[{"data":1,"prerenderedAt":1415},["ShallowReactive",2],{"page-\u002Fhow-to-send-an-invoice":3,"related-\u002Fhow-to-send-an-invoice":463},{"id":4,"title":5,"author":6,"body":7,"category":449,"date":450,"dek":451,"description":452,"extension":453,"featured":454,"meta":455,"navigation":456,"path":457,"readingTime":458,"seo":459,"sitemap":460,"stem":461,"__hash__":462},"content\u002Fhow-to-send-an-invoice.md","How to Send an Invoice (Email Templates & Best Practices)","Daniel Reed",{"type":8,"value":9,"toc":430},"minimark",[10,14,17,20,25,28,63,67,70,76,79,90,93,104,107,111,114,119,126,134,141,164,170,173,179,184,189,193,200,218,221,224,228,233,238,242,245,257,260,265,269,272,275,278,286,290,293,296,299,304,308,311,320,326,332,338,346,350,387,390,394,399,402,406,409,413,416,420,423,427],[11,12,13],"p",{},"Sending an invoice correctly means getting it to the right person, in the right format, with enough information in the subject line and body that it can be acted on immediately. That sounds obvious, but it's where most freelance invoices break down — not in the document itself, but in the delivery.",[11,15,16],{},"The AP clerk at your client's company may process 200 invoices a month. Yours needs to be immediately identifiable and effortless to act on. Wrong contact, no PDF attachment, a subject line that just says \"invoice\" — these are not minor inconveniences. They're reasons an invoice sits in a queue for weeks.",[11,18,19],{},"This guide covers the mechanics: who to send to, what to write, how to format the subject line, what to attach, and how to follow up without damaging the relationship.",[21,22,24],"h2",{"id":23},"before-you-hit-send-a-quick-checklist","Before You Hit Send: A Quick Checklist",[11,26,27],{},"Run through these before every invoice email. It takes 60 seconds and prevents the most common delays:",[29,30,31,39,45,51,57],"ul",{},[32,33,34,38],"li",{},[35,36,37],"strong",{},"Invoice attached as PDF"," — never Word, never a screenshot, never inline text. PDF is the universal standard.",[32,40,41,44],{},[35,42,43],{},"Correct recipient"," — the AP contact or billing address, not your day-to-day project contact (unless they handle billing).",[32,46,47,50],{},[35,48,49],{},"Invoice number and amount match"," — triple-check. Mismatches between the email body and the PDF cause confusion.",[32,52,53,56],{},[35,54,55],{},"PO number referenced"," — if the client uses purchase orders, include the PO number in both the email and the invoice. Missing POs are the #1 reason corporate invoices get bounced back.",[32,58,59,62],{},[35,60,61],{},"Due date stated in the email body"," — don't make them open the PDF to find out when payment is due.",[21,64,66],{"id":65},"writing-a-subject-line-that-doesnt-get-buried","Writing a Subject Line That Doesn't Get Buried",[11,68,69],{},"Your subject line needs to do one thing: make it obvious this is an invoice that requires action. Give AP teams the key details upfront.",[71,72,73],"blockquote",{},[11,74,75],{},"Formula: Invoice #{number} — {your company} — {amount} due {date}",[11,77,78],{},"Examples that work:",[29,80,81,84,87],{},[32,82,83],{},"\"Invoice #INV-2026-047 — Bright Studio — £3,200 due 15 July 2026\"",[32,85,86],{},"\"Invoice #042 from Jane Kim Design — $1,800 — Net 15\"",[32,88,89],{},"\"May retainer invoice — Acme Consulting — INV-2026-051\"",[11,91,92],{},"Examples that don't:",[29,94,95,98,101],{},[32,96,97],{},"\"Invoice\" — too vague; impossible to search for later.",[32,99,100],{},"\"Please find attached\" — says nothing about what's attached.",[32,102,103],{},"\"Payment request for recent work\" — no reference number, no amount, no company.",[11,105,106],{},"Keep it under 60 characters if you can. Many email clients truncate longer subjects on mobile.",[21,108,110],{"id":109},"email-templates-you-can-copy","Email Templates You Can Copy",[11,112,113],{},"Three templates for different situations. Adjust the tone to match your client relationship — these are starting points, not scripts.",[11,115,116],{},[35,117,118],{},"Template 1 — Standard invoice email",[11,120,121,122],{},"Subject: ",[123,124,125],"code",{},"Invoice #INV-2026-047 — [Your Company] — £3,200 due 15 July 2026",[11,127,128,129,133],{},"Hi ",[130,131,132],"span",{},"Name",",",[11,135,136,137,140],{},"Please find attached Invoice #INV-2026-047 for ",[130,138,139],{},"brief description of work, e.g. \"the May brand strategy engagement\"",".",[29,142,143,149,155],{},[32,144,145,148],{},[35,146,147],{},"Amount:"," £3,200.00",[32,150,151,154],{},[35,152,153],{},"Due date:"," 15 July 2026",[32,156,157,160,161],{},[35,158,159],{},"PO reference:"," ",[130,162,163],{},"PO number if applicable",[11,165,166,167],{},"Payment can be made by bank transfer (details on the invoice) or via the payment link: ",[130,168,169],{},"link",[11,171,172],{},"Let me know if you have any questions.",[11,174,175,176],{},"Thanks,\n",[130,177,178],{},"Your name",[11,180,181],{},[35,182,183],{},"Template 2 — First invoice to a new client",[11,185,121,186],{},[123,187,188],{},"Invoice #INV-2026-001 — [Your Company] — $5,000 due 20 July 2026",[11,190,128,191,133],{},[130,192,132],{},[11,194,195,196,199],{},"Great working with you on ",[130,197,198],{},"project",". Attached is my first invoice for this engagement.",[29,201,202,207,212],{},[32,203,204,206],{},[35,205,147],{}," $5,000.00",[32,208,209,211],{},[35,210,153],{}," 