Independent Contractor Invoice Template

Mail icon
Invoice #
Reference #
Jan 31, 2023
Feb 14, 2023
Your Name
Your Company
Your Address
Client's Name
Client's Company
Client's Address
Sep 28, 2021
Video marketing
Oct 06, 2021
Product marketing
Oct 06, 2021
Social media
Total due
Hi Client's! Thanks so much for the continued business. Looking forward to the next project.
Late fee
If this invoice is unpaid by the due date, a non-compounding late fee as a percentage of the invoice total in the amount of 10% will be applied monthly to the outstanding amount.
Thank you for your business.
Ready to get started? Sign up now and get paid fast with invoices that make it easier for clients to pay you.
Sign-up for free

How it works

Don't wait another minute to get paid. Create your next invoice in minutes, accept flexible payment methods, and track the status of every payment in one place. Here’s how to get started:
Sign up for a free Indy account
Launch Indy’s invoice builder
Edit your invoice in minutes
Send it off with just a click
Get paid fast

Get paid quicker and easier

Indy Invoice templates take the pain out of billing.
  • Build and send an invoice in minutes.
  • Personalize your invoices with your brand color and logo, and leave a nice message for your recipient.
  • Accept payment by top credit and debit cards, check, wire transfer, direct deposit, and more.
  • Add your unbilled time tracks to your invoices as line items for easy payment.
  • Include discounts, late fees, and request deposits.
  • Make single invoices or set up recurring billing.
  • Send your invoices straight from Indy or export them to PDF to send them however you want.
  • Keep track of each invoice’s status, so you know who has paid and who to remind.
  • Set the estimates in your proposals to automatically generate invoices when accepted.

Independent Contractor Invoice Template FAQ

What is an independent contractor?

An independent contractor is someone hired by a company to carry out a project but not cared for by the company. Nowadays, almost anyone who can offer some services to consumers is considered an independent contractor. The benefits are determined in agreement with the choice of an independent contractor or a full-time employee. The slight difference is that while an employee gives full-time attention to the job, an independent contractor is flexible because the employer is only interested in the final results, not considering what process is involved. 

Independent contractors pay their taxes to self-employment tax agents. You also have to remit to the medicare and social Security offices for tax payment. Being an independent contractor means having complete control over the work; all details and performance are under your care. Also, a personal relationship with the employer is not required. 

Many federal employment laws do not permit employees' benefits to independent contractors. As a result, you will have to record all payments and earnings as proof for future references and request the 1099-MISC form for a fee of over $599. This form should contain the total yearly amount paid for a project and the rate at which the amount is paid, whether weekly, bi-weekly, or monthly. 

Also, the law does not care for independent contractors under the Employment discrimination Title VII or employers responsible for paying overtime fees during operation. As such, any casualties encountered during the process will have to be funded by the independent contractor. Even as a disabled independent contractor, you will still have to care for your disability, unlike employees in the organization. 

In addition, independent contractors are not registered to receive employment benefits such as retirement accounts and health insurance. An independent contractor is not listed among pensioners, unlike employees in an organization. Employers also keep the specifications of your employment. 

A person cannot be considered an independent contractor if the performance is related to an employee's. An independent contractor's job is free of monitoring and supervision. As an independent contractor,

  • Your payments are made per project, unlike the company-employee price.
  • You have to come along with your equipment and materials for the job.
  • You can work from wherever you want while still being contracted by other employers.
  • You can also become an employer by acquiring other independent contractors.
  • You have no specific deadlines or rules for the completion of the project.

Independent contractors have been evaluated and assessed by courts and federal agencies to ensure their capability, and the assessment is passed based on your skills and employment. Some workers such as truck drivers, messengers, high-tech engineers, and construction workers are often classified as independent contractors. The term freelancer can be used to refer to an independent contractor.

How to bill for independent contractor's work?

As you work to create your billing, consider how much time and effort will accomplish your services. It is proper to gather all payment details to form your billing before contacting your employer. Make your billing method appear professional when presenting them to your client. You can boost your game with these few tips.

Your billing policy should cover your rates, billing methods (preferably electronic), date and time, payment deadline, and late fees, if any. Consider your employer's rules first when planning your billing. So, contact your employer before finalizing your statement to avoid misunderstanding. Some employers might require an extension for payment or prefer a paper invoice instead of an electronic one.

Whatever time you set with your employer for billing, it is essential to be punctual. It is proper to keep track of time and report any confusion about the billing immediately. This will help put you and your employee on the same page. You can make your work easier by employing some time management and billing software available on phones, PCs, or a simple notebook.

The billing process should cover a professional invoice. You can also create your invoice with the help of Ms. Word or Excel invoice templates. This process is effective and cheap. The bank can also assist you in creating an invoice if you make a request.

