Freelance Writer Invoice Template: Per Word, Per Article & Hourly
Freelance writers use several billing models — per word, per article, per hour, or project-flat — and each requires a slightly different invoice format. This guide explains what to include on a writer's invoice, how to handle kill fees and revision rounds, and provides a sample invoice you can use as a starting point.
What to Include on a Freelance Writer Invoice
- Your full name or business name
- Your email and mailing address
- Client name and contact (editor, marketing manager, or accounts payable)
- Invoice number and date
- Due date — Net 14 or Net 30 depending on your agreement
- Publication or project name — helps clients route the invoice to the right budget
- Description of each deliverable (article title, word count, or scope)
- Rate and total for each item
- GST/HST if you are registered (required above $30,000 annual revenue)
- Total amount due
- Payment instructions — e-transfer email, PayPal, or bank details
Billing Models for Freelance Writers
Per Word
Common for journalism, content marketing, and magazine writing. Canadian rates typically range from $0.10 to $1.00+ per word depending on the publication and your experience. On your invoice, list the article title, confirmed word count, and rate per word.
Per Article (Flat Rate)
The client pays a fixed fee regardless of word count. This works well when you have a clear brief and fast workflow. List the article title and agreed flat fee. If you wrote multiple articles, list each as a separate line item.
Hourly
Used for research-heavy writing, ghostwriting, editorial consulting, and content strategy. Rates typically range from $50 to $150+ per hour in Canada. List hours worked and rate, and include a brief description of what the time covered.
Project Flat Rate
Common for larger projects like white papers, e-books, or website copy rewrites. Invoice as a single project line item, or split across milestones (e.g., 50% on brief approval, 50% on final delivery).
Kill Fees and Revision Charges
Kill Fees
A kill fee is paid when a client commissions a piece but then cancels it before or after delivery. Standard kill fees are 25% to 50% of the agreed rate. If your contract specifies a kill fee, invoice for it as "Kill fee — [article title]" and note the clause in your contract that entitles you to it.
Revision Charges
Your contract should specify how many rounds of revisions are included. If a client requests changes beyond that limit, invoice for the additional time at your hourly rate. Label it clearly: "Revision round 3 (beyond contract scope) — 2 hrs @ $75/hr."
Sample Freelance Writer Invoice
| Field | Example Value |
|---|---|
| From | Amara Osei — [email protected] Vancouver, BC |
| GST Number | Not registered (under $30,000) |
| Invoice # | INV-2026-007 |
| Invoice Date | March 5, 2026 |
| Due Date | March 19, 2026 (Net 14) |
| Bill To | Northside Media Group — Accounts Payable [email protected] |
| "5 Tax Mistakes New Freelancers Make" — 1,200 words @ $0.35/word | $420.00 |
| "How to Set Your Freelance Rate" — 950 words @ $0.35/word | $332.50 |
| Social media captions (10 posts) — flat rate | $150.00 |
| Total Due | $902.50 |
| Payment | E-transfer to [email protected] |
Tips for Getting Paid Faster as a Freelance Writer
- Invoice immediately on delivery — do not wait until the end of the month
- Include a clear due date — "Net 30" is vague; "Payment due April 4, 2026" is actionable
- CC the editor and accounts payable — many publication delays happen because the editor never forwarded your invoice
- Follow up politely at due date + 1 day — a brief email reminder is professional, not pushy
- Require a deposit for new clients — 25–50% upfront significantly reduces non-payment risk