[{"data":1,"prerenderedAt":1474},["ShallowReactive",2],{"page-\u002Fcommercial-invoice-template":3,"related-\u002Fcommercial-invoice-template":538},{"id":4,"title":5,"author":6,"body":7,"category":524,"date":525,"dek":526,"description":527,"extension":528,"featured":529,"meta":530,"navigation":531,"path":532,"readingTime":533,"seo":534,"sitemap":535,"stem":536,"__hash__":537},"content\u002Fcommercial-invoice-template.md","What Is a Commercial Invoice? Customs Requirements + Free Template","Daniel Reed",{"type":8,"value":9,"toc":495},"minimark",[10,15,19,28,31,35,38,41,64,67,71,74,79,82,86,94,98,101,110,114,117,120,125,129,137,141,144,148,151,155,158,165,170,173,205,208,212,215,219,222,226,229,342,355,359,391,409,413,416,452,456,460,467,471,474,478,481,485,488,492],[11,12,14],"h2",{"id":13},"is-a-commercial-invoice-the-same-as-the-invoice-you-send-for-payment","Is a Commercial Invoice the Same as the Invoice You Send for Payment?",[16,17,18],"p",{},"No, and confusing the two is a common and expensive mistake. A commercial invoice is a legal customs document — not a payment request, not a preliminary quote. It tells the authorities at a border crossing what's in the shipment, who's sending it, who's receiving it, what it's worth, and where it was made. Customs uses that information to calculate duty and tax, verify the goods against import rules, and decide whether the package moves through or sits in a bonded warehouse accumulating storage charges.",[16,20,21,22,27],{},"Your standard sales invoice is a payment request to a client. A ",[23,24,26],"a",{"href":25},"\u002Fproforma-invoice-vs-invoice","proforma invoice"," is a preliminary quote issued before goods ship. A commercial invoice is the final, definitive record of the transaction, prepared specifically for export and import. For a single international sale, you may issue all three: a proforma to confirm the order, a commercial invoice for the shipment, and your accounting invoice for the books.",[16,29,30],{},"If you sell physical products internationally — an Etsy seller posting handmade goods, a small manufacturer shipping a pallet, a freelancer mailing prototype hardware — you'll need one for nearly every commercial shipment that crosses a border. DHL, FedEx, UPS, and most carriers require it and won't let you book international freight without one.",[11,32,34],{"id":33},"when-you-need-one-and-when-you-dont","When You Need One (and When You Don't)",[16,36,37],{},"You need a commercial invoice when goods of commercial value cross an international border. That includes sales, free samples, warranty replacements, and goods shipped between two branches of the same company.",[16,39,40],{},"You generally don't need one for:",[42,43,44,52,58],"ul",{},[45,46,47,51],"li",{},[48,49,50],"strong",{},"Documents only"," — paper with no commercial value (a signed contract, printed reports).",[45,53,54,57],{},[48,55,56],{},"Domestic shipments"," — anything staying inside one customs territory.",[45,59,60,63],{},[48,61,62],{},"Personal gifts below a de minimis threshold"," — though \"gift\" status is scrutinised, and thresholds vary by country and change frequently. Don't mislabel a sale as a gift to dodge duty; that's customs fraud.",[16,65,66],{},"For very low-value items, some carriers accept a simplified declaration, but the safe default for any business shipment is a full commercial invoice.",[11,68,70],{"id":69},"required-fields-one-by-one","Required Fields, One by One",[16,72,73],{},"Customs forms vary slightly by carrier and destination country, but the core data is consistent. Get any of these wrong and your package can be held, fined, returned, or destroyed.",[75,76,78],"h3",{"id":77},"shipper-and-consignee-details","Shipper and consignee details",[16,80,81],{},"Full legal name, address, phone, and email for both the sender (shipper\u002Fexporter) and the recipient (consignee\u002Fimporter). If the buyer differs from the delivery address, list both. Include tax and business identifiers where required: an EORI number for UK and EU shipments, an ABN for Australia, an importer's tax ID for the US.",[75,83,85],{"id":84},"invoice-number-and-date","Invoice number and date",[16,87,88,89,93],{},"A unique reference tying the document to your records. Use your normal sequence (see ",[23,90,92],{"href":91},"\u002Finvoice-numbering-best-practices","invoice numbering best practices",") and the date the goods are shipped.",[75,95,97],{"id":96},"detailed-description-of-goods","Detailed description of goods",[16,99,100],{},"Vague descriptions are the single most common cause of customs delays. \"Gifts,\" \"samples,\" \"parts,\" or \"merchandise\" will get a shipment flagged. Describe what each item actually is, what it's made of, and what it's for.",[102,103,104,107],"blockquote",{},[16,105,106],{},"Wrong: \"Clothing — 10 pcs\"",[16,108,109],{},"Right: \"Women's knitted scarves, 100% merino wool, not embroidered — 10 pcs\"",[75,111,113],{"id":112},"hs-code-harmonised-system-code","HS code (Harmonised System