Invoicing and Getting Paid: The Freelancer's Guide

You did the work. You were on time, you solved problems, you struck cleanly. Now comes the part nobody teaches you in tech school: getting paid for it.

Send the invoice immediately

The day after the gig ends, send the invoice. Not next week. Not when you "get around to it." The longer you wait, the harder it gets to collect. Companies process invoices in batches — if you miss this week's batch, you wait for the next one.

What goes on the invoice

• Your legal name or business name
• Invoice number (sequential — INV-001, INV-002, etc.)
• Date of service
• Description of work performed
• Day rate × number of days
• Overtime hours at the agreed rate
• Kit fees (itemized)
• Travel expenses with receipts
• Payment terms (Net 15, Net 30)
• Your payment details (bank info, Zelle, PayPal — whatever you agreed to)

Payment terms decoded

• Net 15: Payment due within 15 days of invoice date. This is ideal.
• Net 30: Payment due within 30 days. Industry standard for most companies.
• Net 60: Payment due within 60 days. Common at large corporations. Budget accordingly.
• Upon receipt: You want payment immediately. Good luck — but ask anyway.

Following up

If payment is late:

• Day 31 (for Net 30): Send a polite reminder email. "Just checking in on invoice #XXX."
• Day 45: Call. Email gets ignored; phone calls don't.
• Day 60: Send a formal demand with the original invoice attached and a note that you'll add a late fee.
• Day 90+: Consider small claims court for amounts under $10,000. The filing fee is $50-100 and the threat alone often produces a check.

Protect yourself

1. Get a PO number before the show whenever possible. A PO is the company's internal commitment to pay.
2. New client? Ask for a deposit. 50% up front is reasonable for a first-time client. If they won't pay it, that tells you something.
3. Keep records of everything. Call sheets, emails confirming the rate, text messages. If it goes sideways, documentation wins.
4. Set up an LLC. It protects your personal assets and looks more professional on invoices.

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Getting paid is a skill. Like any other skill in this industry, the more you practice it, the better you get. Start with clear terms, send invoices fast, and don't be afraid to follow up.