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      Tools to run your business, invoice clients & get paid.

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      Beautifully designed invoice templates

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      Shopify Integration

      Automate your invoicing by connecting Invoice Ninja to your Shopify store!

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      Shopify Integration

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      • vs. Invoice2Go
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      Automate your invoicing by connecting Invoice Ninja to your Shopify store!

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      Yes!

      With Invoice Ninja, the answer is always yes!

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      50% on referrals for 3 years!

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      • vs. Zoho
      • vs. Invoice2Go
      • vs. Freshbooks
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What to Include in a Freelancer Client Contract

  • September 3, 2023
Signing paperwork

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It’s important to have a reliable paper trail of what you and your client have agreed upon at the beginning of the freelancer-client relationship. This not only establishes the must-have basics (such as project scope and payment terms) and manages expectations but acts as something you can refer to should there be any discrepancies later on down the line.

This ‘paper trail’ is usually performed by having a written agreement or client contract in place.  

Aside from the essentials, such as parties to the contract, what else should you consider including in your freelancer client contract?

Here are 9 things to consider:

1 Description

A description of the work and services you will perform. This generally covers the project scope, what you are going to do and when, and includes the project’s duration, date of delivery, and any milestones and deadlines.

Knowing who is doing what and when at the outset can help mitigate scope creep, i.e. when the project gets out of hand because more deliverables are added.

The description can be on a separate Statement of Work or another document as long as you refer to it in the contract.

2 Timescale for client feedback

Not getting feedback on time can derail a project, especially if there are multiple deliverables that all rely on one another. It can also stop you from getting paid on time.  

Therefore it is a good idea to have a timescale for client feedback.   

For example, if you don’t hear back from them within 7 days, you will assume the work has been completed to the client’s satisfaction. 

3 Accountability

Following on from the above point, it helps if there is some form of client-side accountability within the contract. For example, if I do X, the client will do Y. 

It could be as simple as you agree to do the work, and the client agrees to pay you. It ensures you all know what is needed to make the project succeed and manages expectations on both sides.

4 Payment terms and conditions

This isn’t just the price you will be paid but should also cover how and when you get paid.

It could be that you will be sending recurring invoices, partial payments throughout the term of the project, or paid on completion.

Either way, being clear about how and when you get paid is key. If you need a deposit before you commence work, this needs to be stipulated in writing. 

Invoice Ninja can take the pain out of invoicing; with its professional and customizable invoice templates and many online payment gateways to choose from, it makes it easy for clients to pay you in just one click.

Furthermore, it can accept partial payments and deposits. After your client pays the deposit, the invoice will automatically update itself with the balance due and set the new final invoice due date.

You can try it for free here.

5 Copyright and ownership

Who will own the copyright of the work on completion? This is usually applicable to freelancer work such as design or copywriting. On completion of the project (and receipt of full payment), the copyright is usually assigned to the client. 

This stops clients from using your work without your permission.

6 Portfolio work

For freelance creatives, such as copywriters and web designers, you might want to suggest a clause that allows you to use the work as part of your client portfolio – even though the copyright now belongs to the client.  

This way, you can woo other clients with examples of your work – or provide it if requested.

Obviously, this doesn’t apply to all client work as some work and services may be confidential, and some clients may not agree to it.

7 Cancellation fee

If the client cancels the project, you may want to ensure you are paid for at least the work completed to date and any costs. Alternatively, you can stipulate a cancellation fee.

8 Refund policy

It’s worth considering if, for whatever reason, the client is not happy with your work if you’ll have a refund policy in place. It could be that your refund policy is that you don’t have one – so it’s worth clarifying in the document either way.

9 Revisions 

Does the work you perform lend itself to revisions? For example, web or graphic design or copywriting. If so, it’s worth considering adding this to the contract. But be careful what you mean by revision. For example, if you are a copywriter, do you mean a full rewrite or minor tweaks? Or do you not offer any revisions at all? Again, worth stipulating in the contract to save headaches down the line.

And finally

Please bear in mind that the tips in this post represent generic guidance and do not constitute legal advice or opinion.

When drafting a contract, you should seek professional legal advice as there are other crucial clauses to cover, such as the law in your jurisdiction, limitations of liability, and confidentiality clauses, to name a few that may also need to be considered.

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Kanban boards are designed to make planning, managing, and completing tasks easier thanks to a visual overview of the entire work process. You get to see what needs to be done, when it needs to be done, who needs to do it, and how much is left to do, all on one color-coded board.

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​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Enable/Disable Recurring When Cloning

Forever Free

Save time by cloning invoices within a client, or clone an existing invoice to a new client! You may wish to clone a invoice from one client to another and set up the new invoice as recurring with auto-billing, or vice versa! 

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Setup Automatic Credit Card Gateway Fees

Forever Free

You may wish to pass along your credit processing fee to your clients if they pay by credit card, or simply to encourage your clients to pay by ACH bank transfer! Set up automatic fees at your discretion or enable the fee to auto-match your gateway fee!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Bulk Emailing Invoices & Quotations

Forever Free

If you wish to semi-automate emailing out invoices & quotes to your clients, utilize the bulk send feature! Simply select all the invoices & quotes and click “Send” and your account will automatically que them up to go out! 

