When an accounting department sees an invoice that says "Consulting - $500," they often pause the payment to ask for more details. This is a primary cause of overdue invoices.
To get paid faster, your descriptions must be "Value-Based" and "Specific." Here are the best examples to copy-paste into our local-first invoice tool.
For Software Developers
- Bad: "App Development"
- Good: "Front-end Development: Implementation of User Dashboard and API Integration (Sprints 1-3)"
- Good: "Bug Fixes: Resolved 12 critical issues in the checkout flow as per Jira ticket #405"
For Content Writers & Marketers
- Bad: "Articles"
- Good: "SEO Blog Post: 'How to Charge Late Fees' (1,500 words) including meta-description and 2 images"
- Good: "Copywriting: 5-Email Welcome Sequence for Q4 Product Launch"
For Virtual Assistants & Admins
- Bad: "Administrative Work"
- Good: "Email Management: Inbox triaging and scheduling for week of Oct 12th (10 Hours)"
- Good: "Data Entry: CRM Cleanup and 500 Lead Lead-Generation Research"
Pro Tip: Refer to the Contract
Always use the same terminology found in your Statement of Work (SOW). If your contract says "Phase 1 Delivery," your invoice should say "Phase 1 Delivery." If you are unsure if your contract protects you from "Satisfaction Clauses," run it through our Contract Scanner.
Frequently Asked Questions (FAQ)
Should I list my hourly rate or just the total?
If you agreed on an hourly rate, list it: [Hours] x [Rate] = [Total]. If you agreed on a flat project fee, just list the milestone. Mixing the two can confuse the client and lead to them trying to "nickel and dime" your time.
Can I include 'Discounts' as a line item?
Yes. Showing a "Loyalty Discount" or "Early Bird Discount" as a negative line item on your FreelanceShield invoice is a great psychological trick to make the client feel they are getting a great deal, which encourages faster payment.
How much detail is 'too much' detail?
You don't need to list every minute, but you should provide enough detail so that someone who didn't work with you (like a CFO) understands what they are paying for without having to email you.