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Freelancers and consultants

Invoicing hours or day rates

‘March services: €4,200’ can raise questions. Clients want to see the work, hours or days and agreed rate. A clear invoice gets approved and paid sooner.

What makes a good hourly or daily invoice?

Each line should specify the work, period, hours or days, rate and amount. Larger clients often require a purchase order number or project code. Missing details can leave your invoice waiting for internal clarification.

Copying time from a calendar, spreadsheet or tracking app can mean forgotten half-days, incorrect rates or rounding errors. Save different rates for development, consulting, workshops and urgent out-of-hours work instead of looking them up each time.

In ProFactuur

How to do it, step by step

  1. 1

    Create products for your rates

    Add a product for each type of work with an hour or day unit, price and VAT rate. Select it on the invoice and enter the quantity.

  2. 2

    Include the period in the description

    Briefly state the work and period, for example ‘Analysis and development, 1 to 31 March’.

  3. 3

    Copy hours from your records

    ProFactuur has no built-in time tracking. Keep using your existing tool and enter the total for each rate. Decimal quantities such as 7.5 hours are supported.

  4. 4

    Start with a quote

    For an agreed number of days, let the client approve a quote online. Convert it to an invoice and adjust quantities to the work actually performed.

Example

Example: freelance developer with two rates

A developer invoices a Belgian client for March, using an hourly development rate and a daily workshop rate.

Development, 1 to 31 March, 62.5 hours at €75.00€4,687.50
Team workshop, 1 day at €680.00€680.00
Total excluding VAT€5,367.50
VAT 21%€1,127.18
Total payable€6,494.68

ProFactuur calculates each line and VAT automatically and adds a structured payment reference and payment QR code.

Following up and getting paid

Set a due date matching your agreement, for example thirty days. On a paid plan, Peppol sends invoices directly into Belgian business clients’ accounting systems, often helping payment along.

Record payments manually or import bank statements in CSV or CODA format. Partial payments are tracked. Reports shows average payment time per client and consistently late payers. For a fixed number of days each month, consider recurring invoices; for EU clients, read about invoicing services abroad.

Frequently asked questions

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