Free sole trader, self-employed, and freelance invoice template
There’s nothing quite like the freedom of being your own boss. With our free invoice templates for sole traders, the self-employed, and freelancers, you can make sure you get paid for all your hard work.
Download a blank invoice template in your preferred format below, then customise the details to make it your own. If you want to save even more time on invoicing, instead you can sign up for Crunch’s free accounting software.
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How to use our sole trader, self-employed, and freelance invoice template
If you’re a freelancer or independent contractor, you probably spend a lot of time tracking down new clients and pitching for work. If you’re juggling two or three jobs on any given day, invoicing is the last thing you want to be doing.
But what’s the point of winning all that work if you aren’t getting paid for it?
With our self-employed contractor invoice template, you can download, customise and send invoices to your clients in minutes.
Let’s dive into the details so you know exactly how to set up your invoice template for your business.
Here’s how you can create a master invoice template in three quick steps:
Download our invoice template in your preferred format
Open it and edit the sections about your business (see below)
Save a master copy to your desktop or cloud drive
Here’s a quick rundown of everything you should include on your master template:
- Your business name
- Your business address
- Your contact details
- Your payment details
- Your payment terms
- Your VAT registration number (if you’re VAT-registered
Duplicate your master invoice to create and send new invoices
Now that your master invoice is set up, it’s time to start sending it out to your clients so you can get yourself paid.
Here’s how you can duplicate and send new invoices in five easy steps:
Open your master invoice and make a copy
Edit the sections about your client (see below)
Edit the sections about the products or services you’re selling (see below)
Save or export your invoice as a PDF
Email it to your customer as an attachment
Here’s everything you’ll need to edit for each invoice:
- A unique invoice number
- Your customer’s name
- Your customer’s address
- A breakdown of the products or services you’re charging them for
- The cost or rate for each product or service
- The total amount due
If you’re VAT-registered, you’ll also need to include:
- Your VAT registration number
- The net cost of the products or services you’re charging them for
- The VAT rate of each product or service
- The subtotal, excluding VAT
- The total amount of VAT being charged
Send invoices and get paid faster with Crunch
Speed up invoicing for your business with Crunch’s free accounting software. Simply add a few details about your client and sale to send new invoices in seconds. As Crunch connects to your bank account, it’s easy to see when invoices have been paid and which clients need a nudge.
Try for freeWhen to invoice your clients when you’re a sole trader, self-employed or freelancer
The best time to invoice your clients depends on a few factors. How big is the job? What type of work are you doing? How much do you trust the company to pay up?
Here are a few common scenarios to help you decide when to invoice your clients:
Duplicate your master invoice to create and send new invoices
If you’re working on a small freelance job
Invoice your client when the work is complete. This is pretty standard practice for short-term gigs that last up to a month – especially if you’re working on an hourly or daily rate. Sometimes it’s difficult to know exactly how long a job will take. So by waiting until the work is delivered, you can be sure that you’re invoicing for the right amount.
If you’re working for a client on a long-term basis
Invoice your client monthly. If the work for your client is running for at least a couple of months, it’s a good idea to invoice them on a monthly basis. Every contractor has horror stories of clients who take forever to pay (or don’t pay at all). So if you’re getting into a long-term relationship with a client, agree on a regular invoicing schedule to make sure you get paid on time.
If you need to buy materials to complete the work
Invoice your client for at least part of the work upfront. This is especially important for anyone in the trades who needs to buy materials like timber or concrete blocks. Once your business is established and you have plenty in the pot, you may choose to cover these costs as a gesture of goodwill to your clients. But until then, don’t be afraid to invoice for your costs upfront.
If you’re working for a company you don’t fully trust
Invoice for all or part of your work upfront. One of the downsides of working for yourself is that once in a while, you come across a bad egg. So if you’re in any way concerned that a company won’t pay up, invoice them for all or part of your work before you get started. But if they aren’t willing to play ball, it’s probably a good idea to walk away.
Free sole trader, self-employed, and freelance invoice templates
Free Excel sole trader, self-employed, and freelance invoice template
With our free blank invoice template for Microsoft Excel, you can send invoices to your clients in minutes. As everything’s in Excel, you can take advantage of formulas to make sure your costs are correct and consistent.
Free Word sole trader, self-employed, and freelance invoice template
Download and customise your invoice in your browser or on your desktop with our blank invoice template for Microsoft Word. You can edit your business details in minutes, then save a master copy that’s ready to go when you are.
Download templateFree printable PDF sole trader, self-employed, and freelance invoice template
Prefer to keep things old-school? Download, customise, and print a stack of our PDF invoice templates. Then you can quickly fill in the necessary details with pen and paper to invoice your customers
Download templateFree Google Docs sole trader, self-employed, and freelance invoice template
Download, customise, and save a copy of our blank invoice template to your Google Drive. Then you can edit and send invoices from your desktop, tablet, or mobile – wherever you are.
Download templateFree Google Sheets sole trader, self-employed, and freelance invoice template
Our invoice template for Google Sheets makes it easy to add formulas to your invoices. So if you’re juggling different day rates and material costs for your jobs, you can work it all out in a flash and get yourself paid.
Download templateFrequently asked questions about self-employed invoices
Do you need to invoice?
Yes, you need to invoice your customers and clients. This is so you can outline the costs for your products or services and request payment. Without an invoice, your client’s finance department won’t know who to pay, how much to pay or where to send the money.
How do you make an invoice?
You can create an invoice by downloading one of our blank invoice templates. Available for Microsoft Word, Microsoft Excel, Google Docs, and Google Sheets, you’re free to choose the template that suits you and your business. But, if you prefer a pen-and-paper approach, you can go for our printable PDF VAT registered limited company invoice template instead.
What payment terms should you include on an invoice?
It’s common to include payment terms of 30 days on their invoices. This is because most companies take care of payroll on a monthly basis. So even if you complete your work on the first of the month, your client should be able to pay you by the end of that month. If you still haven’t been paid after 30 days, it’s probably time to start asking some questions.
How do you create an invoice for hours worked?
Crunch offers a range of free invoice templates for hours worked in the UK. If you go for our templates for Microsoft Excel or Google Sheets, you can add custom formulas to your template. So if you or your employees work on a fixed hourly rate, you can work out your pay in seconds and make sure that you’re charging the right amount for your work.
How do you invoice in the UK?
Invoicing is simple. Download one of our invoice templates and customise the details to suit you. You’ll need to include information about your business and your client, plus the products or services you’re charging them for. Then you just need to export a PDF and send it off.
More ways Crunch can help
Free invoice software
Whether you’re a sole trader or a limited company, you can send professional invoices with our free invoicing software, Crunch Free.
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Ask an accountant
Are you in need of rock-solid accountant advice? Talk to our trained accountants for a one-off fee of just £39.50+VAT or for free for all paid Crunch subscriptions.
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Take-home pay calculator
Use our Take-home pay calculator to work out your true earnings and see if you could save money with a different company setup.
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Generate invoices faster with Crunch
If you’re looking for a simple way to keep on top of your limited company or sole trader bookkeeping, sign up to Crunch Free now and see how easy it is to send invoices and record expenses anytime, anywhere.