When establishing your billing system, you need it to be satisfactory to promote your business brand. Always avoid errors and offer a well-detailed statement to your employer. However, billing your client can be more complicated as an independent contractor as you have to specify deductions, work descriptions, and receipts. The process can be time-consuming and stressful. If the stress is too much, you can seek the help of an accountant to reduce the weight on your shoulders and help you concentrate on completing the project. Also, consider using an invoice generator to make your work easier.

How to create an invoice for independent contractor work?

An invoice is a statement that permits any independent contractor to carry out a job; the invoice states the payment date and percentage. This billing can be remitted at the time of service or after the completion of services. 

Be accurate when creating an invoice for your employer. Any mistake made will result in re-writing and extra delay. Then there is the follow-up and monitoring phase to know how soon your invoice will be addressed. 

The invoice is there to reduce stress and confusion between the employer and the independent contractor. It contains the progress of work and due payment. There are certain features and specifications which an independent contractor's invoice must possess.

In the least, the invoice should contain:

  • Contact information for both employers and independent contractors

The business information should be located in your header. This should contain your name, address, email, and contact number. These details will let the employer know who they are paying to. The logo is to beautify the invoice and create a lasting image in the employer's memory.

Your employer information is next on the invoice. Ask your employer for accurate billing details such as departments and the office for submission. Be sure these details are correct to avoid sending the invoice to a different employer. This little act will convince your employer that you are detail-oriented and able to work.

  • Dates and specifics of work completed

Create a columned invoice to make the billing organized by itemizing all your rendered services. The service description should be placed first, and then the quantity and time spent on work can be second. The last should be your rate which includes the total amount due. This system will make the invoice easy to read and relatable.

  • The total amount owed and the date it is due

As earlier stated, the total amount due and balance from other projects such as taxes will be listed at the bottom of the invoice. This section is considered the essential part of an invoice. Make these details eligible using bigger or bolder fonts. 

How much to bill for independent contractor work?

Billing your employer as an independent contractor can be stressful after securing the job. Fixing the right amount for your services should favor your conditions. There are worries about having a low bid or a high bid that will discourage your employer during bidding. Some employers might set the amount to be paid, which is negotiable by the independent contractor. It is proper to set rates that cover more than your expenses to achieve better income goals. 

Trying to equate your rate with the salary of an employee is a mistake most independent contractors make. If you choose to do this, your billing will be obtained by dividing an employee’s salary by the total number of weeks (52) in a year, and the result will be further divided by the total hours per week. However, this calculation is missing your necessary employment cost. 

When billing your client, keep the following costs in mind:

  • Operating costs: this depends on the company and the type of task to be undertaken. Put all prices required to complete the job into consideration. Some expenses include the internet, software fees, marketing or advertising, employees' fees, and other needed structures.
  • Health insurance: the independent contractor must cover the cost of health insurance for the necessary people.
  • Retirement Savings: It is best to have a retirement plan. This cost should also be included in the amount billed. As an independent contractor, your retirement times are in your hands. You can add a retirement monthly transfer to your billing.
  • Paid time off: You have to set a bill covering your time off work, such as vacations and massage parlors. You might have to make a trip to meet other contracts doing the project, which doesn't mean paying as an independent contractor. All you have to do is infuse it into your billing.

How much time off should you factor in? 

There are approximately 260 working days in a year. This comes with 15 days of vacation, according to the Bureau of Labor Statistics. You can have more of these vacations at the expense of your employer. These expenses are to be considered in the bill.

  • Housekeeping and development tasks: This includes all the activities not known to the employer, such as invoices, project calculations, learning new skills, recruiting additional or replacement workers, etc. This work takes a lot of time and expenses, which should also be considered when billing your employer.
  • Profit: Profit is the primary reason for securing a job. After putting all costs and additional cover pay into consideration, you can set a specific profit margin. You need to set up an account where your profit will be sent to keep your business standing.

Your Guide to Using an Independent Contractor Invoice Template

Invoices are more than just a way to ask for payment—they're crucial tools for managing your independent contractor business. As an independent contractor, you'll use invoices to bill clients for your services, track payments, and maintain accurate records for tax purposes. This guide will help you navigate the process of creating and managing invoices using an independent contractor invoice template.

How to Create an Independent Contractor Invoice

Step-by-step Guide

Creating an independent contractor invoice can seem daunting, but it doesn't have to be. Here's a step-by-step guide to assist you:

  1. Download the independent contractor invoice template. You'll find the link to sign up for Indy and get the standard invoice at the end of this guide.
  2. Fill in your details. This includes your business name, address, and contact information.
  3. Enter your client's contact details. Ensure to include their full name, address, and contact information.
  4. Itemize your services. Clearly list the services you provided, along with a brief description and the rate for each.
  5. Calculate the total. Add up the cost of all services, and apply any discounts or applicable taxes.
  6. Include payment terms. Specify your payment terms and the methods of payment you accept.

