How to invoice as a freelancer, in any country

The work is delivered and the client says: "Send us an invoice." A clear invoice gets paid faster. A vague one waits in someone's inbox while they ask questions.

This guide covers the invoice itself, then the parts that are particular to your country. It is not tax advice.

What every invoice needs

These are the basics, wherever you are:

• The word "Invoice" and a number in sequence: 0001, 0002, 0003.
• The date you issue it, and the date it is due.
• Your details: your name or trading name, email, phone and address.
• Their details: the company's registered name and the person or department who pays.
• One line per item, with what you delivered and when.
• The total, in your currency or the currency you agreed.
• How to pay: a pay link, your bank or wallet details, or both.
• Their purchase order number, if they gave you one. Many companies cannot pay without it.

Tax notes

• Form W-9: most US clients ask for one before the first payment. It gives them your name and taxpayer ID.
• 1099-NEC: the reporting threshold rose from USD 600 to USD 2,000 for payments made in 2026 (Patriot Software). It changes what the client files, not what you owe.
• Sales tax: there is no federal VAT. Some states tax some services, and the rules differ by state, so check your state's revenue department for what you sell.
• No withholding: clients do not take tax out of a freelancer's pay. The IRS expects estimated payments if you will owe USD 1,000 or more for the year (IRS).

What companies ask for

A US company's accounts payable team often asks for:

• A completed Form W-9.
• Your bank details for ACH, through their vendor portal.
• A contract or statement of work, and sometimes a purchase order number for the invoice.
• A certificate of insurance, for some larger clients and on-site work.

Ask early: "Who should I invoice, and what do you need to set me up as a supplier?" It saves weeks of waiting later.

An example invoice

Daniel, a freelance developer in Chicago, invoices a start-up for a website build:

A deposit makes the first invoice easier to send. Here is how to ask for a deposit, and how to split one job into a deposit invoice and a balance invoice.

Getting paid

Most US businesses pay by ACH, card or check, often on net-30 terms. Card processing costs the seller: Stripe lists 2.9% + 30 cents per domestic card payment, and 0.8% (capped at USD 5) for ACH Direct Debit, as checked on 20 October 2026. Agree the terms in the contract and write the due date on the invoice.

Then, for every invoice:

• Send it the day you deliver, or on the date you agreed.
• Check the money has arrived in your account, not a screenshot of a transfer.
• Send a receipt once it lands. It closes the job cleanly.
• Chase late payers in steps: a reminder three days before the due date, a check-in on the day, a direct question a week later.

Working with a brand as a creator? How to invoice a brand covers usage, exclusivity and agency invoices, and what influencers charge in your country helps you set the price first.

Client details and privacy

Your invoices hold clients' names, emails, phone numbers and addresses. Most countries have a data protection law that covers this.

• Keep only what you need to do the work and get paid.
• Store it somewhere with a password.
• Do not add clients to a mailing list without their consent.

Keep records

The IRS expects you to report all self-employment income, 1099 or not:

• every invoice, numbered in order;
• every payment record;
• every 1099 you receive, to check against your own records;
• what you spent to do the work, for Schedule C.

Self-employment tax is 15.3% once net earnings reach USD 400 (IRS).

Where Piku fits

In Piku, an invoice starts from your Rate, in your currency, with a PDF and a pay link. The client pays by card, the receipt sends itself when they pay, and reminders go out at 3, 7 and 14 days late. Piku's fee is 2% of each paid invoice, never more than $25.

Plain limits in the United States today:

• Piku's plan is USD 15 a year for founding members, USD 50 standard.
• The client pays by card through Bachs checkout. Clients who prefer ACH or a check need your details from you.
• The Piku wallet, where paid invoices will collect before they go to a US bank by ACH, is opening soon. It is not live yet.
• Piku does not file 1099s or work out sales tax.

Questions