20 July 2026",[32,213,214,217],{},[35,215,216],{},"Payment terms:"," Net 15",[11,219,220],{},"Payment details are on the invoice. I've included both bank transfer details and a card payment link for convenience.",[11,222,223],{},"If invoices should go to a different contact or email address for future reference, just let me know.",[11,225,175,226],{},[130,227,178],{},[11,229,230],{},[35,231,232],{},"Template 3 — Recurring\u002Fretainer invoice",[11,234,121,235],{},[123,236,237],{},"June 2026 retainer invoice — [Your Company] — INV-2026-052",[11,239,128,240,133],{},[130,241,132],{},[11,243,244],{},"Attached is the retainer invoice for June 2026.",[29,246,247,252],{},[32,248,249,251],{},[35,250,147],{}," $2,500.00",[32,253,254,256],{},[35,255,153],{}," 10 June 2026",[11,258,259],{},"Same payment details as usual. Shout if anything looks off.",[11,261,262,263],{},"Best,\n",[130,264,178],{},[21,266,268],{"id":267},"when-to-send","When to Send",[11,270,271],{},"Same day you deliver. Every day between finishing work and sending the invoice is a day added to your payment timeline that you control entirely. Deliver on Thursday, invoice on Thursday.",[11,273,274],{},"Time of day matters less than you might think, but mid-morning on a weekday (Tuesday through Thursday) puts you at the top of the inbox when AP teams are processing. Avoid Friday afternoons and weekends — invoices sent then tend to get buried under Monday's email pile.",[11,276,277],{},"For retainer clients, pick a consistent date each month. The 1st or the last working day of the month are both common. Consistency makes your invoice expected rather than surprising, and expected invoices get processed faster.",[11,279,280,281,140],{},"For more on reducing payment delays, see our ",[282,283,285],"a",{"href":284},"\u002Fhow-to-get-invoices-paid-faster","guide to getting invoices paid faster",[21,287,289],{"id":288},"email-vs-invoice-portals-vs-post","Email vs Invoice Portals vs Post",[11,291,292],{},"Email with a PDF attachment is the standard for most small-business and freelance invoicing. It works, clients expect it, and there is a clear paper trail.",[11,294,295],{},"Some larger companies require you to submit invoices through a portal — Ariba, Coupa, Tipalti, or a custom system. If a client tells you to use their portal, use it. Emailing the invoice instead will likely mean it never enters their AP system at all. Ask during onboarding: \"How should I submit invoices?\"",[11,297,298],{},"Postal mail is rarely needed now, but a handful of government contracts and traditional industries still require a physical copy. If so, send the paper invoice and a PDF by email as backup. Mark both with the same invoice number.",[71,300,301],{},[11,302,303],{},"Never send an invoice as a Google Doc or shared link. The client may lose access, the content could change, and it looks unprofessional. Always PDF.",[21,305,307],{"id":306},"following-up-when-theres-no-response","Following Up When There's No Response",[11,309,310],{},"You sent the invoice. The due date passed. Nothing. Here is a follow-up sequence that works without burning the relationship:",[11,312,313,316,317,319],{},[35,314,315],{},"Day 1 past due:"," short, friendly email. \"Hi ",[130,318,132],{},", just checking in — Invoice #047 was due yesterday. Let me know if you need anything from my end.\" Assume it was an oversight.",[11,321,322,325],{},[35,323,324],{},"Day 7:"," slightly more direct. Reattach the PDF. \"Following up on Invoice #047 (£3,200, originally due 15 July). Could you confirm this is in the payment queue?\"",[11,327,328,331],{},[35,329,330],{},"Day 14:"," escalate to your main contact if you've been emailing AP. A brief phone call or direct message often resolves things faster than another email.",[11,333,334,337],{},[35,335,336],{},"Day 30+:"," formal overdue notice. Reference your contract's late-payment clause. At this point, the tone shifts from reminder to demand.",[11,339,340,341,345],{},"Our ",[282,342,344],{"href":343},"\u002Fhow-to-write-an-invoice","invoice writing guide"," covers late-fee clauses and what to include on the invoice itself to support your follow-up position.",[21,347,349],{"id":348},"sending-mistakes-worth-avoiding","Sending Mistakes Worth Avoiding",[29,351,352,358,364,370,376],{},[32,353,354,357],{},[35,355,356],{},"Sending to the project manager instead of AP."," Your day-to-day contact often has zero ability to process payments. Get the AP email during onboarding.",[32,359,360,363],{},[35,361,362],{},"Forgetting the attachment."," It happens more than anyone admits. Double-check before sending.",[32,365,366,369],{},[35,367,368],{},"Using \"Reply All\" on a project thread."," Invoice emails should be separate from project communication. Mixing them makes invoices hard to find later.",[32,371,372,375],{},[35,373,374],{},"No payment link."," Invoices with a clickable payment link consistently get paid faster. Include one in the email body and on the PDF.",[32,377,378,381,382,386],{},[35,379,380],{},"Sending from a personal Gmail."," Use a business email address (",[282,383,385],{"href":384},"mailto:you@yourdomain.com","you@yourdomain.com","). Some corporate mail filters flag invoices from free email providers.",[11,388,389],{},"Create properly formatted invoices with our free invoice