Book your creative team
Shortlist all the creatives you need before making your final selection.
Chat to creatives
You can email your shortlisted creatives before finalising the job and budget.
Assigned support
Need a helping hand? Each booking is assigned a clear contact for you to chat to if you ever need support.
How to Invoice as a Creative Freelancer in the UK (with templates)
Discover how to protect yourself and get paid on time as a freelance creative. Learn the essential steps to invoicing success in the UK, and get handy email templates for chasing payments.
Maylis Moubarak, on 27 March 2023
Content Marketing Manager at Contact
As a creative freelancer in the fashion industry, getting paid on time can be a major challenge. Sadly, according to our research, it's a problem that affects 80% of creatives. Late payments can cause serious cash flow issues, making it difficult to pay bills and even hurting your ability to take on new projects. In this blog post, we'll look at the art of invoicing for fashion freelancers, including tips and strategies for getting paid on time.
How to invoice as a freelance creative in Fashion
What’s an invoice, and why do you need one as a freelance creative?
You need invoices to get paid. It’s a time-stamped document that lists the services you performed for a client, how much the client owes you, and when you should get paid, along with any penalties for late payments.
Invoices will also help you determine your taxable income.
If you’re an agency-represented model or a model getting work through platforms like Contact, you’ll get invoices generated for you - and they’ll also generally chase payment for you. However, if you’re on your own, or doing influencer work, you’ll probably need to create invoices yourself.
What information do you need to include in invoices?
✍️ Name and contact details: home address, email address, phone number, link to portfolio, and client address.
🗓 Invoice date and payment date: the date you issued the invoice and when payment is due.
⏰ Late fees: the applied penalty if you get paid after the deadline. For example, a one-liner like “If this invoice is unpaid by the due date, a late fee of X% will accrue monthly on the outstanding amount” can usually help avoid problems later on. Generally, the typical late fee for invoices among freelancers is 1.5% monthly interest. We recommend making these late fees clear and not hidden in the fine print in the invoice footer.
#️⃣ An invoice number: this can help you keep organised and keep track of your payments. An easy way to number your invoices is by the date you issued the invoice (September 9 2022, would be 09092022)
📝 Project details: here, you’ll outline the services you’ve completed for the client. Include the deliverables, dates and hours per day you worked, the fee per service if applicable, and the total amount to be paid.
🏦 Your bank details: include your account number and IBAN.
⚠️ If your agency generated your invoice, check that it says: (a) When and from whom the payment was received; (b) the work for which the payment relates; and (c) any fees or deductions made by the model agency.
Invoicing tools and templates
Use the same invoice template to save time when filling out and sending invoices for future clients. You can use this tool or Wise’s free invoice generator to create invoices and find freelancer invoice templates.
Dealing with payments and late pay
Payments in the creative industries are a huge problem. Whether it's late payments, or a fully unpaid invoice, getting paid as an independent creative is often a stressful journey.
So what can you do as a freelance creative to protect yourself and make sure you get paid within a reasonable timeframe? Here are some key steps to consider:
- Establish clear payment terms: Set clear payment terms upfront with your clients, including when payment is due and what payment methods you accept.
- Use a contract: Create a contract outlining the terms of the project, including payment details, and have your client sign it before beginning work.
- Invoice promptly: Send your invoice as soon as the project is completed or according to the payment schedule outlined in the contract.
- Follow up: If payment is not received by the due date, follow up with your client to request payment and clarify any issues or disputes. You'll find email templates below.
- Consider upfront payments: Consider requesting a deposit or upfront payment before starting work to ensure your client is committed to the project and has the funds available. This is possible for creatives on Contact with our instant payment solution,
- Use invoicing software: Consider using invoicing software that allows you to automate your invoicing process and track payments.
- Seek legal assistance: If all else fails, consider seeking legal assistance to recover payment owed to you.
How to chase your payments
1. Start chasing asap: ask for your payment once the contract payment terms (usually within 30 to 90 days, depending on the job and the client’s terms) have been breached. If you don’t work with an agency, send a polite email reminding the client that your invoice is overdue. You’ll find email templates below.
If you’re with an agency, don’t be afraid to ask them for a status on your payment, and reach out to their accounting department.
💡 Does enforcing a late fee on invoice payments actually work to get paid in time? Our research shows that late fees usually don’t work to avoid late payments (62% of respondents in our survey with over 1000 freelance creatives said no). However, they’ll still apply when you get paid, meaning you’ll get more money out of your paycheck.
2. Don’t stop chasing: the key here is to stay on top of your client’s or agency’s mind until you get paid. Send them an email, or call them each week to get an update on your pay. The longer it takes them to pay you, the firmer your tone.
3. Ask your agency for an accounting statement: this should show whether they’ve received payment from your client.
4. Ask questions: if you notice something strange on your bill, ask your agency why they’ve added a certain fee, and if you can get the receipts. Before you take on a job, ask about fees that may be applied later on, and a full detail of what will be deducted from your pay.
