One of the business items in a freelancer writer's world is billing. Even if a freelancer has worked out payment terms in advance with an employer or client, chances are the client will still need an invoice before payment can be made. What's the best way to do this? Here are a few tips.
Freelance Writers Should Ask for Payment Terms at the Start of a Project
To avoid a wait of any kind, a freelancer should get a firm grasp on what the payment terms on a project are up front. Not just the amount of the pay, or when, but if the client needs an invoice. Doing this in the beginning can save the freelancer time and aggravation.
For example, if a writer completes a project and the terms for payment are "30 days after publication," the writer may pen an article a month or two in advance of when it is actually published. Then, a month (30 days) after the article has been published, the writer may start looking in his mailbox for his payment. After waiting some more, he finds out that he needs to send an invoice before payment can occur.
The result is that the writer has waited three months for payment (30 days after publication plus 60 days before publication), and now needs to wait yet more time for the invoice to be processed. If he had sent the invoice immediately, his wait time (and frustration level) would be drastically reduced. Not to mention the time he had to spend in tracking down payment.
How Freelance Writers Can Invoice Clients
Creating an invoice is not difficult and does not need to be fancy. Microsoft Word users can create an invoice by hitting "New" to create a new document, and "Invoice" to pull up a selection of pre-made blank invoices. By following the steps, a writer can create a professional looking invoice in a matter of minutes.
When invoicing a client, it's important to include the key details of the project in order to be paid without hassle or delay. For example, a freelancer would include:
- Name of Article. This will distinguish it from other works the writer has going on with the same client.
- Name of Writer. This should be clearly marked at the top of the invoice.
- "Make check payable to." This language is especially important if the writer goes by a pen name.
- Date of Assignment. If the writer is paid "upon acceptance" this date will be important.
- Publication Date. This is used if the writer is paid after the article is published. For example, "30 days after acceptance."
- Amount. The writer should always state the agreed upon amount on the invoice.
- Due Date. A common due date is "30 days after date of invoice." Writers may also wish to include late payment language to avoid hassle: "Ten percent late charge for every ten days past the payment due date."
Getting Paid Via PayPal
Some writers may choose to get paid through PayPal. PayPal allows clients to pay money into an electronic account. Once the money is in a writer's PayPal account, he can withdraw it to his bank account free of charge. This type of transfer, however, usually takes about three business days.
PayPal can be a convenient way to get money into an account, but there also may be fees associated with payment and invoicing. Writers should be sure to include these fees into their bid or payment estimates to cover their costs.
Not all publications or clients will tell a writer about the invoice or payment terms upfront. It's up to the freelancer to ask, and just another part of running a writing business. Discussing payment and expectations ahead of time will help a writer be better prepared.
Cherie Burbach - Cherie Burbach writes about dating, relationships, health, sports, and lifestyle. She's the author of eleven books and ebooks.
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