generator.",[21,391,393],{"id":392},"frequently-asked-questions","Frequently asked questions",[395,396,398],"h3",{"id":397},"is-email-the-right-way-to-send-an-invoice-or-should-i-post-it","Is email the right way to send an invoice, or should I post it?",[11,400,401],{},"Email with a PDF attachment is the standard for nearly all business invoicing. Physical post is only needed for certain government contracts or if the client specifically requests it.",[395,403,405],{"id":404},"what-file-format-should-i-attach","What file format should I attach?",[11,407,408],{},"Always PDF. It preserves formatting across devices, cannot be accidentally edited, and is the universally accepted format. Never send invoices as Word documents, images, or shared links.",[395,410,412],{"id":411},"how-quickly-should-i-send-an-invoice-after-finishing-work","How quickly should I send an invoice after finishing work?",[11,414,415],{},"The same day. Every day you delay adds a day to your payment timeline. Finish the work, send the invoice.",[395,417,419],{"id":418},"what-goes-in-the-invoice-email-body","What goes in the invoice email body?",[11,421,422],{},"Keep it brief: state the invoice number, the amount, the due date, a one-line description of what the invoice covers, and payment instructions or a payment link. Attach the invoice as a PDF. The email body is a summary — the PDF is the official record.",[395,424,426],{"id":425},"how-many-follow-up-emails-before-i-escalate","How many follow-up emails before I escalate?",[11,428,429],{},"Three to four over 30 days is a reasonable sequence: a friendly nudge on day 1 past due, a reattachment on day 7, a direct call or message on day 14, and a formal overdue notice on day 30. Beyond that, escalate to a demand letter or collections.",{"title":431,"searchDepth":432,"depth":432,"links":433},"",3,[434,436,437,438,439,440,441,442],{"id":23,"depth":435,"text":24},2,{"id":65,"depth":435,"text":66},{"id":109,"depth":435,"text":110},{"id":267,"depth":435,"text":268},{"id":288,"depth":435,"text":289},{"id":306,"depth":435,"text":307},{"id":348,"depth":435,"text":349},{"id":392,"depth":435,"text":393,"children":443},[444,445,446,447,448],{"id":397,"depth":432,"text":398},{"id":404,"depth":432,"text":405},{"id":411,"depth":432,"text":412},{"id":418,"depth":432,"text":419},{"id":425,"depth":432,"text":426},"Invoicing Basics","2026-05-17",null,"Step-by-step guide to sending invoices by email, including copy-paste email templates, subject line formulas, attachment tips, and follow-up sequences.","md",false,{},true,"\u002Fhow-to-send-an-invoice","10 min read",{"title":5,"description":452},{"loc":457},"how-to-send-an-invoice","fktk7sn39vuATB281WtZvUE2DYKSAF5DhB1_H_6gHuk",[464,900],{"id":465,"title":466,"author":6,"body":467,"category":449,"date":891,"dek":451,"description":892,"extension":453,"featured":454,"meta":893,"navigation":456,"path":894,"readingTime":895,"seo":896,"sitemap":897,"stem":898,"__hash__":899},"content\u002Fhow-to-bill-clients-for-expenses.md","How to Bill Clients for Expenses: Reimbursable Expenses on Invoices",{"type":8,"value":468,"toc":878},[469,473,476,484,487,491,494,505,508,528,531,535,538,544,550,557,560,564,567,572,709,715,718,726,730,740,744,759,769,782,786,794,798,811,822,826,833,836,840,875],[21,470,472],{"id":471},"what-counts-as-a-reimbursable-expense-and-what-doesnt","What counts as a reimbursable expense (and what doesn't)",[11,474,475],{},"A reimbursable expense is a cost you incur on a project that the client has agreed to pay back. You front the money, then recharge it. Classic examples: a train fare to a client site, a stock photo licence bought for their brochure, a domain and hosting plan set up in their name, or a specialist subcontractor you hired to finish part of the job.",[11,477,478,479,483],{},"What is ",[480,481,482],"em",{},"not"," reimbursable is your ordinary cost of being in business. Your laptop, your accounting software subscription, your home office internet, your professional insurance — those are overhead. You recover them through your rate, not by itemising them on a client invoice. The line matters because clients push back hard when they see costs they consider \"your problem\" appearing on a bill.",[11,485,486],{},"The cleanest test: would this cost exist if the project didn't? A flight booked specifically for one client's workshop fails the \"would exist anyway\" test, so it's reimbursable. Your Adobe subscription would exist regardless, so it's overhead.",[21,488,490],{"id":489},"agree-the-rules-before-you-spend-a-penny","Agree the rules before you spend a penny",[11,492,493],{},"Most expense disputes are really scope disputes that surfaced late. Kill them in the contract or proposal. A short clause is enough:",[71,495,496],{},[11,497,498],{},[480,499,500,501,504],{},"Expenses: The Client will reimburse pre-approved out-of-pocket costs incurred on this project, including travel, accommodation, third-party software licences, and subcontractor fees. Costs above $150 per item require written approval in advance. Expenses are billed at cost and supported by receipts. Mileage is charged at ",[130,502,503],{},"rate"," per mile.",[11,506,507],{},"Three things that clause does for you:",[29,509,510,516,522],{},[32,511,512,515],{},[35,513,514],{},"Sets an approval threshold."," Anything above the limit needs a yes in writing. Below it, you're covered to just spend and recharge.",[32,517,518,521],{},[35,519,520],{},"States the markup policy up front"," (here, \"at cost\" — no markup). Decide this deliberately; more on markup below.",[32,523,524,527],{},[35,525,526],{},"Requires receipts",", which signals you'll keep clean records and pre-empts the \"can you prove that?