Save and send your invoice. Save your invoice and send it to your client via email, mail, or any other agreed-upon method.

Common Mistakes to Avoid

Avoid these common independent contractor invoicing mistakes to ensure a smoother payment process:

  • Skipping invoice numbers: Always number your invoices for easier tracking.
  • Not specifying due dates: Always include a clear due date to encourage timely payments.
  • Vague service descriptions: Be specific about what each charge is for to avoid confusion.

Understanding Different Types of Independent Contractor Invoices

Interim Invoices

Interim invoices are used to bill clients periodically during a long-term project, helping you maintain cash flow. They're especially useful for projects that don't have a specific end date or that take longer to complete.

Recurring Invoices

Recurring invoices are for ongoing services billed at regular intervals, like monthly or quarterly. They're ideal for long-term contracts where the service and price stay the same over time.

Other Types of Invoices

There are many other types of invoices, such as preliminary invoices (used as initial bills), correction invoices (to amend a previous invoice), and more. Choose the type that best suits your needs.

You can use Indy to create as many free contractor invoice templates as you need. The invoice generator makes it easy to include your company logo, payment deadlines, and regular terms.

Best Practices for Managing Independent Contractor Invoices

Organizing Your Invoices

Keep your invoices organized by maintaining a systematic filing system. This could be chronological, by client, or by project. Also, consider using a digital system for better accessibility and searchability.

Handling Late Payments

Late payments can disrupt your cash flow. To avoid this, set clear payment terms and follow up promptly if a payment is overdue. Consider offering incentives for early payment or imposing penalties for late payment.

Building Professional Relationships

Your invoicing process can impact your client relationships. Ensure your invoices are professional, accurate, and clear to maintain trust. Regular communication and addressing queries promptly can also help build stronger relationships.

Independent Contractor Invoice Template and its Features

Key Features

The independent contractor invoice template offers a simple and professional format for billing your clients. It includes all necessary fields, like invoice number, invoice date, client's details, description of services, total amount, and payment terms.

How the Template Simplifies Invoicing

The independent contractor invoice template simplifies invoicing by providing a pre-designed layout. You simply need to fill in the blanks. It saves time, reduces errors, and ensures consistency in your invoices. And being in PDF format, it's easy to save, send, and print.

You can also create multiple templates, such as:

A service invoice template when I need to generate a continuation for the paragraph starting with "You can also create multiple templates, such as:".

A consulting invoice template for independent consultants.

A construction invoice template for independent contractors in the building industry.

Invoices for Microsoft Word, Google Docs, and Google Sheets.

While Indy is more effective for invoicing, you could use these platforms if a specific client requires them.

Invoicing with Indy: A Brief Overview

Indy is a platform that offers a comprehensive solution for independent contractors, including invoicing. It allows you to generate and send invoices, track billable hours, and receive payments all in one place. You can even automate payments with integrated online payment options like PayPal and Stripe. Plus, Indy offers a free plan that provides you with unlimited use of its tools, including three free proposals, contracts, and invoices per month.

Get Started

Ready to simplify your invoicing process? Sign up for Indy, grab your independent contractor invoice template, and fill it out. You'll be finished in no time, and the payments will start flowing in. While you're waiting for the payment to come in, explore the other tools that Indy offers. It provides a range of tools to streamline your independent contractor business and help you stay organized. Join the Indy community today and take your independent contractor career to the next level.

Can I just make my own independent contractor invoice?

The easiest way to generate an independent contractor invoice is through the following methods. Many people use a document creation application such as Word or a spreadsheet to make invoices from scratch and use templates for the template creation. Others use online templates for invoices. The easiest option for independent contractors is to use Indy's independent contractor invoice tool.

Should independent contractor invoices be PDF or Word?

When it comes to invoice processing or approval of invoices received, the PDF file will offer you the best options. In PDF format, you could create a template invoice. However, using Indy's invoicing tool is better. You can create a PDF if you need to while using the digital version for speed and convenience.

How do I make a blank independent contractor invoice?

Simply add the information you will reuse to create your professional invoice. This will include your business name, contact information, payment details, and any agreed-upon terms. These are part of the standard independent contractor invoice templates and will appear on all your invoices.

How to create professional independent contractor invoices?

Creating professional-looking independent contractor invoices starts with your business details, such as contact details and payment details. These will form your simple independent contractor invoice template. You will also save time and get paid faster by sending a professional-looking invoice to clients faster.

How do you get paid faster?

You can expedite your billing process by doing two simple things. First, ensure you always have the correct client information, including their details, the services rendered, and the amount to be charged. Second, accept multiple payment methods, but especially focus on debit card and bank transfer payments. These are the fastest and most convenient for clients.

Indy University

Explore our blog for more info on closing deals.