Free Freelance Writer Invoice Template
Bill articles by the word, by the piece, by the hour or on retainer, with the word count, editor and rights granted on the invoice. Download it free in Word, Excel or PDF, or fill it in online.
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Filled-out sample freelance writer invoice. The download is the blank version.
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What to Put on a Freelance Writer Invoice
Editors and accounts payable teams pay what they can match to an assignment. Include these items:
Freelance Writer Invoice Checklist:
- Your details: your name or business name, address, email and payment details
- Client and editor: the publication or company, the editor who assigned the piece and the billing contact
- PO or assignment number: many publishers will not pay without one
- Each piece: the title or working title, the date delivered and the final word count
- Pricing basis: per word, flat fee, hourly or retainer, with the rate shown
- Revisions and extras: rounds beyond the ones in your agreement, rush fees and research time
- Rights granted: first rights, all rights or work for hire, and when they transfer
- Total due and payment terms: the amount owed, the due date, late fee and how to pay
Per Word, Per Article, Per Hour or Retainer
The pricing basis decides how each line reads. Match the invoice to what you agreed to in the assignment:
Common Ways Writers Bill:
- Per word: quantity is the final word count and the rate is dollars per word, such as 1,500 words at $0.20
- Flat fee per piece: quantity 1 at the agreed price, common for features and long-form work
- Hourly: hours and rate, used for editing, strategy and projects with unclear scope
- Monthly retainer: a set fee for a set output, such as four posts a month, named by month
For per-word work, bill the final delivered word count unless your agreement says otherwise. Put the count on the line so the editor can check it. The rates in the sample below are examples only. Use your own.
Revision Rounds and Kill Fees
Say how many revision rounds the price includes, usually one or two, and bill extra rounds as their own line. If an assignment is cancelled after you started, a kill fee covers the work done. Common terms are 25 to 50 percent of the agreed fee. Reference the agreement or email that sets the kill fee, and bill it as a separate line.
Rights and When They Transfer
Name the rights the client gets, for example first North American serial rights, all rights or work for hire. A safe default is that rights transfer on payment in full, not on delivery. Writing "Rights transfer on receipt of payment" on the invoice puts that in front of the person paying. Your contract controls the details, so use this line as a reminder, not a substitute.
Payment Terms, Late Fees and Taxes
Net 30 is common for publications and agencies. Some pay on publication, which can be months later, so state the due date on the invoice. Add a late fee, such as 1.5 percent a month, if your agreement allows it. US clients that pay you $2,000 or more in a year (the threshold was $600 before 2026) usually ask for a W-9 and send a 1099 in January. Send the W-9 with your first invoice to avoid a delay.
Example Freelance Writer Invoice
Here is what a freelance writer invoice looks like using our template. Amounts are examples only:
How to Use
- 01Pick Word, Excel or PDF above, or choose the online builder.
- 02Add your details, the client, the editor and the PO or assignment number.
- 03List each piece on its own line with the title, word count and rate.
- 04Add extra revisions, rush fees and any kill fee as separate lines.
- 05Add the rights line, payment terms and late fee, then send the invoice.
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Common Questions About Freelance Writer Invoices
How do I invoice as a freelance writer?
Include your details, the client and editor, an invoice number and date, the PO number if there is one, each piece with its title and word count, your rate, the total due and your payment terms. Add the rights granted so it is on record.
Should I charge per word or per article?
Per word is easy to verify and fair when length varies. A flat fee suits features and long-form work where research takes most of the time. Use whichever your assignment states, and show the basis on the invoice.
When should I send the invoice?
On delivery or on acceptance, whichever your agreement says. Some publishers only accept invoices after the editor approves the final draft. Send it then and note the due date.
What is a kill fee?
A kill fee is a partial payment for an assignment the client cancels after you began. It is usually 25 to 50 percent of the agreed fee and should be set in your agreement before you start.
Do I need a W-9 or 1099?
US clients that pay you $2,000 or more in a year (the threshold was $600 before 2026) generally collect a W-9 and send a 1099 for the year. Send the W-9 with your first invoice. Ask a tax professional about your own situation.
Is this freelance writer invoice template free?
Yes. The Word, Excel and PDF downloads are free, with no sign-up and no watermark, and the online builder needs no account.
Other Invoice Templates
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