\" conversation.",[11,529,530],{},"Get the client to confirm expensive items by email before you commit. A one-line \"Booking the Tuesday flight at £142, confirming that's approved\" costs you nothing and turns a possible fight into a paper trail.",[21,532,534],{"id":533},"to-mark-up-or-not-to-mark-up","To mark up or not to mark up",[11,536,537],{},"There are two honest positions, and clients treat them very differently.",[11,539,540,543],{},[35,541,542],{},"Billing at cost (pass-through)."," You recharge exactly what you paid. A £142 flight becomes a £142 line. This is the norm for genuine third-party disbursements and it builds trust because there's nothing to argue about. The downside: you carry the cash-flow burden and admin for free.",[11,545,546,549],{},[35,547,548],{},"Adding a handling markup."," Some agencies add 10–20% to expenses to cover the time spent booking, coordinating, and financing the cost. This is legitimate as long as it's disclosed. What damages relationships is a hidden markup a client discovers by seeing the original receipt. If you mark up, either state the percentage in your contract or fold the handling into a separate \"coordination fee\" line rather than inflating the receipt total.",[11,551,552,553,556],{},"A middle path many freelancers use: pass genuine disbursements through at cost, but bill your own ",[480,554,555],{},"time"," spent managing a subcontractor or sourcing materials as normal billable hours. That keeps the expense honest and still pays you for the work.",[11,558,559],{},"For mileage, use your tax authority's standard rate as a defensible number rather than guessing. In the US the IRS sets an annual business mileage rate; the UK uses HMRC approved mileage allowance payments (commonly quoted as 45p per mile for the first 10,000 miles); Canada and Australia publish their own per-kilometre figures. These change, so check the current rate for your country each tax year.",[21,561,563],{"id":562},"how-to-list-expenses-on-the-invoice","How to list expenses on the invoice",[11,565,566],{},"Keep expenses visually distinct from your fees. Clients scan invoices, and burying a £600 subcontractor cost inside your service total invites suspicion. Two structures work well.",[11,568,569],{},[35,570,571],{},"Option A — a dedicated expenses block:",[573,574,575,594],"table",{},[576,577,578],"thead",{},[579,580,581,585,588,591],"tr",{},[582,583,584],"th",{},"Description",[582,586,587],{},"Qty",[582,589,590],{},"Rate",[582,592,593],{},"Amount",[595,596,597,612,625,638,650,662,677,693],"tbody",{},[579,598,599,603,606,609],{},[600,601,602],"td",{},"Web design services (June)",[600,604,605],{},"22 hrs",[600,607,608],{},"$85",[600,610,611],{},"$1,870.00",[579,613,614,619,621,623],{},[600,615,616],{},[35,617,618],{},"Reimbursable expenses",[600,620],{},[600,622],{},[600,624],{},[579,626,627,630,633,636],{},[600,628,629],{},"Stock photography licence (invoice #A-2231)",[600,631,632],{},"1",[600,634,635],{},"$79.00",[600,637,635],{},[579,639,640,643,645,648],{},[600,641,642],{},"Return train fare, London↔Bristol (12 Jun)",[600,644,632],{},[600,646,647],{},"$64.00",[600,649,647],{},[579,651,652,655,657,660],{},[600,653,654],{},"Subcontractor: copywriting (J. Okafor)",[600,656,632],{},[600,658,659],{},"$450.00",[600,661,659],{},[579,663,664,669,671,673],{},[600,665,666],{},[35,667,668],{},"Subtotal — services",[600,670],{},[600,672],{},[600,674,675],{},[35,676,611],{},[579,678,679,684,686,688],{},[600,680,681],{},[35,682,683],{},"Subtotal — expenses",[600,685],{},[600,687],{},[600,689,690],{},[35,691,692],{},"$593.00",[579,694,695,700,702,704],{},[600,696,697],{},[35,698,699],{},"Total",[600,701],{},[600,703],{},[600,705,706],{},[35,707,708],{},"$2,463.00",[11,710,711,714],{},[35,712,713],{},"Option B — a separate expenses invoice"," entirely, cross-referenced to the project. Useful when expenses are large or arrive on a different timeline than your fees, and when a client's accounts team codes reimbursements to a different budget.",[11,716,717],{},"Either way, name the specific supplier, date, and purpose on each line. \"Travel — $64\" is weak. \"Return train fare, London↔Bristol, 12 Jun client workshop — $64\" gets approved without a follow-up email. Attach the underlying receipts as a PDF; don't wait to be asked.",[11,719,720,721,725],{},"If you're building invoices by hand, the layout principles in ",[282,722,724],{"href":723},"\u002Fhow-to-make-an-invoice-in-excel-word-google-docs","how to make an invoice in Excel, Word or Google Docs"," apply here too — a clean expenses subtotal is just another block.",[21,727,729],{"id":728},"the-vat-and-sales-tax-part-people-get-wrong","The VAT and sales-tax part people get wrong",[11,731,732,733,736,737,140],{},"This is where recharging expenses gets genuinely technical, and the rules differ by tax and by country. Two concepts get confused constantly: ",[35,734,735],{},"recharges"," and ",[35,738,739],{},"disbursements",[395,741,743],{"id":742},"recharges-vs-disbursements-vat-registered-businesses","Recharges