How to Write an Invoice
Not the most thrilling post today, but extremely useful nonetheless.
You might occasionally do work outside of your agency (we ALL do it at some point. Some of us more than others…) and might also freelance on the side, as I have with writing. Others do styling, photography, make up etc. You’ll have to send an invoice and, like me a few years ago, many will find themselves clueless as to how to do it.
It’s really important to keep a note of who you need to invoice and, if possible, to send it off the day of doing your job. Believe me, these things can drag and you’re only shooting yourself in the foot because clients can take months to pay upon receiving the invoice, rather than the day of doing the job.
So feel free to just copy and paste my template below for yourself, and I’ll add a little note beside it if I think it needs explaining. I’m imagining I’m invoicing Victoria’s Secret for my work on their runway the other day (lol).
Invoice number: VictoriasSecret001 (this is a sort of reference number they record and you can quote. Add zeros at the beginning to be ambitious – for future work you see. The next job would be reference VictoriasSecret002 etc).
Client: Add the client’s name and address
Name: Rebecca Pearson
(I wish. Obviously here you put your full address)
Telephone Number: your number
Email: Your email
Bank: Your bank and their full address
Bank details: Obviously not giving this away
Details of work:
1) 1 Victoria’s Secret runway show. 5th December 2016, 9-5pm at £50 000 per show + 2 Instagram posts and 1 Tweet (so you put shoot/show/fitting, date, times, how many times it was agreed, fee agreed and any extras involved eg Instagram posts)
(An example for multiple days might be 3 days fitting, 9am-5pm @ £200 a day
4-6th November 2016
3 x 200 = £600)
Total Payable: £50000.00
And that is it. Probably not the slickest invoice but it gets the job done and avoid Comic Sans if you want to look professional. Put it in an email titled ‘invoice’ and write ‘Dear Sir/Madame, I hope you are well, please find attached the invoice for work completed 5th December 2016.’ Send it between 9-5 pm on a weekday so it doesn’t get lost and make sure you know when it’s meant to be paid as you might need to chase it.
NB: If you are voicing a foreign client, you will need to include your Swift and Iban numbers. Fear not! These are really easy to find. Your Swift code is like your bank’s identifying code for transfers and you can find websites which list them, like this one. Your Iban number can be found on your online banking page and bills. Just pop them in under ‘bank details’ on the invoice – super easy. Thanks Julian for pointing this out!
Hope this helps you lot out!