code)",[16,115,116],{},"The HS code is an internationally standardised number that classifies the product. The first six digits are the same worldwide; countries add further digits for their own tariff schedules (the US uses 10-digit HTS codes, the EU uses CN codes, the UK its own commodity codes). Customs uses this number to determine the duty rate.",[16,118,119],{},"You're responsible for classifying your own goods correctly. Find the right code through your country's tariff tool: the US International Trade Commission's HTS search, the UK Trade Tariff tool, the Canada Customs Tariff, or Australia's Working Tariff. A wrong code can mean underpaid duty (and penalties) or overpaid duty (money you don't get back easily).",[102,121,122],{},[16,123,124],{},"Example: a stainless steel water bottle might classify under HS 7323.93. The first six digits work globally; your destination country appends its own suffix.",[75,126,128],{"id":127},"country-of-origin","Country of origin",[16,130,131,132,136],{},"Where the goods were ",[133,134,135],"em",{},"manufactured or produced",", not where you're shipping from. A bottle made in China but shipped from your warehouse in Manchester has a country of origin of China. Origin determines eligibility for trade agreements and preferential duty rates, so it matters financially.",[75,138,140],{"id":139},"quantity-unit-value-and-total-value","Quantity, unit value, and total value",[16,142,143],{},"List quantity per line, the unit price, and the line total, then a grand total. Show the currency clearly (USD, GBP, CAD, AUD, EUR). Include the weight per item where the form asks.",[75,145,147],{"id":146},"declared-customs-value","Declared (customs) value",[16,149,150],{},"The value customs uses to calculate duty. For a straightforward sale, this is the price the buyer pays. For free samples or replacements, you still declare a fair market value and usually mark \"no commercial value — value for customs purposes only.\" Never undervalue to reduce duty. It's illegal, it voids your shipping insurance (claims pay out against declared value), and customs can revalue goods and fine you.",[75,152,154],{"id":153},"incoterms","Incoterms",[16,156,157],{},"Incoterms (International Commercial Terms, published by the ICC) define exactly where the seller's responsibility ends and the buyer's begins — who pays freight, who pays duty and import tax, and who carries risk at each stage. State the term and the named place.",[16,159,160],{},[161,162],"img",{"alt":163,"src":164},"A chart of common Incoterms (EXW, FOB, CIF, DAP, DDP) showing where the seller's responsibility ends and the buyer's begins","\u002Fimages\u002Fincoterms-flow.svg",[16,166,167],{},[133,168,169],{},"Incoterms at a glance: how far the seller's responsibility reaches under each term.",[16,171,172],{},"Common terms for smaller shippers:",[42,174,175,181,187,193,199],{},[45,176,177,180],{},[48,178,179],{},"EXW (Ex Works)"," — buyer collects from your premises and handles everything after. Minimum seller obligation.",[45,182,183,186],{},[48,184,185],{},"FOB (Free On Board)"," — seller delivers to the port and loads the vessel; risk passes to the buyer there. Used for sea freight.",[45,188,189,192],{},[48,190,191],{},"CIF (Cost, Insurance, Freight)"," — seller pays freight and insurance to the destination port; buyer handles import.",[45,194,195,198],{},[48,196,197],{},"DAP (Delivered At Place)"," — seller delivers to the buyer's address; buyer pays import duty and tax.",[45,200,201,204],{},[48,202,203],{},"DDP (Delivered Duty Paid)"," — seller handles everything, including destination duty and tax. Best buyer experience, most cost and admin for you.",[16,206,207],{},"Pick one deliberately. If you ship DDP without budgeting for the destination duty, you absorb a bill you didn't price in. If you ship DAP, tell your buyer they'll receive a duty invoice from the courier before delivery — surprise charges lead to refused parcels.",[75,209,211],{"id":210},"reason-for-export","Reason for export",[16,213,214],{},"A short statement: \"Sale of goods,\" \"Sample — no commercial value,\" \"Repair and return,\" \"Gift.\" This affects how the shipment is treated at the border.",[75,216,218],{"id":217},"signature","Signature",[16,220,221],{},"Many destinations require the exporter to sign and date the invoice, certifying the information is accurate. An electronic signature is usually accepted.",[11,223,225],{"id":224},"a-worked-example","A Worked Example",[16,227,228],{},"Say you run a small ceramics studio in Bristol shipping a wholesale order to a boutique in Toronto.",[102,230,231,237,247,316],{},[16,232,233,236],{},[48,234,235],{},"Commercial Invoice #2026-0417"," — Date: 23 Jun 2026",[16,238,239,242,243,246],{},[48,240,241],{},"Shipper:"," Clayfield Studio Ltd, 14 Kiln Road, Bristol BS1 4AB, UK — EORI GB123456789000\n",[48,244,245],{},"Consignee:"," Maple & Co Boutique, 88 Queen St W, Toronto ON M5H 2M5, Canada",[248,249,250,275],"table",{},[251,252,253],"thead",{},[254,255,256,260,263,266,269,272],"tr",{},[257,258,259],"th",{},"Description",[257,261,262],{},"HS