vs disbursements (VAT-registered businesses)",[11,745,746,747,750,751,754,755,758],{},"A ",[35,748,749],{},"recharge"," is a cost you incurred ",[480,752,753],{},"for your own business"," in order to deliver the service, which you then pass on. Your train fare to a client meeting is your cost — you bought the ticket, you travelled. When you recharge it, it becomes part of the consideration for your service, so in the UK and similar VAT systems you generally add VAT to it at your service rate, ",[480,756,757],{},"even if the original ticket was zero-rated or VAT-exempt",". That surprises people: a zero-rated train fare recharged to a client typically gets 20% VAT added because it's now part of your taxable supply.",[11,760,746,761,764,765,768],{},[35,762,763],{},"disbursement"," is a cost you paid ",[480,766,767],{},"as the client's agent"," — the goods or services were supplied to the client, not to you, and you merely handled the payment. A statutory fee (say, a companies-registry filing fee paid on the client's behalf) can qualify. Disbursements are passed on at exact cost with no VAT added by you, but they must meet strict conditions: the client received the supply, you were acting as their agent, and you show the cost separately. Getting this wrong means under- or over-charging VAT.",[11,770,771,772,776,777,781],{},"Practical takeaway for UK and EU-style VAT: most of what freelancers call \"expenses\" are actually recharges, not disbursements, so you add VAT. Read ",[282,773,775],{"href":774},"\u002Fuk-vat-invoices-explained","UK VAT invoices explained"," and, if you're near the threshold, ",[282,778,780],{"href":779},"\u002Fdo-i-need-to-register-for-vat","do I need to register for VAT",". Rules vary — confirm your specific situation with HMRC or an accountant.",[395,783,785],{"id":784},"us-sales-tax","US sales tax",[11,787,788,789,793],{},"Whether a reimbursed expense is taxable depends on the state and on whether the underlying item was taxable and how it's characterised. Reimbursed costs that are part of a bundled taxable service can be taxable; a separately stated pass-through of a non-taxable item may not be. There's no single national rule. The overview in ",[282,790,792],{"href":791},"\u002Fus-sales-tax-on-invoices","US sales tax on invoices"," is a starting point, but check your state.",[395,795,797],{"id":796},"canada-and-australia","Canada and Australia",[11,799,800,801,805,806,810],{},"For GST\u002FHST in Canada, recharged expenses generally follow the tax treatment of your overall supply; see ",[282,802,804],{"href":803},"\u002Fcanada-gst-hst-invoice-requirements","Canada GST\u002FHST invoice requirements",". In Australia, GST on reimbursements versus true disbursements follows a similar agent-vs-principal logic to the UK; a valid ",[282,807,809],{"href":808},"\u002Fwhat-is-a-tax-invoice-australia","tax invoice"," still needs the right GST breakdown.",[11,812,813,814,817,818,821],{},"One more trap: ",[35,815,816],{},"don't double-count VAT\u002FGST you've already reclaimed."," If you're VAT-registered and reclaimed the input tax on that £79 stock photo, you recharge the £79 net (pre-VAT) figure and add your own VAT on top. Recharging the VAT-inclusive amount ",[480,819,820],{},"and"," adding VAT again overcharges the client.",[21,823,825],{"id":824},"keep-the-receipts-and-keep-them-findable","Keep the receipts, and keep them findable",[11,827,828,829,140],{},"Every recharged cost needs a supporting document you can produce on demand: the supplier invoice, the ticket, the mileage log. Tax authorities can ask you to justify both the expense you claimed and the amount you recharged. Retention periods vary (commonly several years), so store them with the project. The practical mechanics are covered in ",[282,830,832],{"href":831},"\u002Fhow-long-to-keep-invoices-and-receipts","how long to keep invoices and receipts",[11,834,835],{},"A simple system: create a folder per project, drop every receipt in as you incur it, and log the date, supplier, amount, and whether tax was charged in a spreadsheet. When invoice day arrives the expenses block writes itself.",[21,837,839],{"id":838},"handling-the-awkward-cases","Handling the awkward cases",[29,841,842,848,858,869],{},[32,843,844,847],{},[35,845,846],{},"The client rejects an expense after the fact."," If it was under your approval threshold and inside the contract's categories, point to the clause. If it was over the threshold and you didn't get sign-off, you may have to eat it — which is exactly why the threshold exists.",[32,849,850,853,854,857],{},[35,851,852],{},"A subcontractor you're recharging."," You're the principal: you hired them, you pay them, you recharge the client. Their invoice is addressed to ",[480,855,856],{},"you",", and you issue your own invoice to the client. Don't just forward the sub's invoice.",[32,859,860,863,864,868],{},[35,861,862],{},"Foreign-currency expenses on an overseas project."," Convert at the rate on the date you paid, note the rate, and be consistent. ",[282,865,867],{"href":866},"\u002Fhow-to-invoice-international-clients","Invoicing international clients"," covers the currency and payment side.",[32,870,871,874],{},[35,872,873],{},"Expenses that arrive after final payment."," Bill them promptly on a short-dated invoice rather than sitting on them. A late \"oh, and there's