Choosing how to charge
There is no single right way to price your work. Most businesses use one of four models, or a mix of them:
| Model | Works well for | Watch out for |
|---|---|---|
| Hourly or daily rate | Work whose size is hard to predict | Clients may question the hours, so keep a simple time log. |
| Fixed price per project | Clearly defined jobs | Scope creep. Write down exactly what is included. |
| Retainer | Ongoing support every month | Agree what happens to unused hours. |
| Per unit or per item | Products, articles, translations, deliveries | Define what counts as one unit. |
From quote to invoice
When you send a quote or estimate first, the invoice should match it. Use the same descriptions and prices, and refer to the quote number in the notes. If the final invoice is different, explain why on the invoice itself, for example "Two additional pages requested on 3 March". Our generator can make the quote too: change the title to Quote, then change it back to Invoice when the work is done.
Handling extra work
Clients often ask for "one small change" that turns into a day of work. Agree on extras before you do them, even with a one-line email: "Happy to add the booking page. That's an extra $450, shall I go ahead?" Then list it as a separate line on the invoice, so the original price stays clear.
Deposits and staged billing
For bigger jobs, invoice in stages. A deposit invoice is sent before you start. Progress invoices follow at agreed milestones, and a final invoice comes on delivery. Each one gets its own number. On the final invoice, either list only the remaining work or list the whole project and show the earlier payments in the Amount paid line, so the client sees the full picture.
Recurring clients
For monthly work, send invoices on the same day every month. Clients learn to expect them, and your income becomes more predictable. Save your details as a template in our generator, and duplicate last month's invoice from My invoices. The number and date update automatically, so you only change what's new.
International clients
- Agree on the currency in advance, and state it with its code (EUR, USD, GBP) on the invoice.
- Write dates in a way nobody can misread. 03/04 is 3 April in most of the world but March 4 in the United States. "3 Apr 2026" is clear everywhere.
- Check whether you should charge tax on cross-border sales. Business-to-business services abroad are often outside your local tax, but the rules vary.
- Consider invoicing in the client's language. Our generator works in 20 languages.
Disputes and credit notes
If a client questions an invoice, respond quickly and ask exactly which part they disagree with. Often only one line is in dispute, and the client can pay the rest while you sort it out.
If you need to reduce or cancel an invoice after sending it, don't edit or delete the original. Issue a credit note: a document with its own number that refers to the original invoice and shows the amount being credited. Your records stay complete, which matters to tax authorities. You can create one here by changing the title to Credit note.
Ready to put this into practice? Create a free invoice in a couple of minutes.