code",[257,264,265],{},"Origin",[257,267,268],{},"Qty",[257,270,271],{},"Unit (GBP)",[257,273,274],{},"Total",[276,277,278,299],"tbody",{},[254,279,280,284,287,290,293,296],{},[281,282,283],"td",{},"Stoneware dinner plates, glazed, 27cm",[281,285,286],{},"6912.00",[281,288,289],{},"UK",[281,291,292],{},"24",[281,294,295],{},"12.00",[281,297,298],{},"288.00",[254,300,301,304,306,308,311,314],{},[281,302,303],{},"Stoneware mugs, glazed, 350ml",[281,305,286],{},[281,307,289],{},[281,309,310],{},"36",[281,312,313],{},"8.00",[281,315,298],{},[16,317,318,321,322,325,326,329,330,333,334,337,338,341],{},[48,319,320],{},"Subtotal:"," GBP 576.00\n",[48,323,324],{},"Freight:"," GBP 45.00\n",[48,327,328],{},"Total declared value:"," GBP 621.00\n",[48,331,332],{},"Incoterms:"," DAP Toronto\n",[48,335,336],{},"Reason for export:"," Sale of goods\n",[48,339,340],{},"Total gross weight:"," 18.5 kg\nSigned: ___________",[16,343,344,345,349,350,354],{},"Under DAP, Maple & Co pays Canadian import duty and GST\u002FHST before the courier releases the parcel. Clayfield should tell them that upfront. Note that VAT is generally zero-rated on exported goods, but you must keep proof of export — confirm the rules in ",[23,346,348],{"href":347},"\u002Fuk-vat-invoices-explained","our UK VAT guide"," and check whether your sale affects your ",[23,351,353],{"href":352},"\u002Fdo-i-need-to-register-for-vat","VAT registration position",".",[11,356,358],{"id":357},"tips-that-prevent-delays","Tips That Prevent Delays",[42,360,361,367,373,379,385],{},[45,362,363,366],{},[48,364,365],{},"Match everything."," The values, quantities, and descriptions on the commercial invoice must match the shipping label, the packing list, and any customs declaration. Mismatches trigger inspections.",[45,368,369,372],{},[48,370,371],{},"Three copies."," Couriers typically want the commercial invoice in a clear pouch on the outside of the box, often three signed copies. Many also require an electronic upload at booking.",[45,374,375,378],{},[48,376,377],{},"Use the buyer's tax ID when required."," Canada, Australia, and the EU often need the importer's identifier for clearance.",[45,380,381,384],{},[48,382,383],{},"Round nothing suspiciously."," Declared values that look invented — every item exactly £10 — draw attention.",[45,386,387,390],{},[48,388,389],{},"Keep copies for your records."," Customs authorities can audit export documents years later. Store them with your accounting records.",[16,392,393,394,398,399,403,404,408],{},"For the underlying mechanics of building and formatting the document, see our guides on ",[23,395,397],{"href":396},"\u002Fhow-to-make-an-invoice-in-excel-word-google-docs","making an invoice in Excel, Word, or Google Docs"," and ",[23,400,402],{"href":401},"\u002Fhow-to-write-an-invoice","how to write an invoice",". If you're also figuring out how to bill and get paid across borders, ",[23,405,407],{"href":406},"\u002Fhow-to-invoice-international-clients","invoicing international clients"," covers the payment side.",[11,410,412],{"id":411},"free-commercial-invoice-template-fields-to-include","Free Commercial Invoice Template: Fields to Include",[16,414,415],{},"Build your own by including every field below. Most carrier portals generate one automatically once you enter the shipment data.",[42,417,418,421,423,426,429,432,435,438,441,444,446,449],{},[45,419,420],{},"Document title: \"Commercial Invoice\"",[45,422,85],{},[45,424,425],{},"Shipper: name, address, contact, EORI\u002Ftax ID",[45,427,428],{},"Consignee: name, address, contact, importer tax ID",[45,430,431],{},"Buyer (if different from consignee)",[45,433,434],{},"Line items: description, HS code, country of origin, quantity, unit value, line total",[45,436,437],{},"Subtotal, freight, insurance, grand total — with currency",[45,439,440],{},"Total declared value for customs",[45,442,443],{},"Incoterm and named place",[45,445,211],{},[45,447,448],{},"Total number of packages and gross weight",[45,450,451],{},"Exporter signature and date",[11,453,455],{"id":454},"questions-people-often-ask","Questions People Often Ask",[75,457,459],{"id":458},"what-distinguishes-a-commercial-invoice-from-a-proforma-invoice","What distinguishes a commercial invoice from a proforma invoice?",[16,461,462,463,466],{},"A proforma invoice is a preliminary document issued before the sale is final — a detailed quote that lets a buyer arrange payment or apply for an import licence. A commercial invoice is the final, binding record of the completed transaction, used by customs to clear the goods and assess duty. See our ",[23,464,465],{"href":25},"proforma vs invoice guide"," for the full comparison.",[75,468,470],{"id":469},"do-low-value-shipments-and-samples-still-need-a-commercial-invoice","Do low-value shipments and samples still need a commercial invoice?",[16,472,473],{},"Usually yes. Even free samples and replacements need a commercial invoice that states a fair market value, with a note such as \"sample — no commercial value, value for customs purposes only.