What editors need to see
At a publication or agency, your invoice usually goes to an editor who approves it and then to an accounts team who pays it. Neither wants to guess which piece it's for.
- The title of each piece — the working title if it hasn't been published yet
- Word count or the agreed flat fee for each piece
- The editor's name and the publication or brand it's for
- The assignment or PO number, if the client uses one
- Rights, if your agreement sold specific rights ("first North American serial rights")
- Agreed extras — research, interviews, transcription, extra rounds of edits
Example writer's invoice
| Line item | Qty | Rate | Amount |
|---|---|---|---|
| Article: “10 ways to cut your energy bill” – 1,500 words | 1500 | $0.25 | $375.00 |
| Blog post: product launch announcement – flat fee | 1 | $350.00 | $350.00 |
| Interview transcription and research – 3 hrs | 3 | $60.00 | $180.00 |
| Kill fee – “Winter travel guide” (assignment cancelled, 25%) | 1 | $150.00 | $150.00 |
| Total | $1,055.00 |
To bill per word, put the word count in the quantity column and your per-word rate in the rate column, as in the first line. The amount works itself out.
Per word, per piece or per hour?
Per word is common in journalism and content marketing because it's easy to compare. Agree whether it's the assigned word count or the delivered one — editors usually pay the assigned count. Per piece suits blog posts, newsletters and product descriptions where the length is predictable. Per hour works for editing, research, ghostwriting and anything where the work is hard to measure in words; send a short breakdown of hours with the invoice.
Kill fees and cancelled pieces
A kill fee is what a client pays if they cancel a commissioned piece after you've started or delivered it — often 25–50% of the full fee. You can only charge one if it's in your agreement, so make sure it's in your contract or the commissioning email. Invoice it on its own line, naming the cancelled piece.
When to send the invoice
Some publications pay on acceptance; others pay on publication, which can be months later. Check your agreement and invoice as soon as you're allowed to. If a piece is accepted but not yet published, ask whether you can invoice now — many editors say yes.
Writing income and taxes
As a freelance writer you pay self-employment tax on your profit, as well as income tax. Your laptop, software, research subscriptions and part of your home if you have a dedicated workspace can be business expenses. Use the 1099 tax calculator to see how much to set aside from each payment.
Frequently asked questions
Do I bill the word count I was assigned or what I wrote?
Usually the assigned count. If the editor asked you to go longer, bill the agreed new length and mention the change in the line description.
How do I invoice several articles at once?
Put each article on its own line with its title. One invoice per month per client is common and easier for everyone to track.
Should I charge for revisions?
Include a set number of revision rounds in your rate — one or two is common — and bill extra rounds as a separate line, as long as your agreement says so.
What if the client pays in another currency?
Pick the client's currency in the Options section. If you're in the US, you'll report the income in US dollars at the exchange rate when you were paid.