================================================================ FREELANCE INVOICE CHECKLIST SoloStack Free Download — solostack.madethis.app ================================================================ No signup required. Use immediately. Share freely. ---------------------------------------------------------------- SECTION 1: PRE-SEND CHECKLIST (7 ITEMS BEFORE HITTING SEND) ---------------------------------------------------------------- Before you send any invoice, verify all 7 of the following. Missing even one item is the most common cause of delayed payment. [ ] 1. CLIENT INFORMATION IS CORRECT Full legal name or company name spelled correctly Billing email address confirmed (not just the contact email) Company address included if they require it for their accounts payable process [ ] 2. YOUR INFORMATION IS COMPLETE Your name or business name Your contact email (where they should reply with questions) Your payment instructions (all methods you accept) Late fee clause referenced (or included on the invoice) [ ] 3. INVOICE NUMBER IS UNIQUE AND SEQUENTIAL Follows your numbering system (e.g., 2026-CLIENT-003) Not a duplicate of any previously sent invoice Not a number you've skipped from the previous invoice [ ] 4. DATES ARE ACCURATE Invoice date = today (or the date you're sending it) Due date = a SPECIFIC calendar date (not just "Net-15") Example: "Due: July 15, 2026 (Net-15 from July 1, 2026)" [ ] 5. LINE ITEMS MATCH THE AGREED SCOPE Each service described clearly enough to reference the SOW Quantities and rates match the contract or proposal No surprise line items the client hasn't seen before Subtotal, taxes (if applicable), and total are correct [ ] 6. PAYMENT INSTRUCTIONS ARE INCLUDED AND COMPLETE Bank transfer details (routing + account number) PayPal address, Stripe link, or other payment link Everything needed to pay you without asking a follow-up question If you have a payment portal, the link is working [ ] 7. CONTRACT REFERENCE IS CLEAR Invoice references the contract date or project name Late fee clause is on the invoice (or references your contract) If this is a milestone invoice: clearly states which milestone SEND. Done. ---------------------------------------------------------------- SECTION 2: WHAT TO DO WHEN A CLIENT SAYS "I DIDN'T RECEIVE IT" ---------------------------------------------------------------- This is one of the most common responses to a late invoice. Most of the time it's true. Occasionally it isn't. Either way, your response is the same: make it easy to re-send and verify quickly. STEP 1: DON'T ARGUE — JUST RESEND IMMEDIATELY "No problem — I just resent it to [email]. You should have it within a few minutes. Let me know if it ends up in spam." STEP 2: CONFIRM THE EMAIL ADDRESS Ask them to confirm the email address where it should go. Typos happen. Some clients have multiple email addresses and business invoices go to a separate billing@ address. STEP 3: OFFER AN ALTERNATIVE FORMAT "If email isn't reliable, I can also send it via [PayPal / text / shared Google Drive folder]. Just let me know what works best." STEP 4: SEND WITH READ RECEIPT OR DELIVERY CONFIRMATION Some email clients allow this. If you're on Gmail, you can request a read receipt. This creates a paper trail. STEP 5: IF IT KEEPS "NOT ARRIVING" After the second "I didn't receive it" with the same client, the likelihood shifts toward avoidance. Move to: - Direct text/phone to confirm receipt - Resend with the client's phone number included for confirmation - Note this in your client payment history file WHAT NOT TO DO: - Don't wait to resend. Do it immediately. - Don't assume it's spam — always confirm the email address first. - Don't continue working on additional deliverables while an invoice is allegedly "not received" and also unpaid. ---------------------------------------------------------------- SECTION 3: HOW TO HANDLE A DISPUTED INVOICE ---------------------------------------------------------------- A disputed invoice is one where the client is questioning the charges, the scope, or the quality of work. Handle this professionally — every step creates documentation. STEP 1: LISTEN FIRST — GET THE SPECIFIC OBJECTION IN WRITING "Thanks for flagging this. Can you reply by email with the specific line item(s) you're disputing and the reason, so I can review and respond properly?" Getting it in writing is critical. Never handle a dispute entirely by phone — follow up every call with an email summary. STEP 2: COMPARE TO YOUR CONTRACT Pull up the signed contract or proposal. Check whether: - The disputed item is explicitly covered in the scope - The rate or quantity matches what was agreed - There was any scope change that was verbally agreed but not documented (this is a lesson for next time) STEP 3: RESPOND WITH DOCUMENTATION If you're correct: cite the contract clause and line items. "Per our contract dated [DATE], Section 3: [quote the clause]. The invoice correctly reflects the agreed scope." If you made an error: correct it professionally. "You're right — I've updated Invoice #[NUMBER] to reflect [correction]. The revised total is $[AMOUNT]. I've attached the corrected invoice." STEP 4: IF YOU NEED TO NEGOTIATE Sometimes a dispute is really a cash flow issue disguised as a complaint. Offer a structured option: "I understand this is more than expected. I'm happy to split this into two payments: $[HALF] today and $[HALF] on [DATE]. Would that work for you?" STEP 5: DOCUMENT EVERYTHING Create a "dispute log" note for this client. If it escalates to collections or small claims, your documentation is evidence: - All emails in chronological order - The original contract - Proof of work delivered - Invoice with timestamps - All payment correspondence STEP 6: KNOW WHEN TO DRAW THE LINE If the client is disputing an invoice in bad faith (you have a clear contract, you delivered the work, they're just avoiding payment), move to your escalation ladder: Day 7 → Day 14 → Day 21 → Collections / Small Claims Never agree to "we'll pay you what we think it was worth after we see the results." That's not a contract — it's an invitation to work on speculation. ---------------------------------------------------------------- SECTION 4: MONTHLY INVOICE AUDIT — 5-STEP REVIEW ---------------------------------------------------------------- Takes 15 minutes, once a month. Prevents small problems from becoming large ones. STEP 1: LIST EVERY INVOICE SENT THIS MONTH Open your invoicing tool or spreadsheet. List: Invoice # | Client | Date Sent | Amount | Status STEP 2: FLAG ANYTHING UNPAID Any invoice past its due date needs a flag. - Overdue 1-7 days: send Day 1 follow-up if not done - Overdue 8-14 days: send Day 7 follow-up if not done - Overdue 15+ days: escalate per your ladder STEP 3: CONFIRM ALL PAYMENTS MATCH YOUR BANK Match each "paid" invoice to an actual bank deposit or PayPal/Stripe transaction. Amounts should match exactly (minus any payment processor fees you've agreed to absorb). If a payment shows in your invoice tool but not in your bank: follow up immediately — the transaction may be pending, failed, or the client may have claimed to send payment they haven't. STEP 4: UPDATE YOUR INCOME LOG Log every confirmed payment into your income tracker: Date received | Client | Invoice # | Amount | Method This is your primary tax document. Keep it current monthly, not at year-end. STEP 5: NOTE ANYTHING UNUSUAL - Client who paid slower than usual (note in their file) - Client who required multiple reminders (flag for next project) - Invoice you couldn't collect on (document for tax write-off) - First invoice for a new client (record their payment behavior) Run this audit at the beginning of every month for the previous month. It takes 15 minutes and saves hours of confusion at tax time. ---------------------------------------------------------------- SECTION 5: ANNUAL RECORD-KEEPING CHECKLIST FOR TAXES ---------------------------------------------------------------- Run this in January for the previous tax year. 30 minutes of organization prevents days of scrambling in April. PRE-TAX PREP CHECKLIST: INCOME RECORDS [ ] All invoices sent (paid, unpaid, and written-off) [ ] All payment confirmations (bank statements, PayPal/Stripe transaction histories, check copies) [ ] Total gross revenue calculated (sum of all paid invoices) [ ] Unpaid invoices documented (potential bad debt deduction) [ ] 1099 forms received from any clients who paid $600+ (US) — note: you owe taxes on ALL freelance income, whether or not you received a 1099 EXPENSE RECORDS [ ] Home office expenses (calculate sq footage % if applicable) [ ] Software and subscriptions (invoicing tools, design apps, project management, etc.) [ ] Hardware purchased for business use [ ] Professional development (courses, books, conferences) [ ] Marketing and advertising expenses [ ] Professional services (accountant fees, legal fees) [ ] Bank fees and payment processing fees [ ] Health insurance premiums (self-employed deduction) [ ] Business travel and transportation [ ] Contractor payments (get W-9s from any contractor you paid $600+ — you may need to issue them a 1099) QUARTERLY TAX PAYMENTS [ ] Confirm all 4 quarterly estimated tax payments were made (April 15, June 15, September 15, January 15) [ ] Collect all payment confirmation receipts from the IRS EFTPS system or your state tax portal FILING PREP [ ] Organize documents by category (income / expenses / taxes) [ ] Calculate net profit (total income minus total expenses) [ ] Calculate self-employment tax owed (15.3% on net profit) [ ] Subtract half of SE tax (it's deductible) [ ] Pass to accountant OR enter into TurboTax / FreeTaxUSA DOCUMENT RETENTION (7-YEAR RULE IN US): Keep all tax-related documents for at least 7 years. This includes: invoices, receipts, contracts, bank statements, tax filings, and 1099s. Use organized digital folders: [YEAR] > Income > [Client invoices] [YEAR] > Expenses > [Category folders] [YEAR] > Taxes > [Filings and payments] ================================================================ SoloStack — Done-for-you templates for freelancers & solopreneurs Get the full template library at solostack.madethis.app ================================================================