailed the article, and to whom.

5. Describe the article you wrote. Under “services”, I include the article length, description, agreed payment, and total invoice amount. This is where GST for Canadian freelance writers, PST for certain provinces, and taxes for states is included. Canadian freelancers don’t need to apply for a GST number or charge GST if they earn less than $30,000 CAD per year.

6. Include an “invoice due by” date? Many freelance writers ask for payment within a month of invoice submission. Others offer a 2% or 5% discount if the magazine publisher or editor pays on time. I don’t do this – offering a reward for something that should go without saying sticks in my craw – but I understand why some writers do this.

7. Email the invoice with your article. I attach the invoice to my email, and I always tell the editor in the body of the email that my invoice is attached. This may seem redundant, but attachments can get missed.

8. Make notes in your invoice tracking system. This is one of the most important invoicing tip for freelance writers! As soon as you send the invoice, make sure you record the invoice number, date sent, invoice amount, and any other details you think necessary. This way, you can keep track of who has paid and who is in arrears. And, when your invoice is paid, make sure to record the date you received payment. These tips help you stay organized for tax time.

9. Be specific when tracking down late payments. When you email an editor asking about a late payment, make sure you include your invoice number, amount, date the article was sent, and the date you emailed the invoice (if that’s different than when the article was sent).

For more info about tracking systems and spreadsheets for writers, read Tracking Your Article Pitches and Submissions.

An Example of Freelance Writer’s Invoice for Magazine Articles

Laurie Pawlik-Kienlen

Bowen Island, BC Canada

Phone number

Email address

Invoice 2010-01

Annex #XXX-XX (optional)

To:      Editor, Accountant, or Office Manager’s Name

            Reader’s Digest Magazine

            Address

December 31, 2010

Article:  “Top 5 Things Women Look For in Men” for rd.ca

Emailed December 31, 2010 to Editor’s Name 

Fellow scribes, what have I missed that you include on your writer’s invoice? And, do you have any invoicing tips for freelance writers – or questions? Please fire away below!