\" Some carriers accept a simplified declaration below certain thresholds, but those thresholds vary by country and change over time, so confirm with your courier.",[75,475,477],{"id":476},"who-is-responsible-for-getting-the-hs-code-and-declared-value-right","Who is responsible for getting the HS code and declared value right?",[16,479,480],{},"The exporter. You declare the information and sign to certify it's accurate. An incorrect HS classification or declared value can lead to penalties, delays, or seizure, regardless of whether a courier's platform helped fill the form. Use your destination country's official tariff tool and keep a record of how you arrived at each classification.",[75,482,484],{"id":483},"is-undervaluing-goods-to-lower-the-customers-import-duty-ever-acceptable","Is undervaluing goods to lower the customer's import duty ever acceptable?",[16,486,487],{},"No. Declaring a false value is customs fraud. It voids your shipping insurance (payouts are based on declared value), and customs can independently revalue your goods and fine both parties. Declare the true transaction value every time.",[75,489,491],{"id":490},"how-do-i-choose-the-right-incoterm","How do I choose the right Incoterm?",[16,493,494],{},"Start by deciding who is better placed to handle import logistics in the destination country — you or the buyer. If the buyer has a local freight forwarder and is familiar with their country's customs process, DAP is usually the simplest arrangement. If you want to offer a seamless delivered price and have the resources to handle destination duties, DDP gives the buyer the cleanest experience. Whatever you choose, communicate it clearly so neither side is surprised by an unexpected cost.",{"title":496,"searchDepth":497,"depth":497,"links":498},"",3,[499,501,502,514,515,516,517],{"id":13,"depth":500,"text":14},2,{"id":33,"depth":500,"text":34},{"id":69,"depth":500,"text":70,"children":503},[504,505,506,507,508,509,510,511,512,513],{"id":77,"depth":497,"text":78},{"id":84,"depth":497,"text":85},{"id":96,"depth":497,"text":97},{"id":112,"depth":497,"text":113},{"id":127,"depth":497,"text":128},{"id":139,"depth":497,"text":140},{"id":146,"depth":497,"text":147},{"id":153,"depth":497,"text":154},{"id":210,"depth":497,"text":211},{"id":217,"depth":497,"text":218},{"id":224,"depth":500,"text":225},{"id":357,"depth":500,"text":358},{"id":411,"depth":500,"text":412},{"id":454,"depth":500,"text":455,"children":518},[519,520,521,522,523],{"id":458,"depth":497,"text":459},{"id":469,"depth":497,"text":470},{"id":476,"depth":497,"text":477},{"id":483,"depth":497,"text":484},{"id":490,"depth":497,"text":491},"Document Types","2026-06-23",null,"A commercial invoice clears your goods through customs. Learn the required fields — HS codes, country of origin, Incoterms, declared value — with a free template.","md",false,{},true,"\u002Fcommercial-invoice-template","8 min read",{"title":5,"description":527},{"loc":532},"commercial-invoice-template","zWbfNtKK99XD_aD4ztM3na7qoO-O1PAqd5miC2YvCM0",[539,961],{"id":540,"title":541,"author":6,"body":542,"category":952,"date":953,"dek":526,"description":954,"extension":528,"featured":529,"meta":955,"navigation":531,"path":956,"readingTime":533,"seo":957,"sitemap":958,"stem":959,"__hash__":960},"content\u002Fhow-to-bill-clients-for-expenses.md","How to Bill Clients for Expenses: Reimbursable Expenses on Invoices",{"type":8,"value":543,"toc":939},[544,548,551,558,561,565,568,580,583,603,606,610,613,619,625,632,635,639,642,647,775,781,784,791,795,804,808,823,833,844,848,856,860,873,884,888,895,898,902,936],[11,545,547],{"id":546},"what-counts-as-a-reimbursable-expense-and-what-doesnt","What counts as a reimbursable expense (and what doesn't)",[16,549,550],{},"A reimbursable expense is a cost you incur on a project that the client has agreed to pay back. You front the money, then recharge it. Classic examples: a train fare to a client site, a stock photo licence bought for their brochure, a domain and hosting plan set up in their name, or a specialist subcontractor you hired to finish part of the job.",[16,552,553,554,557],{},"What is ",[133,555,556],{},"not"," reimbursable is your ordinary cost of being in business. Your laptop, your accounting software subscription, your home office internet, your professional insurance — those are overhead. You recover them through your rate, not by itemising them on a client invoice. The line matters because clients push back hard when they see costs they consider \"your problem\" appearing on a bill.",[16,559,560],{},"The cleanest test: would this cost exist if the project didn't? A flight booked specifically for one client's workshop fails the \"would exist anyway\" test, so it's reimbursable. Your Adobe subscription would exist regardless, so it's overhead.",[11,562,564],{"id":563},"agree-the-rules-before-you-spend-a-penny","Agree the rules before you spend a