Invoice template for freelance writers
Writers get paid per word, per piece, per hour, or on retainer — and mixing those up on one invoice is where confusion (and late payment) starts. Pick one pricing basis per line item and state it plainly: word count and per-word rate for articles, a flat fee per piece for a blog post package, or hours and hourly rate for research-heavy or strategy work. If you're invoicing for a content package (e.g. 4 blog posts this month), list each piece by title or topic rather than a vague 'writing services' line — editors and clients reconcile invoices against briefs, and a generic line item is the #1 reason writer invoices get sent back for clarification. Note usage rights if relevant (first rights, all rights, work-for-hire) since many publications and content agencies pay different rates depending on what rights they're buying. If you charge a kill fee for spiked assignments, list it separately with a note explaining it.
Suggested line items
| Description | Qty | Rate |
|---|---|---|
| Blog post — "5 Ways to Cut SaaS Costs" (1,200 words) | 1 | $240.00 |
| Blog post — "Q3 Product Roadmap Recap" (900 words) | 1 | $180.00 |
| SEO research & keyword brief | 2 | $45.00 |
| Revision (per publication style guide) | 1 | $0.00 |
| Content strategy call (1 hour) | 1 | $85.00 |
Opens the invoice generator pre-filled with these line items — nothing is saved until you download or share.
INVOICE
Your Business
From
Your Business
you@example.com
Bill to
Client Name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Blog post — "5 Ways to Cut SaaS Costs" (1,200 words) | 1 | $240.00 | $240.00 |
| Blog post — "Q3 Product Roadmap Recap" (900 words) | 1 | $180.00 | $180.00 |
| SEO research & keyword brief | 2 | $45.00 | $90.00 |
| Revision (per publication style guide) | 1 | $0.00 | $0.00 |
| Content strategy call (1 hour) | 1 | $85.00 | $85.00 |
Frequently asked questions
Should I invoice per word, per piece, or per hour as a writer?
Any of the three works — the key is picking one basis per line item and stating it clearly (word count for per-word rates, a flat fee for a set piece, hours for open-ended work). Mixing pricing bases within a single vague line is what causes clients to question or delay an invoice.
How do I list multiple articles on one invoice?
Give each piece its own line with the title or topic and word count, not a single bundled "writing services" charge. That way the client (or their AP department) can check it against the content brief or editorial calendar without emailing you back.
What about usage rights and kill fees?
If a publication is buying first rights, all rights, or work-for-hire, note it on the invoice or in the notes — different rights often carry different agreed rates. If an assignment was killed after you'd started, list the kill fee as its own line with a short note so it's clear what it covers.