Professional Writing Invoice Template - Free Download

Professional Freelance Writing Invoice Templates

Get paid faster with professional writing invoices created in under 30 seconds. Whether you’re billing for blog posts, copywriting, ghostwriting, or content strategy, InvoiceZap’s writing-specific templates include the line items and pricing structures that freelance writers, copywriters, and content creators rely on.

Why Freelance Writers Choose InvoiceZap

Invoice from Anywhere: Finish a draft at the coffee shop, send your invoice before you close your laptop. No waiting, no forgetting, no awkward follow-up emails.

Project-Based or Per-Word Billing: Easily structure invoices by word count, per-article rates, or hourly consulting fees. Mix billing methods on the same invoice for complex projects.

Professional Credibility: A polished, branded invoice signals that you’re a professional—not just a hobbyist with a blog. First impressions matter when building long-term client relationships.

Quick Delivery: Email or AirDrop invoices directly to clients. No fumbling with separate PDF apps or email attachments.

Typical Writing Services & Rates

Rates vary significantly by niche, expertise level, and client type. Technical and B2B writing typically commands higher rates.

Writing Pricing Models

Per-Word Pricing: The most transparent model—clients know exactly what they’re paying. Common for blog posts, articles, and long-form content. Calculate: word count × rate.

Per-Project Flat Rate: Quote a fixed fee for a defined deliverable (e.g., “5-page website copy for $1,500”). Best when you can accurately scope the work.

Hourly Billing: Ideal for consulting, editing, content strategy, and ongoing relationships. Track your time and bill at your hourly rate.

Retainer Agreements: Monthly retainers guarantee income and priority for clients. Example: “$2,000/month for 8 blog posts and 20 social posts.”

Milestone Billing: For large projects like books or major campaigns, bill in stages: 25% on signing, 25% at outline, 50% on completion.

What to Include on Your Writing Invoice

• Project Name/Description: Clear reference to what was delivered
• Word Count: When billing per-word, include exact count
• Revision Status: “Final draft” or “Draft 2” to document workflow
• Deliverable Links: Include Google Doc or Dropbox links for reference
• Kill Fee: If a project was cancelled, note the applicable kill fee percentage

Tax Considerations for Writers

• Freelance Income: All writing income is self-employment income—set aside 25-30% for taxes
• Home Office Deduction: If you work from home, deduct a portion of rent/mortgage
• Software Subscriptions: Grammarly, SEO tools, project management software are deductible
• Research Materials: Books, courses, and subscriptions related to your niche
• 1099 Threshold: Clients paying $600+ annually must send you a 1099

Getting Started

1. Download InvoiceZap - Available for iPhone, iPad, and Mac
2. Set Up Your Business Profile - Add your writing brand, logo, and contact info
3. Create Service Templates - Save your standard rates for blog posts, copywriting, etc.
4. Create Your First Invoice - Generate a professional PDF in under 30 seconds

Frequently Asked Questions

Should I charge per word or per project? Per-word works well for straightforward content where length correlates with value (blog posts, articles). Per-project is better for complex work where research and strategy matter more than word count (website copy, campaigns). Many writers use per-word for new clients to establish value, then transition to project rates.

What payment terms should I use? NET 15 or NET 30 is standard for ongoing clients. For new clients or large projects, request 50% upfront. For one-off projects, consider due-on-delivery to avoid chasing payments.

How do I invoice for rush projects? Add a separate “Rush Fee” line item at 25-50% of the project total. Document the turnaround time on the invoice (e.g., “48-hour delivery rush fee”).

What if a client requests unlimited revisions? Your invoice should reference your contract terms. Standard practice: include 2-3 rounds of revisions, then bill additional rounds hourly. Document revision rounds on your invoice.

How do I handle kill fees? If a project is cancelled, invoice for work completed plus the contractual kill fee (typically 25-50% of remaining project value). Reference the contract clause on your invoice.

Writer-Specific Features

Word Count Tracking: Enter total words delivered and your per-word rate for automatic calculation.

Project Templates: Save your common project types (500-word blog post, 1,500-word thought leadership piece) for fast invoicing.

Client Terms Reference: Add your standard contract terms to invoice notes for easy reference.

Multiple Deliverable Tracking: Bill for multiple articles, posts, or projects on a single invoice with itemized descriptions.

Revision Tracking: Document revision rounds completed on each invoice.

Ready to streamline your freelance writing billing? Download InvoiceZap and create your first professional writing invoice today.

InvoiceZap - Professional invoicing made simple for freelance writers, copywriters, and content creators.