Get Paid 2X Faster: The Complete Freelance Invoicing Guide (2026)

Invoicing corporate clients can feel intimidating at first, but with the right approach and understanding of professional standards, you'll get paid faster and maintain great relationships with your clients. This comprehensive guide covers everything you need to know about creating proper invoices for companies.

Why Professional Invoicing Matters

Large companies process hundreds or thousands of invoices monthly. Your invoice needs to be clear, professional, and contain all the information their accounting department requires. A well-structured invoice not only speeds up payment but also establishes you as a serious, professional freelancer.

Essential Elements Every Invoice Must Include

Understanding Payment Terms

Payment terms define when you expect to be paid. Common terms include:

• Net 30: Payment due within 30 days of invoice date (most common for corporate clients)
• Net 15: Payment due within 15 days (faster payment, good for smaller projects)
• Due on Receipt: Payment expected immediately (best for ongoing clients with established relationships)
• 50/50 Split: Half upfront, half upon completion (recommended for new clients or large projects)

Always agree on payment terms before starting work. Include them in your contract and reinforce them on every invoice.

Best Practices for Getting Paid Faster

1. Send Invoices Immediately

Don't wait to send your invoice. As soon as you complete the work or reach a milestone, send the invoice. The sooner you send it, the sooner the payment clock starts ticking.

2. Use Professional Invoice Templates

A polished, professional-looking invoice shows you take your business seriously. Use consistent branding, clear formatting, and ensure all information is easy to find. Tools like PrestoBills can help you create professional invoices in seconds.

3. Include Purchase Order Numbers

If your client provided a Purchase Order (PO) number, always include it on your invoice. Many companies won't process invoices without the correct PO number, which can delay payment by weeks or months.

4. Be Specific with Descriptions

Instead of vague descriptions like "Web Development," be specific: "Frontend development for homepage redesign - 40 hours @ $100/hr." This reduces questions and speeds up approval.

5. Follow Up Professionally

Send a friendly reminder 1 week before the due date, on the due date, and if needed, 1 week after. Use automated reminder systems to make this effortless.

Common Invoicing Mistakes to Avoid

Digital vs. Paper Invoices

In 2026, most companies prefer digital invoices sent as PDF attachments via email. Digital invoices are:

• Faster to process and less likely to get lost
• Easier to track and store for both parties
• Better for the environment
• Can include clickable payment links for instant payment

However, some companies still require paper invoices. Always ask your client about their preference before sending your first invoice.

Handling Late Payments

Even with perfect invoices, late payments happen. Here's how to handle them professionally:

1. Week 1 After Due Date: Send a polite reminder email. Often the invoice was simply overlooked.
2. Week 2 After Due Date: Follow up with a phone call to the accounts payable department or your main contact.
3. Week 3 After Due Date: Send a formal follow-up email mentioning late payment fees if specified in your contract.
4. Week 4+ After Due Date: Consider pausing work on new projects until payment is received. In extreme cases, you may need to involve a collection agency or small claims court.

Tax Considerations for Freelance Invoicing

Depending on your location and your client's location, you may need to charge sales tax, VAT, or other taxes on your invoices. Keep these points in mind:

• Research tax requirements for your jurisdiction
• Get a tax ID number if required in your area
• Clearly show tax amounts separately from service charges
• Keep detailed records of all invoices for tax filing purposes
• Consider consulting with an accountant for complex tax situations

Tools to Streamline Your Invoicing

Manual invoicing works when you're starting out, but as you grow, invoicing software saves time and reduces errors. Look for tools that offer:

• Professional, customizable invoice templates
• Automatic invoice numbering
• Client management and auto-fill features
• Payment tracking and status updates
• Automated payment reminders
• Detailed reporting and analytics

PrestoBills offers all these features with a free plan that includes 2 invoices per month—perfect for freelancers just getting started. Upgrade when you're ready to scale.

Final Thoughts

Professional invoicing is a crucial skill for freelancers working with companies. By including all necessary information, using clear payment terms, and following up consistently, you'll establish yourself as a reliable professional and get paid faster. Remember that your invoice is often the last impression you make on a client—make it count.

Start with the basics: create a template, establish your payment terms, and be consistent. As your freelance business grows, invest in tools that automate the process and give you more time to focus on what you do best—delivering great work for your clients.