5 Common Invoicing Mistakes Freelancers Make (And How to Fix Them)

You did the work. You delivered early, even. The client said they loved it. So why is it three weeks later and your bank account still looks the same?

I've been there. And nine times out of ten, the problem isn't a shady client - it's something on my invoice that made their accounts team hit the "deal with this later" pile. In corporate finance, one tiny mistake means your invoice goes to the bottom of the stack. Here are the five I see most often.

1. The Missing Invoice Number

Learned this one the hard way. Sent a beautifully designed "Invoice.pdf" with no internal reference number. Client's accountant literally couldn't process it - their system required a unique ID. My payment sat there for two extra weeks.

2. Sending It to the Wrong Person

You might have a great relationship with the Marketing Manager, but she isn't the one cutting the checks. She has to forward it to Finance, where it might get lost in an inbox.

The Fix: Ask upfront, "What is the email address for accounts payable?" and CC your main contact.

3. Vague Descriptions

"Writing Services - $500."
Six months from now, when the accountant audits the books, they won't know what this means. This leads to emails asking for clarification, stalling your payment. Be specific: "4 Blog Posts (October Batch) - $500".

4. Poor Formatting

Sending a Word document? Bad idea. Sending a link to a Google Sheet? Even worse. These formats can be edited or look different on different devices.

Always send a PDF. It looks professional and preserves your formatting on any screen.

5. Not Following Up (Because It Feels Awkward)

I get it. Asking for money feels weird. But clients are genuinely busy, and your email probably got buried under 47 marketing newsletters. When the due date passes, send a friendly nudge. Something like "Just floating this back up - any update on payment for Invoice #123?" It's not pushy. It's professional. And it works.

Stop making these mistakes manually. Use our Freelance Invoice Generator to create error-free, numbered, and perfectly formatted PDF invoices every time. Or browse all our invoice templates to find one that fits your industry.