Freelance invoicing
Freelance billing has two failure modes: an invoice that looks improvised, and one that leaves the client guessing how to pay. Both are fixable in about five minutes, and neither requires accounting software you will never fully use.
For hourly work, put the rate as the unit price and the hours as the quantity — the client can check the arithmetic, which is exactly what you want. For fixed-price work, one line per deliverable reads better than a single lump sum.
For milestones, invoice each one as it completes rather than saving everything for the end of the project. Smaller, more frequent invoices are approved faster and hurt less when one is late.
A due date rather than 'on receipt'. Payment details on the document itself, not in the covering email. A description the client recognises from the work you agreed. An invoice number they can quote as a reference.
Sending a link as well as a PDF helps more than it sounds: whoever approves the payment is often not the person you emailed, and a link forwards cleanly.
With a new client, a deposit up front is normal and easier to ask for with a document than a message. Issue a proforma invoice for the advance, then a tax invoice when the work is delivered.
If the job needs pricing first, send a quotation and convert it to an invoice once it is accepted, so the amount billed matches the amount agreed.
Every document stays in your account with its number, date, client and status, so year-end is a matter of reading a list rather than reconstructing one from your sent mail.
The free plan covers 3 documents a month with PDFs and payment pages, which is enough to try a full billing cycle before deciding whether to upgrade.
Bill per milestone with itemised deliverables and a due date the client cannot misread.
Invoice per piece or per word with the rate visible, and get paid without a rate conversation.
Offer a bank transfer and a stablecoin option so a slow corridor is not your problem.
Name, address, logo and any registration number, plus your default currency.
Add your bank account, your wallet with its network, or both.
Enter hours or deliverables, set the due date, and check the total before issuing.
Send the link or PDF, watch the unpaid list, and mark it paid when the money lands.
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Payment requestsRequest payment with an invoice and a shareable payment page
Prefer background reading first? The VegaPal Learn guides cover invoicing and payments in more depth, and pricing lists what each plan includes.
Requirements vary by country. Many freelancers invoice as individuals, so check what your jurisdiction expects on the document and whether you need a tax number.
3 documents per month on the free plan, including PDF downloads and shareable payment pages. Pro and Business raise the limit.
You can state a late-payment term in the notes or terms field. Being explicit up front works better than raising it after the due date has passed.
Yes. Set the currency to USDT or USDC and attach the wallet with its network, or show bank and crypto details together.
The free plan covers 3 documents a month, with PDF downloads and shareable payment pages included.