# Freelance invoice template (English)

Copy this into your document editor, replace everything in [brackets], and delete
the notes in italics. Keep the numbering sequence unbroken — that is the part
auditors look at first.

---

## INVOICE [YYYY-0001]

**Issued:** [DD/MM/YYYY]  **Due:** [DD/MM/YYYY — usually issue date + 30 days]

### From

[Your legal name / company name]
[Address]
[Business registration number — SIREN / NIF / company number]
[VAT number, or the exemption wording that applies to you]
[Email] · [Phone]

### Bill to

[Client legal name]
[Address]
[Client VAT number — required for EU cross-border B2B]
[Purchase order reference, if the client uses one]

---

### Work delivered

| Description | Qty | Unit price | Amount |
| --- | ---: | ---: | ---: |
| [Deliverable or day rate — be specific enough to survive a dispute] | [1] | [0.00] | [0.00] |
| [Second line item] | [1] | [0.00] | [0.00] |

| | |
| --- | ---: |
| Subtotal (excl. tax) | [0.00] |
| [VAT 20% / 21% / applicable rate] | [0.00] |
| [Withholding — e.g. IRPF 15%, if it applies] | [-0.00] |
| **Total due** | **[0.00 EUR]** |

*Deposit already paid: [0.00] — balance due: [0.00].*

---

### Payment

Bank transfer to:
IBAN [XX00 0000 0000 0000] · BIC [XXXXXXXX] · Account name [Your name]
Reference: [invoice number]

**Payment terms:** [30] days from the issue date.
**Late payment:** statutory late-payment interest applies from the day after the
due date, plus a fixed recovery fee of [40 EUR] where local law provides for one.

---

### Mentions to keep

- Unique, sequential invoice number — never restart or reuse a number.
- Issue date and due date, both explicit.
- Your registration number and VAT number (or the exemption wording).
- The client's VAT number on EU cross-border B2B invoices, with the wording
  "VAT reverse charge — Article 196 of Directive 2006/112/EC".
- If you are VAT-exempt, the exact exemption wording your country requires
  (for example, in France: "TVA non applicable, art. 293 B du CGI").

---

## Reminder emails

**Day 3 after the due date — neutral**

> Subject: Invoice [number] — due [date]
>
> Hi [name], quick note that invoice [number] for [amount] fell due on [date].
> It may simply be waiting in an approval queue. Could you confirm when it is
> scheduled? Copy attached. Thanks!

**Day 15 — firmer**

> Subject: Invoice [number] — 15 days overdue
>
> Hi [name], invoice [number] for [amount] is now 15 days past due. Could you
> let me know the payment date, or point me to the right person in accounts?
> Statutory late-payment interest applies from [due date + 1].

**Day 30 — formal**

> Subject: Formal notice — invoice [number]
>
> Hi [name], invoice [number] for [amount], due on [date], remains unpaid
> 30 days later. Please treat this as formal notice. Unless payment is
> received by [date + 8 days], I will apply late-payment interest of [rate]
> and the fixed recovery fee, and suspend work in progress.

---

## Checklist before sending

- [ ] Invoice number continues the sequence
- [ ] Amounts match the accepted quote
- [ ] Tax rate is the one in force today, not last year's
- [ ] Due date is written as a date, not as "30 days"
- [ ] PDF, not an editable file
- [ ] Sent to the accounts address, not only to your contact

---

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