Send your first invoice

Need to send an invoice right away? No problem, we got you covered. Learn how to send an invoice before doing anything else in the app.

Michelle Lee avatar
Written by Michelle Lee
Updated over a week ago

Invoicing offers the opportunity to build positive and productive client relationships, which are the beating pulse of your freelance business.

Proper invoicing also ensures you get paid the correct amount at the expected time so you can:

  • Pay your bills on time

  • Regulate your cash flow

  • Proactively budget for future expenses

Moxie gives you the complete toolkit you need to create professional, accurate invoices. Create recurring invoices, set up a custom invoicing number scheme, and invoice in multiple currencies. Moxie also supports subscription billing.

Respectfully communicate when and how you wish to be compensated, thus supporting a positive client relationship. It also empowers you to legally hold your clients accountable for paying the correct amount on time.

Creating an invoice

Creating an invoice with Moxie is easy, and there are multiple ways to generate an invoice from within the app.

Step 1: Create a new invoice

Create an invoice quickly from homebase in the focus tab using the invoice icon under "Add new." You can also make an invoice from your client page by clicking the +.

Find a list of invoices in accounting > invoices. You can create a new invoice from this tab using the + button.

Ready to jump to customizing your invoice? Start at invoice templates.

Step 2: Connect your invoice with a client

All activities in Moxie centralize around the client. This is because we know your freelance business revolves around your clients and that you need a seamless, client-centered app experience.

Select or create a new client to invoice.

Choose "Standard" for a regular invoice. Choose "Deposit" to request a deposit from a client. Deposits can be credited to future standard invoices. You can also choose to create a recurring invoice.

If you choose to create a new client at this stage, it will begin a client file. Only the client name is required to continue. We recommend completing as much of the form as you can since it will auto populate in other needed areas of the site, including your invoices.

Pro tip: The most ideal way to create invoices is by using the automation with agreements this allows you to create a proposal or contract signed by you and your client while simultaneously creating the projects and invoices for those projects. You can also toggle on requesting your first deposit with integrated payments in agreements.

Step 3: Add line items

In your invoice template there is a section to add line items wherever you want to in your invoice. In that section, you'll have several options to add items to your invoice.

Add new line item

These are products and services that are not tied to a tracked project. Create a new line item and it will save for you to use in the future using this line in your invoices. Manage these in your product and service library.

Add tracked hours or billable projects

These are all items you have tracked in Moxie. Any un-billed recurring payments (retainers), time tracked (sorted by month and week), flat rate projects, or per item tasks that are completed* can be added at this point.

*Per item tasks can only be added to your invoice when they are in the column you designated as your completed column, or to the right of that column on your kanban board.

If you have a project that doesn't have fees set up, you'll be able do to that from this screen by clicking set up fees.. Choose how you want to group the hours shown on your invoice - daily, weekly, monthly, or total.

For items with time tracking, set up how much detail to show your clients in your invoice template. Start at workspace settings > templates > invoices. Once you've added line items to your invoice template, click to edit and use the toggle to enable detailed time entries.

Add reimbursable expense

If you have an expense assigned to this client and you have checked the "reimburseable" box in the expense, you will also see a line that says "Add reimbursable expense." Click it to quickly add your expenses to the invoice.

If there are no outstanding reimbursable expenses, this line will not be shown.

Apply deposit credit

If you collected a deposit from your client (which we highly recommend, especially if it is a new client), you will see a link to apply the deposit credit to an invoice before you send it. You can click this button to see the deposit collected, deposit available, and choose how much of the deposit to apply to this invoice.

If there is no deposit available to credit, you will not see this line item.

Step 4: Customize your details

Create your own custom invoice using invoice templates.

Show details or summary

For items with time tracking, set up how much detail to show your clients in your invoice template. Start at workspace settings > templates > invoices.

Once you've added line items to your invoice template, click the line items to edit and use the toggle to enable detailed time entries.

Disabled detailed time entries

Project only

Enabled detailed time entries

Date worked + task + notes

Tax settings

In your invoice template, toggle on tax settings. Add a line item block to your invoice template then click the block to edit it. Toggle the tax column on.

Scroll down in the left column to change labels as necessary.

Add a text box to add your compliance header or any other legal needs to all of your invoices.

Q: When do I include tax?

A: In the US, almost never. Most states allow merchants to charge sales tax for goods but not services. However, some states allow sales tax for services, especially if these services accompany a good. For example, Delaware, Hawaii, New Mexico, and South Dakota tax most services. So be sure to consult with an expert on whether you can charge sales tax for your services, even if you live in these states.

Step 5: Add payment instructions and terms

Be sure to add a text box at the bottom of your invoice with payment instructions.

