Getting Paid as a WordPress Blogger? Here’s Everything to Include in Your Invoice

Since its inception, WordPress has become an online mecca of shared ideas—thanks to the 60 million bloggers worldwide that dedicate their time, energy, and skills to them. But there’s much more to blogging than what meets the eye.

WordPress bloggers are freelance writers and content creators who earn an income via multiple methods, such as writing sponsored blog posts, inserting paid ads, or becoming an affiliate marketer. And just like with any professional role, getting paid as a blogger means knowing how to manage your personal finances effectively.

Creating and issuing professional-looking, easy-to-read, user-friendly invoices is essential for any WordPress blogger who wants to make money. Especially if you want repeat business and prompt payment. Let’s jump into everything you need about invoicing as a blogger. 

Why Are Invoices Important For WordPress Bloggers? 

Invoices are a vital component of any freelance professional’s livelihood. Even if you are starting your blogging career, issuing a proper invoice is essential for keeping track of incoming payments. 

A proper invoice should inform clients of which services they have obtained and clarify any details surrounding payment information and terms. Your invoice also serves as a de facto agreement between you and the client, outlining expectations and confirming the timeline of your project(s). 

Invoices are important for WordPress bloggers because they are important to all freelance professionals. They help you avoid awkward conversations, prevent miscommunications, and ultimately pay you on time. You need to know how to create one!

What Should A WordPress Blogger’s Invoice Include?

The necessary contents of an invoice change depending on the industry and skills in question. 

For example, a hairdresser’s invoice will look quite different from a graphic design agency’s because they both factor in unique services and payment methods. But when it comes to WordPress blogger invoices, the format is relatively simple and easy to coordinate. 

They should include all the basic elements of an invoice and minor tweaks relating to rates systems and payment terms. Without further ado, let’s look at what a WordPress blogger’s invoice should always include. 

1. The “Invoice” title

To achieve the highest level of clarity, titling your invoice with the word “invoice” eliminates any risks of miscommunication and puts you and your client on exactly the same page. You can position your invoice title wherever appropriate, but most people use it as the main header in the top line of the document. 

2. Unique invoice number 

Every single one of your invoices should get assigned a unique invoice number. This helps you and your client keep track of payments methodically. And if you ever need to pull up an invoice again for reference, you’ll know exactly where to look. 

Invoice numbers typically start with the letters “INV” for the invoice, followed by a triple set of numbers. The first invoice you ever send should be labeled “INV001”. From there, your next one can be INV002, INV003, and so on. 

Don’t make the mistake of starting a new INV001 for every different client unless you use a unique identifying client code for them, too. You can use a few letters of their brand name or similar, such as INVCB001, to ensure you don’t create duplicates.

3. Your professional logo 

A professional logo is a great way to make a positive visual impression on clients. If you have a logo, make sure you include it in the top line of your invoice. If you don’t yet have a logo, consider adding your name in an easy-to-read yet eye-catching font. 

4. Names and contact details 

All invoices should include the contact information of the sender and recipient in question. That includes full names, company names, telephone numbers, email addresses, and physical addresses, if applicable. This enables you to contact each other regarding any issues, should they arise. 

5. Date of issuing an invoice 

A professional invoice should always feature the current date or date of issuing the invoice. This is essential for keeping track of outgoing bills and holding clients accountable for late payments. 

6. Listicle description of services provided 

Every invoice needs a description of the goods or services being billed. The client deserves to see what they’re getting billed for, and both of you can benefit from a clear report of what’s being transacted. 

In the midsection of your invoice, add a table that allows you to list every service you’ve provided for the client, such as the number of targeted blog posts, brand name insertions, or general content creation. Any services you’ve provided that require remuneration should be added. 

7. Total amounts owed 

Alongside the list of your described services, your blogger’s invoice should also include the amounts owed per service, plus the total at the end. 

This helps clients understand exactly what they are being charged for, and makes it easier for them to make the payment on time with no errors. 

8. Preferred payment method and details 

Providing your current, accurate payment details are extremely important for any invoice. 

After all, you can’t expect anyone to pay you unless you have given them the information required. First, list your preferred method(s) of payment. Some popular options include EFT (Electronic Funds Transfer), credit cards, PayPal, Google Pay, Apple Pay, and even Bitcoin. 

The more payment options you provide your clients, the more likely they will pay you on time. Then, don’t forget to add your relevant payment details, such as your account number or link. 

9. Terms of payment 

Your payment terms encompass the rules or guidelines you’d like to set around the fund transfer. For example, the date you’d like to be paid by, and any interest rates you’d like to charge for late payments. This helps to incentivize clients to make timely payments and avoid problems in general. 

10. Taxes

Depending on the size and scale of your self-employed income, you may be required to add the tax to your invoices. Most bloggers are only required to charge a basic HST or GST rate, but this varies depending on the state and country. Find out the laws of freelance taxes in your region and add accordingly. 

Which Is Better: Digital Or Electronic Invoices? 

Digital and electronic invoices might seem like the same thing. However, they’re not. Several differences between them are worth contemplating. 

Digital invoices are any digital document file that can be made from scratch via a basic tool like Word or Excel. An electronic invoice is a systemically formatted one created automatically by an invoice management system. Both are good options, but electronic invoices tend to be more efficient. 

However, digital invoices are much easier to make, especially if you are starting your WordPress blogging career. Until you can afford the rates of an electronic system, digital will do just fine. 

WordPress Blogger Invoicing Tips 

Managing invoices is not always easy, especially when you don’t have background knowledge of accounting or billing from an online perspective. But there are small tricks everyone can use to expedite their invoicing process and develop stronger relationships with current and future clients: 

  • Be prompt – If you want to get paid on time, set the bar high with a punctual invoice. As soon as you have established a verbal or written agreement with a client, don’t wait around; make the first move quickly.
  • Install an invoicing plugin – WordPress is renowned for its many plugin options that can add useful extensions and tools to the blog management process. There are dozens of invoice plugins available that can streamline your invoice system, so why not try one?
  • Add your socials – If you run active social media accounts that could boost your engagement with clients, don’t be afraid to add links to them at the bottom of your invoices.
  • Consider discounts – If you’re a new blogger looking for effective ways to reach new clients, adding a small discount for friends and family is not a bad idea. It can help you build up credibility and a bigger portfolio that can attract valuable clients later on.
  • Make it look good – A neat, well-designed, professional-looking invoice greatly affects how clients interpret your services. Make sure yours has the appeal of professionalism. 

Thanks to the rapid evolution of technology, bloggers (and all types of professionals across the board) have many online tools and resources available to help them manage their invoicing systems.

From customizable self employed invoice temples to full-suite accounting software packages, managing the money you make from a WordPress blog is simple. 

The Takeaway For Freelance Bloggers Making Money Online 

Getting invoicing right is essential if you want to be a successful WordPress blogger (or any blogger, for that matter). These important digital documents keep the wheels of your solo business turning, and ensure you’re as protected as possible from potentially non-paying clients. 

With a proper invoice system, you can maintain better relationships with clients, keep a meticulous record of payments, and perhaps most importantly, get paid on time, every time. I hope you have understood the importance of sending a proper invoice with essential details.

by Nirmala
Nirmala is an avid blogger, WordPress enthusiast who has been blogging since 2010. She loves to write useful WP tips & tricks on this active blog.

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