InvoicingNovember 25, 20255 min read

How to Create Professional Invoices as a Freelancer

Step-by-step guide to creating GST-compliant invoices - mandatory fields, formats, and best practices for Indian freelancers.

Why Professional Invoices Matter

A professional invoice isn't just about getting paid - it's about:

  • Legal compliance - Required for tax filing and audits
  • Professional image - Builds trust with clients
  • Clear communication - Avoids payment disputes
  • Record keeping - Essential for financial tracking

Types of Invoices for Freelancers

Regular Invoice (Non-GST)

For freelancers with turnover below ₹20 lakhs who are not GST registered.

Use when: You're below GST threshold

Tax Invoice (GST)

For GST-registered freelancers. Must include GSTIN, HSN/SAC codes, and GST breakup.

Use when: You're GST registered

Export Invoice

For services provided to clients outside India. Usually zero-rated for GST.

Use when: Client is outside India

Mandatory Fields in a Freelancer Invoice

Your Details (Seller)

Full Name / Business Name
Address
PAN Number
GSTIN (if registered)
Contact Number
Email Address
Bank Account Details

Client Details (Buyer)

Client Name / Company Name
Billing Address
GSTIN (if B2B)
State (for GST)
Contact Person
Email Address

Invoice Details

Invoice Number (unique)
Invoice Date
Due Date
Service Description
SAC Code (for GST)
Quantity / Hours
Rate per Unit
Subtotal
GST Amount (if applicable)
Total Amount
Payment Terms
Signature

Invoice Numbering Best Practices

Your invoice numbers must be unique and sequential. Here are recommended formats:

INV-2025-001

Year + Sequential number

GB/24-25/0001

Initials + Financial year + Number

2025/NOV/001

Year + Month + Number

⚠️ Never skip or repeat invoice numbers. This can cause issues during tax audits.

GST on Invoices

When to Charge GST

Charge GST (18%)

  • • You are GST registered
  • • Client is in India
  • • Service is taxable

Zero GST (Export)

  • • Client is outside India
  • • Payment received in foreign currency
  • • Mention "Export of Services - Zero Rated"

No GST

  • • You are not GST registered
  • • Mention "GST not applicable - below threshold"

GST Breakup

For intra-state (same state): Split into CGST + SGST

Subtotal₹10,000
CGST @9%₹900
SGST @9%₹900
Total₹11,800

Sample Invoice Template

INVOICE

INV-2025-001

Your Name

your@email.com

PAN: ABCDE1234F

BILL TO

Client Company Name

123 Business Street

Mumbai, Maharashtra

Date: Nov 25, 2025

Due: Dec 10, 2025

DescriptionQtyRateAmount
Web Development Services1₹50,000₹50,000
Subtotal₹50,000
GST (0%)₹0
Total₹50,000

* GST not applicable - Supplier is not registered under GST

Pro Tips for Freelancer Invoices

⚡Send invoices immediately after project completion
📅Include clear payment terms (Net 15, Net 30)
💳Add multiple payment options (UPI, Bank Transfer)
📧Follow up politely if payment is delayed
💾Keep digital copies of all invoices for 6+ years
✨Use professional invoice software for consistency

Create Professional Invoices in Seconds

GigBooks generates GST-compliant invoices with automatic calculations

Create Free InvoiceMore Guides