penny",[16,566,567],{},"Most expense disputes are really scope disputes that surfaced late. Kill them in the contract or proposal. A short clause is enough:",[102,569,570],{},[16,571,572],{},[133,573,574,575,579],{},"Expenses: The Client will reimburse pre-approved out-of-pocket costs incurred on this project, including travel, accommodation, third-party software licences, and subcontractor fees. Costs above $150 per item require written approval in advance. Expenses are billed at cost and supported by receipts. Mileage is charged at ",[576,577,578],"span",{},"rate"," per mile.",[16,581,582],{},"Three things that clause does for you:",[42,584,585,591,597],{},[45,586,587,590],{},[48,588,589],{},"Sets an approval threshold."," Anything above the limit needs a yes in writing. Below it, you're covered to just spend and recharge.",[45,592,593,596],{},[48,594,595],{},"States the markup policy up front"," (here, \"at cost\" — no markup). Decide this deliberately; more on markup below.",[45,598,599,602],{},[48,600,601],{},"Requires receipts",", which signals you'll keep clean records and pre-empts the \"can you prove that?\" conversation.",[16,604,605],{},"Get the client to confirm expensive items by email before you commit. A one-line \"Booking the Tuesday flight at £142, confirming that's approved\" costs you nothing and turns a possible fight into a paper trail.",[11,607,609],{"id":608},"to-mark-up-or-not-to-mark-up","To mark up or not to mark up",[16,611,612],{},"There are two honest positions, and clients treat them very differently.",[16,614,615,618],{},[48,616,617],{},"Billing at cost (pass-through)."," You recharge exactly what you paid. A £142 flight becomes a £142 line. This is the norm for genuine third-party disbursements and it builds trust because there's nothing to argue about. The downside: you carry the cash-flow burden and admin for free.",[16,620,621,624],{},[48,622,623],{},"Adding a handling markup."," Some agencies add 10–20% to expenses to cover the time spent booking, coordinating, and financing the cost. This is legitimate as long as it's disclosed. What damages relationships is a hidden markup a client discovers by seeing the original receipt. If you mark up, either state the percentage in your contract or fold the handling into a separate \"coordination fee\" line rather than inflating the receipt total.",[16,626,627,628,631],{},"A middle path many freelancers use: pass genuine disbursements through at cost, but bill your own ",[133,629,630],{},"time"," spent managing a subcontractor or sourcing materials as normal billable hours. That keeps the expense honest and still pays you for the work.",[16,633,634],{},"For mileage, use your tax authority's standard rate as a defensible number rather than guessing. In the US the IRS sets an annual business mileage rate; the UK uses HMRC approved mileage allowance payments (commonly quoted as 45p per mile for the first 10,000 miles); Canada and Australia publish their own per-kilometre figures. These change, so check the current rate for your country each tax year.",[11,636,638],{"id":637},"how-to-list-expenses-on-the-invoice","How to list expenses on the invoice",[16,640,641],{},"Keep expenses visually distinct from your fees. Clients scan invoices, and burying a £600 subcontractor cost inside your service total invites suspicion. Two structures work well.",[16,643,644],{},[48,645,646],{},"Option A — a dedicated expenses block:",[248,648,649,663],{},[251,650,651],{},[254,652,653,655,657,660],{},[257,654,259],{},[257,656,268],{},[257,658,659],{},"Rate",[257,661,662],{},"Amount",[276,664,665,679,692,705,717,729,744,760],{},[254,666,667,670,673,676],{},[281,668,669],{},"Web design services (June)",[281,671,672],{},"22 hrs",[281,674,675],{},"$85",[281,677,678],{},"$1,870.00",[254,680,681,686,688,690],{},[281,682,683],{},[48,684,685],{},"Reimbursable expenses",[281,687],{},[281,689],{},[281,691],{},[254,693,694,697,700,703],{},[281,695,696],{},"Stock photography licence (invoice #A-2231)",[281,698,699],{},"1",[281,701,702],{},"$79.00",[281,704,702],{},[254,706,707,710,712,715],{},[281,708,709],{},"Return train fare, London↔Bristol (12 Jun)",[281,711,699],{},[281,713,714],{},"$64.00",[281,716,714],{},[254,718,719,722,724,727],{},[281,720,721],{},"Subcontractor: copywriting (J. Okafor)",[281,723,699],{},[281,725,726],{},"$450.00",[281,728,726],{},[254,730,731,736,738,740],{},[281,732,733],{},[48,734,735],{},"Subtotal — services",[281,737],{},[281,739],{},[281,741,742],{},[48,743,678],{},[254,745,746,751,753,755],{},[281,747,748],{},[48,749,750],{},"Subtotal — expenses",[281,752],{},[281,754],{},[281,756,757],{},[48,758,759],{},"$593.00",[254,761,762,766,768,770],{},[281,763,764],{},[48,765,274],{},[281,767],{},[281,769],{},[281,771,772],{},[48,773,774],{},"$2,463.00",[16,776,777,780],{},[48,778,779],{},"Option B — a separate expenses invoice"," entirely, cross-referenced to the project. Useful when expenses are large or arrive on a different timeline than your fees, and when a client's accounts team codes