also £200 of expenses\" three months on reads as disorganised and gets queried.",[11,876,877],{},"Recharging expenses well is mostly about being boringly transparent: agree the rules in writing, spend inside the agreed limits, itemise clearly, attach the receipts, and apply the right tax treatment for your jurisdiction. Do that and expenses stop being a source of friction and become just another clean line on the invoice.",{"title":431,"searchDepth":432,"depth":432,"links":879},[880,881,882,883,884,889,890],{"id":471,"depth":435,"text":472},{"id":489,"depth":435,"text":490},{"id":533,"depth":435,"text":534},{"id":562,"depth":435,"text":563},{"id":728,"depth":435,"text":729,"children":885},[886,887,888],{"id":742,"depth":432,"text":743},{"id":784,"depth":432,"text":785},{"id":796,"depth":432,"text":797},{"id":824,"depth":435,"text":825},{"id":838,"depth":435,"text":839},"2026-07-29","How to recharge travel, materials, software and subcontractor costs to clients, whether to add markup, and how VAT and sales-tax rules apply.",{},"\u002Fhow-to-bill-clients-for-expenses","8 min read",{"title":466,"description":892},{"loc":894},"how-to-bill-clients-for-expenses","RpKUmFUK7kvh-_hOs2fJkgj3NKtNotmV5Fped0xpX-s",{"id":901,"title":902,"author":6,"body":903,"category":449,"date":1407,"dek":451,"description":1408,"extension":453,"featured":454,"meta":1409,"navigation":456,"path":1410,"readingTime":895,"seo":1411,"sitemap":1412,"stem":1413,"__hash__":1414},"content\u002Fwhat-is-progress-billing.md","What Is Progress Billing? How to Invoice a Project in Stages",{"type":8,"value":904,"toc":1397},[905,909,912,915,928,932,935,956,963,969,975,978,982,985,988,1126,1137,1141,1144,1161,1164,1167,1226,1229,1237,1241,1244,1250,1266,1272,1277,1280,1286,1292,1296,1299,1304,1312,1317,1337,1340,1344,1347,1384,1388,1391,1394],[21,906,908],{"id":907},"getting-paid-before-the-project-ends","Getting paid before the project ends",[11,910,911],{},"A web build quoted at $18,000 takes four months. If you invoice once at the end, you're effectively lending the client the cost of a third of a year's work, absorbing every scope change and stall, and betting your cash flow on a single payment that may arrive 30 days after the final sign-off. That's month five before a dollar lands.",[11,913,914],{},"Progress billing fixes this. Instead of one invoice, you break the project into stages and bill for each as you complete it. The client pays as value is delivered; you fund the work as you go. It's the standard model in construction, engineering, and large creative or software projects, and it scales down neatly to a solo freelancer running a $6,000 branding job.",[11,916,917,918,922,923,927],{},"This is different from a one-off ",[282,919,921],{"href":920},"\u002Fhow-to-ask-for-a-deposit-upfront-invoices","deposit invoice"," or a fixed monthly ",[282,924,926],{"href":925},"\u002Frecurring-and-retainer-invoices","retainer",". A deposit is a single upfront payment. A retainer bills a recurring fee regardless of specific deliverables. Progress billing charges incrementally against measurable chunks of one large project as they're finished.",[21,929,931],{"id":930},"how-progress-billing-actually-works","How progress billing actually works",[11,933,934],{},"Every progress-billed project rests on three decisions you make before you start:",[936,937,938,944,950],"ol",{},[32,939,940,943],{},[35,941,942],{},"The total contract value."," The agreed price for the whole job (or a clear rate structure if it's time-and-materials).",[32,945,946,949],{},[35,947,948],{},"The billing triggers."," What event releases each invoice, a calendar date, a completed milestone, or a percentage of work done.",[32,951,952,955],{},[35,953,954],{},"The schedule of values."," A line-by-line breakdown showing how the total is split across stages.",[11,957,958,959,962],{},"Two broad methods exist for deciding ",[480,960,961],{},"when"," to bill:",[11,964,965,968],{},[35,966,967],{},"Milestone billing."," You invoice when a defined deliverable is complete: \"homepage design approved,\" \"database migration signed off.\" Best when the work has clear, discrete stages. Clients like it because they're paying for something they can see.",[11,970,971,974],{},[35,972,973],{},"Percentage-of-completion billing."," You invoice based on how much of the total work is finished, often assessed monthly. A builder might bill for 40% of a job at the end of month two. This suits long, continuous work where deliverables blur together. It requires an honest, defensible way to estimate \"percent complete,\" which is where disputes usually start.",[11,976,977],{},"Most small-business projects use milestones. They're concrete and hard to argue with.",[21,979,981],{"id":980},"building-a-schedule-of-values","Building a schedule of values",[11,983,984],{},"The schedule of values is the backbone. It's a table, agreed in the contract, that both parties reference for the life of the project. Keep the number of stages sensible: too few and you're back to lump-sum risk, too many and you drown in admin.",[11,986,987],{},"Here's a schedule for that $18,000 website, split into five stages plus a deposit:",[573,989,990,1007],{},[576,991,992],{},[579,993,994,997,999,1002,1004],{},[582,995,996],{},"Stage",[582,998,584],{},[582,1000,1001],{},"% of