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Multiple Currencies & Languages

Forever Free

Invoice Ninja supports dozens of languages & currencies!

You can set different languages & currencies per client! Is your account in English, but it would be nice if your French speaking clients saw their client portal in French or Spanish speaking clients seeing payment instructions in Spanish? We have you covered!

Languages and currencies can be set per individual client!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Importing Expenses & Vendors

Forever Free

Keep all records up to date & run accurate reports by importing Expenses. Expense importing can be done manually anytime, or you can automate it with our new banking Yodleee integration!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Item & Product Library System

Forever Free

Why waste time typing? Create product & services in your Product Library! When creating invoices simple click from the line-item selector to quickly populate invoices and email them out!

Your product library also works (optionally) together with the Inventory feature! You can define the # of inventory stock available and when creating invoices the product library will reduce inventory levels and notify when you’re running low!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Alerts When Client Views & Pays Invoices

Forever Free

Want to know when your client clicks to view their invoice?

Set up notifications when clients view quotes, invoices, make payments, and also if a clients payment fails. 

If you have additional account users, you can also be notified when your User are creating and sending out quotes & invoices! 

Many notification options to keep you informed of all actions taking place within your account!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Projects, Tasks & Track Time

Forever Free

Task time-tracking allows you to accurately record every second spent on each individual task and quickly transfer timed data to the relevant invoice.

  • Create Project, Tasks, and Track Billable-Work
  • Convert Timed-Tasks to Invoices with 1-Click
  • Easily Categorize to Search Tasks & Projects

When you’re done with a task or series of tasks within a project, simply click and send your work-time to an invoice with 1-click!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Accept Deposits & Partial Payments

Forever Free

Do you require a deposit or down-payment from clients to commence your work?

Set partial payments/deposits with unique due dates for partial payments/deposits! After your client pays the partial payment the invoice will automatically update itself with the balance due and set the new final invoice due date.

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Approved Quotes Auto-Convert to Payable Invoices

Forever Free

Automate your workflow! When you email out quotations to your clients, they can “Click to Approve” the quotation which then converts the quote into a payable invoice!

Invoices can then be paid online with 1-click, and your account documents all steps!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Client-Side Portal & Invoices/Payments History

Forever Free

Every action your clients take is recorded and viewed into their client-side portal. 

Invoices, quotes, payments and more are tracked.

Uploaded documents, payment methods, client-profile – everything is accessible and recorded to ensure a smooth experience for you & your clients!

Your clients also have dynamic functionality to run their balance statements with custom date & data parameters!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Recurring Invoicing & Auto-Billing Clients

Forever Free

If you have clients that need to be billed again & again on a fixed schedule (weekly, monthly, etc…), Invoice Ninja offers auto-billing via the world’s favorite payment gateways:

  • Stripe
  • WePay
  • Braintree
  • Authorize.net​​
  • Mollie
  • GoCardless
  • Square
  • Eway Rapid
  • PayFast
  • Checkout.com
  • Paytrace
  • Forte

Auto-billing (AKA “token billing”) is a feature that enables the payments system to capture your clients’ credit card details and store them for billing at a future date. Token billing enables auto-billing, which means future invoices can be issued automatically. Invoice Ninja integrates seamlessly so you can enjoy all the advantages of token billing via your Invoice Ninja account.

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Track Inventory Levels

Forever Free

The inventory management feature works together with your “product library”!

Set inventory stock within your product library with threshold notifications. When you create invoices and populate invoice line-items, the inventory stock levels will reduce automatically! When your stock runs low the system will email you a notification reminder to stock up!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Invoice Template Designs

Forever Free

Beautiful well formatted invoices are critical to show clients that you mean business!

Invoice Ninja offers 11 invoice template designs. Free users have 4 free invoice templates, Pro & Enterprise user have all 11 invoice template designs.

Each invoice template can be customized with your company logo, colors scheme to match your brand, and detailed formatting customizations are also offered!

Give your clients a truly branded experience with your company by customizing your invoice templates to match your company branding! 

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Online Payment Gateways

Forever Free

Integrating your Invoice Ninja account with a payment gateway allows clients to pay their invoices with 1-click! 

The payment gateway processes the transaction in the background while your client never leave their Invoice Ninja client-side portal. Seamless! 

Integrate your invoices with: 

  • Stripe Payments
  • WePay Payments
  • PayPal Payments
  • Checkout.com Payments
  • Braintree Payments
  • PayFast Invoice Payments
  • Authorize.net Payments
  • Square Payments
  • Mollie Invoice Payments
  • Many more!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Upload your Company Logo

Forever Free

Providing your clients a branded experience is critical for professionalism and building trust. Upload your company logo to your preferred invoice template design.

All accounts, Free & Pro/Enterprise, are able to upload logos an customize their invoice colors to match their logo & company brand theme.

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Create & Email Invoices & Quotes in Real-Time

Forever Free

Real-time PDF preview creation shows your invoice review as you build it in real-time. Utilize the product library to quickly populate invoices with 1-click, view the invoice .PDF preview to ensure everything looks awesome, and send it out!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Dynamic Dashboard Data

Forever Free

View revenue, invoices sent, recent activity data. Track upcoming invoices, invoices past due, and more!

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!