The three documents
- Proforma invoice — the quote / deposit request (not an accounting document)
- Final invoice — what you send on delivery, with a due date
- Receipt — proof of payment, issued the day money lands
When to send
Same day as delivery. Invoices sent within 24 hours of handover are paid measurably faster than those sent at month-end — the work is still fresh in the client's mind.
Chasing late payers
Reminder rhythm that works: +3 days after due date a polite nudge, +10 days a firmer email with the invoice attached again, +20 days a call. Never renumber the invoice — reference the same number each time.
Records to keep
Keep the PDF you sent, the payment date and the client name. One folder per year is enough for most tax regimes; your invoice numbering provides the audit trail.
Frequently Asked Questions
What tax rate do I charge as a freelancer?
Zero until you are registered; then your country's standard rate. The invoice generator lets you set the rate and computes totals automatically.
Can I invoice in another currency?
Yes — state the currency clearly (the generator has a currency field) and who absorbs exchange fees, ideally the client.