Do I need a registered company name or can I just invoice as an individual?
It’s an extremely basic question but quite a valid one when you kick off your career as a freelancer. You must have come across some folks who get paid just fine without incorporating any legal entity but simply using their name. So in such a situation, you might think – ‘Can I invoice a company as an individual too.’
Just like any other service provider, you agreed on a project, offered products and services to a company, and then came a time to get paid. As an inexperienced freelancer, you might stumble with invoicing. Remember, companies are wholeheartedly willing to pay for good work, so it is your responsibility to know the best practices for invoicing as a freelancer.
Here is all you need to know about the legalities and invoicing for your freelancing profession:
Legalities
As a freelancer, you are the brand and you are a business owner. The freedom and flexibility of working independently have influenced millions around the globe and have encouraged them to fly as a solo entity in the gig economy.
Ever wondered how many freelancers are there around the world?
According to research, the U.S. tops the list with roughly around 60 million freelancers followed by India with over 15 million freelancers and the list continues with millions from the rest of the world.
Now the question is, does every freelancer have a registered name? Is the invoice which they send, legal?
In most cases, freelancers do invoice as an individual to a company but only in instances like if the invoice
- States fraudulent charges for services not provided
- Requests for funds instead of payment
- Charges higher than discussed before
the freelancer might fall into legal trouble. So this makes it quite evident that the invoice should be accurate, and true and have a breakdown of products and services you’ve offered with their rates.
Even if your freelancing work is not registered, it is always wise to have a contract or a written agreement that includes all information regarding the service request and the service that will be provided. Make sure all the details regarding the invoice is cleared beforehand, also don’t forget to consider the tax laws.
Related article – Legal Documents to Make Freelancing Lawful
Invoicing laws
Since freelancers enjoy the freedom to work with any client from any corner of the world, it is essential to learn international invoicing laws. Every country has its invoicing regulations.
For example: If you have clients in the European Union then it’s mandatory to display all the services offered, VAT number, and charge VAT. For Australian-based clients Goods and Services Tax (GST) will be charged on all goods and services provided. Even in Canada, GST is charged but only on the goods that come under the level of sales minimums.
How to invoice a company as a freelancer?
It must be clear till now that no business can do without invoicing. Not even freelancers. If you are a novice, you need to get proper guidance on how to create an invoice. Personal invoice is usually used by freelancers to charge for their own goods and services. If you have decided to invoice a company as an individual/freelancer, make sure you do it professionally.
Here are a few pointers you need to remember while writing/creating an invoice:
Make it look professional
Whether you opt for a paper invoice or the digital mode of invoicing, it should look professional. Include a logo if you have one. Also, ensure you generate an invoice following your brand colours and using professional fonts.
The invoice should predominantly include:
Your client’s name and address – Include all the details of the company/client you are invoicing so that reaches the right place/person.
Your name and your business address – Individual or company, as a sender it is essential that you include your contact information too.
Unique invoice number – A unique invoice number will always help you and your client later for any reference. It’s good for keeping track.
Date of the invoice sent – Do not forget to mention the date when you send the invoice. It can serve as it can help in further payment issues if any.
Date when the payment is due – This is to inform the client and to make sure they make the payment on time.
Payment terms – Mention payment terms like within how many days the customer is expected to make the payment.
Late fee penalties, if any – If the client fails to make the payment within the mentioned time, let them know how much later fee you can charge.
The payment method you accept – Include the mode of payment. How would you like to expect the payment through cards, through payment gateways, directly accept the payment, or get it transferred to your bank account?
Related article – How to write an Invoice?
Quick tips for managing invoicing professionally as an individual:
Use Invoicing Software: use software tools and templates to streamline the process and ensure consistency.
Be Clear and Detailed: Avoid ambiguity by providing a thorough breakdown of the services and costs.
Unique Invoice Number: Assign a unique invoice number to each invoice to keep track of them easily.
Send Timely Invoices: Prompt invoicing helps in faster payment processing.
Follow-up: Set up polite payment reminders for clients if the payment is overdue.
Maintain record: Keep a record of all invoices and payments to track all your income for tax purposes.
Marketing Benefits with Invoicing
your invoices can do more than just request payment; they can actively contribute to your marketing efforts. Here are some ways to market your services through your invoices:
- Promotional Offers: Including promotional offers or discounts for future services on your invoices can be an effective way to encourage repeat business.
- Referral Programs: Mention the rewards clients will receive for referring new customers, such as discounts, free services, or gift cards. For incentivizing clients to refer new customers to you.
- Social Media Links: The invoice can also Include links to your social media profiles to encourage clients to follow and engage with you online.
- Express gratitude: Personalize your invoices with a thank you note to show appreciation and build a stronger relationship with your clients.
Stressed about creating invoicing yourself?
Switch to online invoicing for freelancers
Online invoicing software like Billbooks is a great companion for freelancers…
Hassle-free and professional invoicing software for freelancers is tried and tested by myriads of self-employed professionals. Automate the accounting process, create and send professional-looking invoices, set payment reminders and get paid faster online.
Payment options to get paid faster
Make it easy for your clients to pay and also get paid faster by accepting payment in digital forms like credit card, debit card or integrating secured payment gateways like PayPal, Stripe, Braintree, Stripe, Authorize.Net or 2checkout.
Related article – 5 Best Payment Options for Freelancers
Can a private person invoice a company?
As a private individual, you can create invoices for companies using tools like FreshBooks or by using customizable invoice templates designed for freelancers. Make sure to include your name and contact details, invoice number and date, recipient company’s information, details of the services or goods provided, payment terms, tax information, and any other relevant business details. It’s important to bill for your products and services as you would if you were incorporated.
What should not be included on a private invoice?
When creating a private invoice, it’s important to avoid sharing sensitive information to protect privacy and ensure data safety. Personal details such as date of birth, bank account information, health records, passwords, social security numbers, and other unnecessary personal information should not be included in a private invoice within a business context. Only include the essential information for the business transaction and make sure to comply with privacy regulations such as GDPR, CCPA, or any other relevant data protection laws.