Email templates for applying late fees and chasing payments
You can use and adapt these email templates to chase payments for late invoices. Change the timeframes depending on your contract and the client’s terms.
The applied payment terms in these templates are:
Payment date: within 30 days of the invoicing date
- 1.5% late fees will be applied from 30 days overdue (60 days from the invoice date)
- 5% late fees will be applied from 60 days overdue (90 days from the invoice date)
💡 Note: if you’re with an agency and your payment is overdue, you can use similar versions to request payment from your agency, without mentioning late fees since they don’t apply in your case.
Email 1: Gentle nudge (14 days overdue)
Start with a gentle reminder to avoid frustrating your client. They may have simply forgotten about your invoice and need a polite reminder.
Subject line: [Company Name] – Gentle reminder– [Invoice Number]
Dear (Name),
This is a friendly reminder that I haven’t received payment for the invoice [Invoice Number]. The payment was due on [Due Date].
Please let me know when I can expect payment for this job. You can find the original invoice attached.
Any questions, please let me know.
Many thanks,
Your name
Email 2: Firm reminder: 14-30 days overdue
If you don’t get any reply, send another email where you mention the payment terms.
Subject line: [Company name - Invoice Number] Payment overdue
Dear [Name],
I’m following up on my last email regarding an overdue payment for the invoice #[invoice number].
The invoice was due on [due date], and payment is now late by [number of days overdue].
Are you having any problems processing the invoice? If yes, please let me know.
I’ve attached the invoice for your reference, including payment terms and late fees.
All the best,
[Your Name]
Email 3: Urgent reminder: over 30 days overdue
This is when you start applying your late fees, according to the contract.
Subject line: [Company name - Invoice Number] Payment required
Hello [Name],
Invoice [#123], due [payment due date], is now [30 days] overdue.
As mentioned in my previous emails, my payment policy enforces a [1.5%] late fee on 30-day overdue balances. Please see the updated invoice attached, which includes the 30-day late fee.
Can you confirm that you’ve received my emails?
Please send me proof of payment by the end of the week.
Many thanks,
Your Name
Email 4: Final reminder: over 60 days overdue
This is your last email before taking the next steps, which may include taking legal action.
Subject line: REQUIRES IMMEDIATE ATTENTION: [Company Name] – Overdue Payment – [Invoice Number]
Hello,
I’ve sent you several emails regarding an unpaid invoice #.
As per our payment terms, additional late fees of 5% have been added, given that the invoice is now 60 days overdue.
You can find the updated invoice attached.
You must pay this invoice within the next seven days.
Please let me know when you've received this email.
Regards,
Your Name
💡 N.B: if you’re owed a lot of money and don’t want to work with this client again, you can add that you will be pursuing legal action against them if you don’t receive payment.
If you still don’t get paid even after chasing payment
You have multiple options here.
- Spread the word: Social media can be a powerful ally. You could tag the company and denounce them (professionally), saying that they’ve ignored your requests to get paid and refuse to pay you for your work. It helps to mention the campaign, ad, or project in which you’re featured. If you're a model, use networks like Shit Model Management, The Model Alliance or 1Granary to spread the word. Similarly, do the same if an agency refuses to pay you without justification. Let ShitModelManagement know about your experience to protect other models from not getting paid.
- Pursue legal action: If you’re owed a lot of money and don’t want to work with this client or agency again, you may consider getting legal help and hiring an attorney. Consider this option only if you’re willing to invest the time, effort and money into the process.
You’ll need to keep a record of all your previous conversations with that client and make sure that the payment terms were clearly stated in the contract and invoice.
💡 The Small Claims Court can help you take legal action for up to £10,000 and you can make a claim online. The initial application fee is between £25 and £410, a court allocation fee is £40, and a potential court hearing fee is between £25 and £325, according to Money Saving Expert. But if you win the case, those costs will be repaid (Creative Lives in Progress, 2021).
Invoicing for freelance work is an essential part of leading a successful freelancing career. By following the tips and strategies above, you can increase your chances of getting paid on time and avoid the common pitfalls that lead to late payments. By mastering the art of invoicing, you'll be able to focus on your creative work with confidence, knowing that your invoices are being taken care of.
If you're a creative on the Contact platform, you can avoid late payments and get paid instantly, the day after you finish a job with a client. Sounds too good to be true? Discover Bloom, our instant payout solution for freelance creatives and modelling agencies.
Cover Image: Model Malachi Muzoora (Blue Agency) for Kickers
Go further:
Maylis Moubarak, on 27 March 2023
Content Marketing Manager at Contact
Share post
Discover more
Interested in learning more about Contact and how we're empowering the next generation of creatives? Sign up to our exclusive mail.