reimbursements to a different budget.",[16,782,783],{},"Either way, name the specific supplier, date, and purpose on each line. \"Travel — $64\" is weak. \"Return train fare, London↔Bristol, 12 Jun client workshop — $64\" gets approved without a follow-up email. Attach the underlying receipts as a PDF; don't wait to be asked.",[16,785,786,787,790],{},"If you're building invoices by hand, the layout principles in ",[23,788,789],{"href":396},"how to make an invoice in Excel, Word or Google Docs"," apply here too — a clean expenses subtotal is just another block.",[11,792,794],{"id":793},"the-vat-and-sales-tax-part-people-get-wrong","The VAT and sales-tax part people get wrong",[16,796,797,798,398,801,354],{},"This is where recharging expenses gets genuinely technical, and the rules differ by tax and by country. Two concepts get confused constantly: ",[48,799,800],{},"recharges",[48,802,803],{},"disbursements",[75,805,807],{"id":806},"recharges-vs-disbursements-vat-registered-businesses","Recharges vs disbursements (VAT-registered businesses)",[16,809,810,811,814,815,818,819,822],{},"A ",[48,812,813],{},"recharge"," is a cost you incurred ",[133,816,817],{},"for your own business"," in order to deliver the service, which you then pass on. Your train fare to a client meeting is your cost — you bought the ticket, you travelled. When you recharge it, it becomes part of the consideration for your service, so in the UK and similar VAT systems you generally add VAT to it at your service rate, ",[133,820,821],{},"even if the original ticket was zero-rated or VAT-exempt",". That surprises people: a zero-rated train fare recharged to a client typically gets 20% VAT added because it's now part of your taxable supply.",[16,824,810,825,828,829,832],{},[48,826,827],{},"disbursement"," is a cost you paid ",[133,830,831],{},"as the client's agent"," — the goods or services were supplied to the client, not to you, and you merely handled the payment. A statutory fee (say, a companies-registry filing fee paid on the client's behalf) can qualify. Disbursements are passed on at exact cost with no VAT added by you, but they must meet strict conditions: the client received the supply, you were acting as their agent, and you show the cost separately. Getting this wrong means under- or over-charging VAT.",[16,834,835,836,839,840,843],{},"Practical takeaway for UK and EU-style VAT: most of what freelancers call \"expenses\" are actually recharges, not disbursements, so you add VAT. Read ",[23,837,838],{"href":347},"UK VAT invoices explained"," and, if you're near the threshold, ",[23,841,842],{"href":352},"do I need to register for VAT",". Rules vary — confirm your specific situation with HMRC or an accountant.",[75,845,847],{"id":846},"us-sales-tax","US sales tax",[16,849,850,851,855],{},"Whether a reimbursed expense is taxable depends on the state and on whether the underlying item was taxable and how it's characterised. Reimbursed costs that are part of a bundled taxable service can be taxable; a separately stated pass-through of a non-taxable item may not be. There's no single national rule. The overview in ",[23,852,854],{"href":853},"\u002Fus-sales-tax-on-invoices","US sales tax on invoices"," is a starting point, but check your state.",[75,857,859],{"id":858},"canada-and-australia","Canada and Australia",[16,861,862,863,867,868,872],{},"For GST\u002FHST in Canada, recharged expenses generally follow the tax treatment of your overall supply; see ",[23,864,866],{"href":865},"\u002Fcanada-gst-hst-invoice-requirements","Canada GST\u002FHST invoice requirements",". In Australia, GST on reimbursements versus true disbursements follows a similar agent-vs-principal logic to the UK; a valid ",[23,869,871],{"href":870},"\u002Fwhat-is-a-tax-invoice-australia","tax invoice"," still needs the right GST breakdown.",[16,874,875,876,879,880,883],{},"One more trap: ",[48,877,878],{},"don't double-count VAT\u002FGST you've already reclaimed."," If you're VAT-registered and reclaimed the input tax on that £79 stock photo, you recharge the £79 net (pre-VAT) figure and add your own VAT on top. Recharging the VAT-inclusive amount ",[133,881,882],{},"and"," adding VAT again overcharges the client.",[11,885,887],{"id":886},"keep-the-receipts-and-keep-them-findable","Keep the receipts, and keep them findable",[16,889,890,891,354],{},"Every recharged cost needs a supporting document you can produce on demand: the supplier invoice, the ticket, the mileage log. Tax authorities can ask you to justify both the expense you claimed and the amount you recharged. Retention periods vary (commonly several years), so store them with the project. The practical mechanics are covered in ",[23,892,894],{"href":893},"\u002Fhow-long-to-keep-invoices-and-receipts","how long to keep invoices and receipts",[16,896,897],{},"A simple system: create a folder per project, drop every receipt in as you incur it, and log the date, supplier, amount, and whether tax was charged in a spreadsheet. When invoice day arrives