Freelance Invoice Templates

Who Should Use Hourly Professional Invoice Templates?

Any freelancer, contract employee, or small business owner who charges clients based on an hourly rate can use an hourly rate invoice template format rather than simply using a Google doc. Not only is it more professional, but it saves you from any potential mistakes. using a free invoice template can help you and your client track and calculate the total amount of hours spent on a job – ensuring that you will get paid the right amount. 

Remember to clearly state the exact tasks you accomplished and how long each task took to complete using the invoice generator. 

Some examples of those who could benefit from using our free invoice template include: 

• Writers
• Graphic designers
• Virtual assistants 
• Business Owners
• Contractors 
• Photographers 
• Moving companies 
• Cleaners 
• Consultants 

What Items are on an Hourly Invoice in Hong Kong (HK)?

A professional invoice will include features that are common among most invoices, as well as some custom features that will only apply in certain situations. Therefore, you can customise your invoice to suit your needs.

Common features:

All invoices for HK clients share some common features, including: 

• Company name
• Business logo
• Contact details including email address
• An invoice number
• Client name
• Bank details, including IBAN and SWIFT code
• The Hong Kong Identity Number (HKID)
• The net amount

For International Clients:

Along with the custom features that every invoice should include, here are some essentials to follow when billing overseas clients from Hong Kong

• The exchange rate issued by the Hong Kong Monetary Authority (HKMA) on the day invoice is issued
• The payable tax amount in Hong Kong Dollar (HKD) (If the business is under sole proprietorship)

Custom Features:

Your hourly invoice also requires a few custom features including:

Type of service rendered

If you’re a virtual assistant, for example, your invoice should reflect the task you perform (i.e. creating a database of constituents for a political client). Any other tasks undertaken for Hong Kong-based or foreign clients, should also be itemised and added to the invoice in the same manner.

Hourly rate 

The amount you charge by the hour for that type of task, and how many hours you spend on the task, followed by the total charge for that specific task. Subtotal your charges for each task.

Forms of accepted payment

Payment methods might include checks, bank drafts, debit cards, credit cards, or other online banking solutions.

Terms of payment

Payment terms outline how, when, and with what method your customers or clients provide payment to your business.

Profits Tax In Hong Kong 

As a self-employed person, freelancer, or sole proprietor of a small business, you are liable to profits tax on the assessable profits of your sole proprietorship or partnership business.

Unlike other states or countries, HK has a territorial tax regime, meaning that only the income derived from the city is subject to the profits tax. There are some basic requirements that you need to follow to ensure that you comply with the Inland Revenue Ordinance (IRO).

• maintain the records for seven years or more
• prepare the accounts based on the existing accounting records
• fill in and file the tax return (report the business profits and losses)
• Notify the Inland Revenue Department (IRD) about the cessation of your business within one month of cessation
• Notify the IRD about your change of address within one month 

Add any other applicable sales tax before you compute the grand total. You can opt to not reflect taxes on your invoice and instead incorporate them into your fees, but be sure to set aside about 15% of your earnings to be prepared when tax season hits. 

What Type of Charges Should Be Reflected on Your Invoice Template For Hours Worked? 

Your hourly invoice is a little different than the usual “products sold” type of invoice because of how you itemise your charges. Consultants who charge per-project fees are able to modify a generalised invoice – but for certain types of freelancers, this format doesn’t quite work. Here’s why:

• A writer can charge a per-blog fee or a bill per word. If the writer is performing bulk work, sometimes they offer a discount. Therefore, the invoice a writer creates can have multiple lines for different types of work completed. There are freelance writing invoice templates that make this very easy for your freelance writing business.
• A virtual assistant invoice template can incorporate different hourly fees depending on the nature of the requested task.

To price your service correctly, estimate how long it takes you to complete a project, then multiply hours by the average hourly pay for that service, and set a flat fee accordingly. You may or may not have to pay taxes on your earnings come year-end, so adding a small amount for tax into your flat fee should be considered.

How Should You Send Your Invoice For Freelance Work?

Many people who work from home today send invoices digitally – writers and VAs find their clients online, perform the tasks requested, and when it’s time to ask for a payment, they create invoices online and email them to their clients. While you may mail or hand-deliver your invoice if clients live within the Hong Kong territory, it is perfectly acceptable to send it to your client via email or to use a software program like QuickBooks to prepare and send your invoices. If you need a simpler way to invoice your clients, try QuickBooks invoicing software now.