The 7 Golden Rules Of Justifying Your Freelance Invoices To Clients

1. Introduction

As a freelancer, one of the most important things you can do is learn how to justify your invoices to clients. After all, your livelihood depends on it!

The process of invoicing can be daunting, but it doesn’t have to be. By following these seven golden rules, you can be sure that your invoices are clear, concise, and justified.

1. Introduction

2. The scope of work

3. The deliverables

4. The timeline

5. The price

6. The payment terms

7. The disclaimer

By following these simple rules, you can be sure that your invoices will be clear and justified, and that your clients will be happy to pay them.

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2. Rule #1: Get a Deposit

When creating an invoice for any freelance job, it is important to include a deposit payment–especially for bigger projects. This rule is important for two reasons: 1) it guarantees that the client will pay you for the job you’ve completed, and 2) it gives you the security of knowing that you will be paid for your services before you’ve started the job.

For smaller projects, you can require the client to pay the full amount up front. However, for larger projects, such as long-term work or projects that require you to invest a lot of time and resources, you should consider requiring a deposit of anywhere between twenty-five to fifty percent of the total cost of the job. This deposit is non-refundable and can be applied to the total cost of the project.

By getting a deposit, you are ensuring that your freelancing business is financially secure and that you are adequately reimbursed for the work that you complete.

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3. Rule #2: Include a watermark

Watermarking your invoices is a great way to protect yourself against fraudulent activity. While not all freelancing jobs require a client to pay a deposit, having a watermark will serve as a reminder to them that they are liable for payment. It also works as a copyright stamp, which can be used to prevent other people from claiming the work you’ve done and to protect you against any form of plagiarism.

While you may choose to include your name, logo, or website address, you should also consider including a “clever” phrase that says that the invoice was created by you or your business. And make sure to include the date, so that the client cannot dispute when the invoice was created.

By adding a watermark to your invoice, you are not only protecting your work and your business, but you are also reminding the client that agreement of payment is mandatory. This will allow you to start the project with a clear understanding of the terms and conditions, and an assurance that you will receive the payment you are owed.

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4. Rule #3: Use online invoicing tools

Using online invoicing tools is a great way to send professional invoices to clients in a timely and efficient manner. These tools make it easy to generate invoices and keep track of payments. Plus, they provide automated reminders if your client has not paid the invoice.

When you use online invoicing tools, make sure to include all the necessary details such as the client's name and contact information. In addition, be sure to include an itemized list of services that you provided, a detailed description of the work, the time frame it took to complete, and the total cost.

Another advantage of using online invoicing tools is the ability to customize the invoice to fit the company's branding. This helps to ensure that clients remember your company when they receive your invoices.

In conclusion, by taking the time to ensure that you use all the available tools to properly send invoices, you can help to ensure that you are paid in a timely manner without any additional hassle.

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5. Rule #4: Be clear and concise

Rule #4: Be clear and concise. Whether you decide to use paper invoices or online invoicing tools, it's important to make sure that your invoices are as clear and concise as possible. This will help to cut down on any confusion and make sure that you and your clients are on the same page.

First and foremost, make sure that you clarify exactly what you are charging for. Include the type of services provided, the project timeline, the rate per hour, and any additional charges for materials or other expenses. This will help to avoid any ambiguous language that could lead to confusion or disputes.

In addition, be sure to include any payment terms and deadlines. This can help to ensure that you follow an organized and systematic process when dealing with clients.

By taking the time to follow these steps and make sure that your invoices are clear and concise, you can help ensure that your clients understand exactly what they are paying for and when they are expected to pay.

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6. Rule #5: Offer a discount for early payment

Rule #5: Offer a discount for early payment. Incentivizing clients to make their payments early can be an effective way to ensure that you always have a steady stream of cash-flow coming in. Consider offering an early payment discount for clients that pay within a specific period of time.

For instance, you might offer a 5% discount for payments made within 7 days of the invoice's due date. This can be very effective since it encourages clients to pay on time in order to take advantage of the discount. It also gives you more flexibility to plan your own cash-flow and budget for the future.

The key to success with this strategy is to make sure that you clearly spell out the details of the discount in the invoice itself. This will ensure that clients are aware of the discount and they're able to take advantage of it if they decide to pay early.

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7. Rule #6: Get paid in advance

Rule #6: Get paid in advance. For longer projects, such as recurring projects for long-term clients or even for one-time projects, consider billing in advance or at least securing a partial payment before you start working.

Getting paid in advance of doing the work can give you the peace of mind that you're not going to have to go after the client to collect the money when the job is finished. It can also give you greater financial stability, as you know that you have money in the bank to cover your expenses, even if you don't have any contracts or other work lined up.

Finally, getting paid in advance can also give you more flexibility when it comes to the terms you can offer. By making it clear up front that payment is required before the job begins, you can better negotiate pricing and other terms.

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8. Rule #7: Include a “thank you”

Rule #7: Include a “thank you” in your invoice. Sending invoices can be a delicate balance. As a freelancer, you want to stand out and be professional. Yet, you don’t want to appear pushy or demanding. A simple “thank you” in your invoice can go a long way in helping keep a positive relationship between you and clients.

When you include a “thank you” in your invoice, it serves as a friendly reminder to the client that you appreciate their business. It also sets the tone for future interactions and helps ensure that clients will be more likely to pay the bill in a timely fashion. Plus, it keeps things light and friendly, which is always a plus in any type of professional setting.

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