the expenses block writes itself.",[11,899,901],{"id":900},"handling-the-awkward-cases","Handling the awkward cases",[42,903,904,910,920,930],{},[45,905,906,909],{},[48,907,908],{},"The client rejects an expense after the fact."," If it was under your approval threshold and inside the contract's categories, point to the clause. If it was over the threshold and you didn't get sign-off, you may have to eat it — which is exactly why the threshold exists.",[45,911,912,915,916,919],{},[48,913,914],{},"A subcontractor you're recharging."," You're the principal: you hired them, you pay them, you recharge the client. Their invoice is addressed to ",[133,917,918],{},"you",", and you issue your own invoice to the client. Don't just forward the sub's invoice.",[45,921,922,925,926,929],{},[48,923,924],{},"Foreign-currency expenses on an overseas project."," Convert at the rate on the date you paid, note the rate, and be consistent. ",[23,927,928],{"href":406},"Invoicing international clients"," covers the currency and payment side.",[45,931,932,935],{},[48,933,934],{},"Expenses that arrive after final payment."," Bill them promptly on a short-dated invoice rather than sitting on them. A late \"oh, and there's also £200 of expenses\" three months on reads as disorganised and gets queried.",[16,937,938],{},"Recharging expenses well is mostly about being boringly transparent: agree the rules in writing, spend inside the agreed limits, itemise clearly, attach the receipts, and apply the right tax treatment for your jurisdiction. Do that and expenses stop being a source of friction and become just another clean line on the invoice.",{"title":496,"searchDepth":497,"depth":497,"links":940},[941,942,943,944,945,950,951],{"id":546,"depth":500,"text":547},{"id":563,"depth":500,"text":564},{"id":608,"depth":500,"text":609},{"id":637,"depth":500,"text":638},{"id":793,"depth":500,"text":794,"children":946},[947,948,949],{"id":806,"depth":497,"text":807},{"id":846,"depth":497,"text":847},{"id":858,"depth":497,"text":859},{"id":886,"depth":500,"text":887},{"id":900,"depth":500,"text":901},"Invoicing Basics","2026-07-29","How to recharge travel, materials, software and subcontractor costs to clients, whether to add markup, and how VAT and sales-tax rules apply.",{},"\u002Fhow-to-bill-clients-for-expenses",{"title":541,"description":954},{"loc":956},"how-to-bill-clients-for-expenses","RpKUmFUK7kvh-_hOs2fJkgj3NKtNotmV5Fped0xpX-s",{"id":962,"title":963,"author":6,"body":964,"category":952,"date":1466,"dek":526,"description":1467,"extension":528,"featured":529,"meta":1468,"navigation":531,"path":1469,"readingTime":533,"seo":1470,"sitemap":1471,"stem":1472,"__hash__":1473},"content\u002Fwhat-is-progress-billing.md","What Is Progress Billing? How to Invoice a Project in Stages",{"type":8,"value":965,"toc":1456},[966,970,973,976,989,993,996,1017,1024,1030,1036,1039,1043,1046,1049,1187,1198,1202,1205,1222,1225,1228,1287,1290,1296,1300,1303,1309,1325,1331,1336,1339,1345,1351,1355,1358,1363,1371,1376,1396,1399,1403,1406,1443,1447,1450,1453],[11,967,969],{"id":968},"getting-paid-before-the-project-ends","Getting paid before the project ends",[16,971,972],{},"A web build quoted at $18,000 takes four months. If you invoice once at the end, you're effectively lending the client the cost of a third of a year's work, absorbing every scope change and stall, and betting your cash flow on a single payment that may arrive 30 days after the final sign-off. That's month five before a dollar lands.",[16,974,975],{},"Progress billing fixes this. Instead of one invoice, you break the project into stages and bill for each as you complete it. The client pays as value is delivered; you fund the work as you go. It's the standard model in construction, engineering, and large creative or software projects, and it scales down neatly to a solo freelancer running a $6,000 branding job.",[16,977,978,979,983,984,988],{},"This is different from a one-off ",[23,980,982],{"href":981},"\u002Fhow-to-ask-for-a-deposit-upfront-invoices","deposit invoice"," or a fixed monthly ",[23,985,987],{"href":986},"\u002Frecurring-and-retainer-invoices","retainer",". A deposit is a single upfront payment. A retainer bills a recurring fee regardless of specific deliverables. Progress billing charges incrementally against measurable chunks of one large project as they're finished.",[11,990,992],{"id":991},"how-progress-billing-actually-works","How progress billing actually works",[16,994,995],{},"Every progress-billed project rests on three decisions you make before you start:",[997,998,999,1005,1011],"ol",{},[45,1000,1001,1004],{},[48,1002,1003],{},"The total contract value."," The agreed price for the whole job (or a clear rate structure if it's time-and-materials).",[45,1006,1007,1010],{},[48,1008,1009],{},"The billing triggers."," What event releases each invoice, a calendar date, a completed milestone, or a percentage of work done.",[45,1012,1013,1016],{},[48,1014,1015],{},"The schedule of values."," A line-by-line breakdown showing how the total is split across stages.",[16,1018,1019,1020,1023],{},"Two broad methods exist for deciding ",[133,1021,1022],{},"when"," to bill:",[16,1025,1026,1029],{},[48,1027,1028],{},"Milestone billing."," You invoice when a defined deliverable is complete: \"homepage design approved,\" \"database migration signed off.