There is a token - {{Invoice.PayInstructions}} - that will draw from the invoice pay instructions that you write in your settings. Create these instructions under workspace settings > preferences > invoices > payment instructions.

Payment instructions

Here are some ideas to include in your payment instructions.

  • Accepted payment types (Stripe, PayPal, ACH, check, direct deposit, credit card, cash, etc.)

  • Any additional fees with any of these payment methods

  • Where the client can go for questions or direct deposit information

Example payment instructions blurb:

Accepted forms of payment include check, direct deposit, and Stripe (additional fees may apply). Cash payments are accepted in person only. Please make checks payable to eFreelancer, LLC. For questions concerning this invoice, or to set up direct deposit, please contact Erica Harrison, (719) 637-8373 or

Payment terms

Payment terms represent the timeframe within which the client must pay your invoice. You want to structure your payment terms in a way that fosters a positive client relationship. Payment terms will populate automatically based on what you set up with this particular client.

Set your payment terms from your client overview screen when you click on edit and then the "Invoicing & payment settings" tab. Here you can set terms as well as choose to bill in increments of 5, 10, 15, 30, or 45 minutes.

You can use invoice tokens in a text box in your invoice template to reference this number on your invoices.

"If invoice is not paid on or before {{Invoice.DateDue}} a {{Invoice.LateFee}}% monthly late fee will be applied to the outstanding balance."

Late payment fee

Charging late fees is best practice in freelancing because it leads to a higher percentage of paid invoices and shows you take yourself and your work seriously.

In Moxie's invoicing system, late fees are calculated daily. If your client pays 1 day late, the fee is smaller than 2 days late, etc. It's calculated at the time they view the invoice. A late fee is not applied in one lump sum.

Typically, late fee charges for unpaid invoices fall between 1.5% and 3% interest per month after the payment due date. These percentages seem small, but they're mighty; they serve as written (and legal) incentives for clients to pay on time.

Make sure any late fee conditions you include within your payment terms are per usury state laws. Familiarize yourself with the maximum annual interest rate in your state and consult a professional if you have questions.


The standard invoicing payment timeframe is 30-days. But keep several things in mind when configuring this section:

  • Is it a milestone payment? We suggest 'On Receipt' because it's recommended you do not start work on the second milestone until the payment goes through.

  • Is it a new client? Give new clients a more standard experience (30 days). As your professional relationship progresses, it will become possible to have the conversation of whether this timeframe can be improved to meet the needs of both parties better.

  • Is it a retainer? If so, it makes sense to choose one of the longer time frames.

Pass credit card fees onto client?

Moxie gives you the ability to either pay the credit card fees yourself, pass them onto the client, or split them with the client.

Before passing them onto the client, keep in mind that these fees can usually be considered tax-deductible for you as a freelancer, but be sure to consult with a tax professional for verification.


For longer projects, determining the invoicing schedule by establishing payment milestones with the client before starting work to guarantee payments over the course of the project. Milestones also improve communication with clients and build that vital, healthy client relationship.

In Moxie, a milestone can be translated into a project or task. As you finish the milestone, you can bill for it via an invoice. This is why creating proposals before a project starts is so important; it allows you to establish payment milestones before you start work.

Step 6: Email or download the invoice

When you click the "Share" button in the top right corner, you will see two ways to get the invoice to your customer:

  1. Moxie email: The app will send the invoice to your contact(s) with a personalized message from you.

  2. Download PDF: Save the invoice as a PDF and send it your own way.

Freelance Industry Best Practices: Invoicing

  • Require a deposit

  • Establish milestone payments for longer projects

  • Don’t agree to terms that state you only get payment upon the full delivery of the work.

  • Get it all in writing with a contract

  • Establish your own standardized billing cycle that is frequent and predictable. This signals that you value your time and your work.

  • Bill early and often, despite the client's payment schedule.

  • Obtain the name and contact details of the person cutting the check. This way, if there are delays, you have someone to call.

  • Be vigilant. Don't hesitate to be persistent about seeking payment. This is another way to show that your time and work is valuable, and should be compensated accordingly.

It's also recommended to obtain the payment schedules and policies for each client before you do any work. Here are some questions you can ask your client:

  • How does their fiscal year run?

  • How long does it typically take to process invoices?

  • Which day(s) of the week do they cut checks?

  • How do they pay contract workers?

Regardless of your client's processes, it's important that you establish your own standardized billing cycle that is frequent and predictable. This signals to the client that you value your time and your work. You can then collaborate with the client to agree upon (in writing with signatures) the most productive methods of invoicing for your particular business relationship based on mutual needs and procedures.

Additional resources:

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