total",[582,1003,593],{},[582,1005,1006],{},"Trigger",[595,1008,1009,1026,1042,1057,1074,1089,1106],{},[579,1010,1011,1014,1017,1020,1023],{},[600,1012,1013],{},"0",[600,1015,1016],{},"Mobilisation deposit",[600,1018,1019],{},"20%",[600,1021,1022],{},"$3,600",[600,1024,1025],{},"On contract signing",[579,1027,1028,1030,1033,1036,1039],{},[600,1029,632],{},[600,1031,1032],{},"Discovery & sitemap approved",[600,1034,1035],{},"15%",[600,1037,1038],{},"$2,700",[600,1040,1041],{},"Client sign-off on IA",[579,1043,1044,1047,1050,1052,1054],{},[600,1045,1046],{},"2",[600,1048,1049],{},"Design mockups approved",[600,1051,1019],{},[600,1053,1022],{},[600,1055,1056],{},"Client sign-off on designs",[579,1058,1059,1062,1065,1068,1071],{},[600,1060,1061],{},"3",[600,1063,1064],{},"Development complete (staging)",[600,1066,1067],{},"25%",[600,1069,1070],{},"$4,500",[600,1072,1073],{},"Site live on staging server",[579,1075,1076,1079,1082,1084,1086],{},[600,1077,1078],{},"4",[600,1080,1081],{},"Testing, revisions, launch",[600,1083,1035],{},[600,1085,1038],{},[600,1087,1088],{},"Site live on production",[579,1090,1091,1094,1097,1100,1103],{},[600,1092,1093],{},"5",[600,1095,1096],{},"Retention release",[600,1098,1099],{},"5%",[600,1101,1102],{},"$900",[600,1104,1105],{},"30 days after launch, no defects",[579,1107,1108,1110,1114,1119,1124],{},[600,1109],{},[600,1111,1112],{},[35,1113,699],{},[600,1115,1116],{},[35,1117,1118],{},"100%",[600,1120,1121],{},[35,1122,1123],{},"$18,000",[600,1125],{},[11,1127,1128,1129,1132,1133,1136],{},"Notice stage 5. That's ",[35,1130,1131],{},"retainage"," (also called retention), a slice of the total held back until after final delivery to guarantee you fix defects. It's ingrained in construction, where 5–10% is typical, and it's increasingly reasonable for larger creative and software work. As the contractor being billed ",[480,1134,1135],{},"against",", you want retainage low and released quickly; as the party doing the work, you accept it because it reassures a nervous client. State the release condition precisely: \"5% retained, payable 30 days after production launch provided no critical defects remain open.\"",[21,1138,1140],{"id":1139},"what-goes-on-each-progress-invoice","What goes on each progress invoice",[11,1142,1143],{},"A progress invoice looks like a normal invoice with a few extra fields that show where this payment sits in the bigger picture. Every one should show:",[29,1145,1146,1149,1152,1155,1158],{},[32,1147,1148],{},"The overall contract value",[32,1150,1151],{},"This stage's amount (the \"current claim\")",[32,1153,1154],{},"Total billed to date, including this invoice",[32,1156,1157],{},"Total remaining after this invoice",[32,1159,1160],{},"Any retainage held",[11,1162,1163],{},"That running tally prevents the most common progress-billing argument: the client losing track of what they've already paid.",[11,1165,1166],{},"Here's how a stage 2 invoice might read:",[71,1168,1169,1175,1216,1223],{},[11,1170,1171,1174],{},[35,1172,1173],{},"Invoice #2026-034","\nProject: Website redesign — Contract value $18,000",[573,1176,1177,1186],{},[576,1178,1179],{},[579,1180,1181,1184],{},[582,1182,1183],{},"Line item",[582,1185,593],{},[595,1187,1188,1196,1204],{},[579,1189,1190,1193],{},[600,1191,1192],{},"Stage 2: Design mockups approved (20% of contract)",[600,1194,1195],{},"$3,600.00",[579,1197,1198,1201],{},[600,1199,1200],{},"Less retainage (5% of this claim)",[600,1202,1203],{},"–$180.00",[579,1205,1206,1211],{},[600,1207,1208],{},[35,1209,1210],{},"Amount due this invoice",[600,1212,1213],{},[35,1214,1215],{},"$3,420.00",[11,1217,1218,1219,1222],{},"Contract value: $18,000.00\nPreviously billed (stages 0–1): $6,300.00\nThis claim: $3,600.00\n",[35,1220,1221],{},"Billed to date: $9,900.00 (55%)","\nRetainage held to date: $495.00\nRemaining to bill: $8,100.00",[11,1224,1225],{},"Payment terms: Net 14. Work on stage 3 begins on receipt.",[11,1227,1228],{},"Whether you deduct retainage from each claim or hold it all in a final stage is a style choice; both are fine as long as the contract and the invoice math agree. Deducting a little from each claim (as above) is cleaner because the client always sees the running retention figure.",[11,1230,1231,1232,1236],{},"Number your invoices in a consistent sequence so the project's billing history is auditable. If you juggle several clients, see ",[282,1233,1235],{"href":1234},"\u002Finvoice-numbering-best-practices","invoice numbering best practices"," for a scheme that won't collapse under multiple projects.",[21,1238,1240],{"id":1239},"contract-wording-that-protects-you","Contract wording that protects you",[11,1242,1243],{},"Progress billing lives or dies by what's written before work starts. The schedule of values belongs in the signed contract or statement of work, not buried in an email. Include clauses covering:",[11,1245,1246,1249],{},[35,1247,1248],{},"The trigger definition."," Vague triggers cause disputes. \"Design phase complete\" invites argument; \"Client provides written approval of homepage and two interior page mockups via email or project tool\" does not.",[11,1251,1252,1255,1256,1260,1261,1265],{},[35,1253,1254],{},"Payment terms per stage."," Short terms suit staged work. Net 7 to Net 14 is common; some freelancers use ",[282,1257,1259],{"href":1258},"\u002Fdue-on-receipt-payment-terms","due on receipt"," for deposits and early stages. Whatever you pick, spell out your ",[282,1262,1264],{"href":1263},"\u002Fhow-to-charge-late-fees-on-overdue-invoices","late fee"," policy too.",[11,1267,1268,1271],{},[35,1269,1270],{},"A stop-work clause."," The single most valuable line in a progress-billing contract:",[71,1273,1274],{},[11,1275,1276],{},"\"Work on the subsequent stage will not commence until payment for the preceding stage has been received in full. Timelines extend automatically by any period of delayed payment.