How to Create an Invoice as a Freelancer in the Philippines + Free Invoice Templates

Picture this: You’ve just wrapped up a logo-design project for a client in Makati. You send them a one-liner message on Viber—“₱15,000 po, thanks!”—and wait. A week passes, then two. Your client says accounting can’t process the payment because they need an official invoice with your Tax Identification Number (TIN). Suddenly, cash flow is on hold and your excitement over a new laptop upgrade fades fast.

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The Philippine freelance scene is booming—an estimated 1.5 million Filipinos now work as independent contractors, creatives, or consultants. Yet many still rely on informal payment requests that slow down payouts, confuse corporate clients, or even derail future projects. A clear, professional invoice not only gets you paid faster but also:

• Signals that you run a legitimate business
• Gives clients the paperwork they need for taxes and accounting
• Protects both parties through written proof of deliverables and terms

In short, invoicing is your silent sales closer—make it work for you, not against you.

What Is an Invoice and Why Does It Matter?

An invoice is a formal document that requests payment for products or services you’ve already delivered (or agreed to deliver). In the freelance context, it typically includes:

• A unique invoice number and date
• Your business details (name, address, TIN if registered)
• The client’s details
• A description of the work done, unit rate, and total amount due
• Payment terms (due date, penalties, and supported modes)

Why Clients Expect a Proper Invoice

1. Tax compliance – Philippine companies must keep official receipts or invoices to claim expenses.
2. Internal controls – Many finance teams can’t release funds without a valid billing document.
3. Record keeping – A paper (or PDF) trail protects both you and your client if disputes arise.

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Skip the formalities and you risk delayed payments—or worse, getting bumped for someone who has their paperwork in order.

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Key Elements of a Proper Freelance Invoice

Make sure every invoice you send contains these essentials:

1. Your Name, Business Name, and TIN
   If you’re BIR-registered, list your TIN and address exactly as shown on your BIR Certificate of Registration (COR).

2. Client’s Business Information
   Include the legal company name, address, and contact person to avoid processing hiccups.
   
3. Invoice Number & Date Issued
   Use a logical numbering system (e.g., 2025-001, 2025-002) so you and your client can track multiple projects easily.
   
4. Itemized Services and Rates
   Break down tasks—e.g., “Logo Concept Development,” “3 Revisions,” “Social-Media Profile Kit”—with corresponding fees.
   
5. Subtotal, Taxes, and Grand Total
   If you’re VAT-registered, show 12% VAT separately. Otherwise note “Non-VAT” under TRAIN law if your annual gross is ≤ ₱3 million.
   
6. Payment Terms & Methods
   Typical terms: “Due upon receipt,” “Net 15,” or “50% down / 50% upon final delivery.” List bank details, GCash QR, or payment links.

Pro-tip: Add a gentle late-payment clause, e.g., “Overdue balances incur 1 % interest per month,” to encourage timely settlement.

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Free Invoice Templates You Can Use

Ready-made templates save hours and reduce formatting errors. Below is a freelancer-friendly invoice template you can use:

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Our invoice template is thoughtfully designed to include all the essential parts of a professional invoice:

• Bill To: The name and contact details of your client.
• Billed By: Your business name and contact information.
• Invoice Number: Unique number for easy tracking.
• Purchase Order Number: Reference number for client purchase orders.
• Date of Issue: When the invoice is sent.
• Due Date: When payment is expected.
• Payment Terms: Specify terms such as "Net 30" or "Due Upon Receipt."
• Line Items: Include:
• Name: Item or service name.
• Description: Brief details of the product or service.
• Quantity: Number of units sold or hours worked.
• Price: Cost per unit.
• Line Total: Automatically calculated total for each line item.
• Subtotal: Total before discounts and tax.
• Discounts: Any applicable discounts.
• Tax: Taxes applied to the subtotal.
• Notes: Add any additional details for your client.
• Payment Instructions: Specify how and where to pay.
• Grand Total: Final total amount due.

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Best Practices for Sending Invoices & Getting Paid

1. Timing is everything.

• For fixed-fee projects, send the invoice immediately after final deliverables are sent.
• For ongoing gigs, bill monthly on the last working day.
• For milestone-based work, invoice right after each stage is approved.

2. Follow up politely.

• First reminder: 1 day before the due date.
• Second reminder: 3–5 days after the due date.
• Third reminder: a phone call or direct chat—stay courteous but firm.

3. Track everything.

• Use a simple spreadsheet—or a tool like Mochi—to note invoice numbers, dates issued, due dates, and payment status. Solid records help at tax-time and protect you if a client disputes an amount.

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How Mochi Simplifies Invoicing for Freelancers

Manual templates are great, but automation is better. Mochi takes the hassle out of freelancer invoicing:

Ready-to-Use Templates

Professionally designed layouts that satisfy corporate accounting teams.

Built-In Payment Options

Send a single link where clients can pay via GCash, bank transfer, debit/credit card, or GrabPay.

Invoice Dashboard

See which invoices are sent, viewed, due, or overdue at a glance—no more hunting through email threads.

Automated Reminders

Set gentle nudges so you never chase payments manually.

Real-Time Notifications

Get pinged when a client opens or pays an invoice, so you can plan cash flow.

Try it out: Create your first two invoices for free at Mochi.ph.

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Common Freelance Invoicing Mistakes to Avoid

Leaving out payment terms

Clients may assume 30 days—or never—before settling. Always specify the due date and late fees.

Skipping invoice numbers

Harder to track status and causes confusion during follow-ups. Adopt a numbering convention from day one.

Informal delivery (chat apps)

Messages get buried, look unprofessional, and aren’t considered official documents. Email the PDF or share a secure link generated by Mochi.

Forgetting Withholding Tax (WHT)

Corporate clients will deduct 2% or 10%; miscalculations delay payment. Show WHT field or clarify “Client to deduct 2% EWT” on your invoice.

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Start Invoicing Professionally Today

Professional invoices are more than paperwork—they’re proof of credibility, a catalyst for faster payments, and the foundation of strong client relationships by:

• Including all key elements (from TIN to payment methods)
• Leveraging free, customizable templates
• Automating follow-ups with a tool like Mochi

You can spend less time chasing checks and more time doing the creative work you love. Ready to upgrade your billing game? Create your next invoice in under five minutes with Mochi’s free template library and built-in payment links—no credit card required.

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