\"",[11,1278,1279],{},"This turns your invoice into a gate. No payment, no progress. It's the natural leverage staged billing gives you, and it beats chasing an $18,000 balance at the end.",[11,1281,1282,1285],{},[35,1283,1284],{},"Scope-change handling."," When the client adds work mid-project, don't quietly absorb it into an existing stage. Issue a change order that adjusts the contract value and, if needed, adds a stage. Revised schedule of values, signed, then carry on.",[11,1287,1288,1291],{},[35,1289,1290],{},"Deposit and retainage terms."," State the deposit amount, whether it's refundable, and how it's applied (usually credited against stage 0 or spread across the first stages). State the retainage percentage and its precise release condition.",[21,1293,1295],{"id":1294},"a-worked-cash-flow-comparison","A worked cash-flow comparison",[11,1297,1298],{},"The point of all this is timing. Same $18,000 project, two approaches:",[11,1300,1301],{},[35,1302,1303],{},"Lump-sum, Net 30, invoiced at completion (month 4):",[29,1305,1306,1309],{},[32,1307,1308],{},"Cash in: $0 until roughly day 150",[32,1310,1311],{},"You self-fund four months of work",[11,1313,1314],{},[35,1315,1316],{},"Progress-billed against the schedule above:",[29,1318,1319,1322,1325,1328,1331,1334],{},[32,1320,1321],{},"Month 0: $3,600 deposit",[32,1323,1324],{},"Month 1: $2,700 (stage 1)",[32,1326,1327],{},"Month 2: $3,420 (stage 2, net of retainage)",[32,1329,1330],{},"Month 3: $4,275 (stage 3, net of retainage)",[32,1332,1333],{},"Month 4: $2,565 (stage 4, net of retainage)",[32,1335,1336],{},"Month 5: $2,340 (stage 5 + accumulated retainage $900)",[11,1338,1339],{},"By the end of month 2 you've collected $9,720 on a project you're only a bit over halfway through delivering. That's the difference between a healthy freelance business and one perpetually one late invoice away from trouble.",[21,1341,1343],{"id":1342},"tax-and-record-keeping-notes","Tax and record-keeping notes",[11,1345,1346],{},"A few things to get right, and rules vary by jurisdiction, so confirm with your tax authority or an accountant:",[29,1348,1349,1369,1375],{},[32,1350,1351,1354,1355,1357,1358,1360,1361,1364,1365,1368],{},[35,1352,1353],{},"When to recognise income and charge sales tax\u002FVAT"," usually depends on when each invoice is issued or paid, not on when the whole project finishes. If you're VAT-registered in the UK, each progress invoice is generally a tax point in its own right; see ",[282,1356,775],{"href":774},". US sales tax on services varies by state, covered in ",[282,1359,792],{"href":791},". Canadian GST\u002FHST has its own ",[282,1362,1363],{"href":803},"invoice requirements",", and Australian ",[282,1366,1367],{"href":808},"tax invoices"," have set fields.",[32,1370,1371,1374],{},[35,1372,1373],{},"Deposits can be treated differently from progress claims"," for tax purposes in some jurisdictions. Don't assume they're the same.",[32,1376,1377,1380,1381,1383],{},[35,1378,1379],{},"Keep every progress invoice, change order, and sign-off email"," for the whole project and beyond. Guidance on ",[282,1382,832],{"href":831}," applies here.",[21,1385,1387],{"id":1386},"when-progress-billing-isnt-worth-it","When progress billing isn't worth it",[11,1389,1390],{},"Skip it for anything short or small. A $900 logo delivered in a week doesn't need five invoices, take a deposit and bill the balance. Progress billing carries admin overhead: more invoices, more approvals, more tracking. The break-even point is roughly a project long enough or large enough that carrying the full cost to completion would strain your cash or your nerves.",[11,1392,1393],{},"It also demands a client who signs a proper contract and approves stages promptly. If sign-offs are the bottleneck, add a clause deeming a stage approved if the client doesn't respond within, say, five business days. Otherwise your carefully staged cash flow stalls on someone else's inbox.",[11,1395,1396],{},"Structure the stages, define the triggers in writing, and let each paid invoice unlock the next slice of work. The project funds itself, and you never carry more risk than the current stage.",{"title":431,"searchDepth":432,"depth":432,"links":1398},[1399,1400,1401,1402,1403,1404,1405,1406],{"id":907,"depth":435,"text":908},{"id":930,"depth":435,"text":931},{"id":980,"depth":435,"text":981},{"id":1139,"depth":435,"text":1140},{"id":1239,"depth":435,"text":1240},{"id":1294,"depth":435,"text":1295},{"id":1342,"depth":435,"text":1343},{"id":1386,"depth":435,"text":1387},"2026-07-27","A practical guide to milestone and staged invoicing for freelancers and contractors, covering deposits, progress claims, retainage, and sample wording.",{},"\u002Fwhat-is-progress-billing",{"title":902,"description":1408},{"loc":1410},"what-is-progress-billing","1f7Wj81KqhhKD9NyCFT0w5kd8bObLSynWMtfQE4jWeY",1785314448111]