\" Best when the work has clear, discrete stages. Clients like it because they're paying for something they can see.",[16,1031,1032,1035],{},[48,1033,1034],{},"Percentage-of-completion billing."," You invoice based on how much of the total work is finished, often assessed monthly. A builder might bill for 40% of a job at the end of month two. This suits long, continuous work where deliverables blur together. It requires an honest, defensible way to estimate \"percent complete,\" which is where disputes usually start.",[16,1037,1038],{},"Most small-business projects use milestones. They're concrete and hard to argue with.",[11,1040,1042],{"id":1041},"building-a-schedule-of-values","Building a schedule of values",[16,1044,1045],{},"The schedule of values is the backbone. It's a table, agreed in the contract, that both parties reference for the life of the project. Keep the number of stages sensible: too few and you're back to lump-sum risk, too many and you drown in admin.",[16,1047,1048],{},"Here's a schedule for that $18,000 website, split into five stages plus a deposit:",[248,1050,1051,1068],{},[251,1052,1053],{},[254,1054,1055,1058,1060,1063,1065],{},[257,1056,1057],{},"Stage",[257,1059,259],{},[257,1061,1062],{},"% of total",[257,1064,662],{},[257,1066,1067],{},"Trigger",[276,1069,1070,1087,1103,1118,1135,1150,1167],{},[254,1071,1072,1075,1078,1081,1084],{},[281,1073,1074],{},"0",[281,1076,1077],{},"Mobilisation deposit",[281,1079,1080],{},"20%",[281,1082,1083],{},"$3,600",[281,1085,1086],{},"On contract signing",[254,1088,1089,1091,1094,1097,1100],{},[281,1090,699],{},[281,1092,1093],{},"Discovery & sitemap approved",[281,1095,1096],{},"15%",[281,1098,1099],{},"$2,700",[281,1101,1102],{},"Client sign-off on IA",[254,1104,1105,1108,1111,1113,1115],{},[281,1106,1107],{},"2",[281,1109,1110],{},"Design mockups approved",[281,1112,1080],{},[281,1114,1083],{},[281,1116,1117],{},"Client sign-off on designs",[254,1119,1120,1123,1126,1129,1132],{},[281,1121,1122],{},"3",[281,1124,1125],{},"Development complete (staging)",[281,1127,1128],{},"25%",[281,1130,1131],{},"$4,500",[281,1133,1134],{},"Site live on staging server",[254,1136,1137,1140,1143,1145,1147],{},[281,1138,1139],{},"4",[281,1141,1142],{},"Testing, revisions, launch",[281,1144,1096],{},[281,1146,1099],{},[281,1148,1149],{},"Site live on production",[254,1151,1152,1155,1158,1161,1164],{},[281,1153,1154],{},"5",[281,1156,1157],{},"Retention release",[281,1159,1160],{},"5%",[281,1162,1163],{},"$900",[281,1165,1166],{},"30 days after launch, no defects",[254,1168,1169,1171,1175,1180,1185],{},[281,1170],{},[281,1172,1173],{},[48,1174,274],{},[281,1176,1177],{},[48,1178,1179],{},"100%",[281,1181,1182],{},[48,1183,1184],{},"$18,000",[281,1186],{},[16,1188,1189,1190,1193,1194,1197],{},"Notice stage 5. That's ",[48,1191,1192],{},"retainage"," (also called retention), a slice of the total held back until after final delivery to guarantee you fix defects. It's ingrained in construction, where 5–10% is typical, and it's increasingly reasonable for larger creative and software work. As the contractor being billed ",[133,1195,1196],{},"against",", you want retainage low and released quickly; as the party doing the work, you accept it because it reassures a nervous client. State the release condition precisely: \"5% retained, payable 30 days after production launch provided no critical defects remain open.\"",[11,1199,1201],{"id":1200},"what-goes-on-each-progress-invoice","What goes on each progress invoice",[16,1203,1204],{},"A progress invoice looks like a normal invoice with a few extra fields that show where this payment sits in the bigger picture. Every one should show:",[42,1206,1207,1210,1213,1216,1219],{},[45,1208,1209],{},"The overall contract value",[45,1211,1212],{},"This stage's amount (the \"current claim\")",[45,1214,1215],{},"Total billed to date, including this invoice",[45,1217,1218],{},"Total remaining after this invoice",[45,1220,1221],{},"Any retainage held",[16,1223,1224],{},"That running tally prevents the most common progress-billing argument: the client losing track of what they've already paid.",[16,1226,1227],{},"Here's how a stage 2 invoice might read:",[102,1229,1230,1236,1277,1284],{},[16,1231,1232,1235],{},[48,1233,1234],{},"Invoice #2026-034","\nProject: Website redesign — Contract value $18,000",[248,1237,1238,1247],{},[251,1239,1240],{},[254,1241,1242,1245],{},[257,1243,1244],{},"Line item",[257,1246,662],{},[276,1248,1249,1257,1265],{},[254,1250,1251,1254],{},[281,1252,1253],{},"Stage 2: Design mockups approved (20% of contract)",[281,1255,1256],{},"$3,600.00",[254,1258,1259,1262],{},[281,1260,1261],{},"Less retainage (5% of this claim)",[281,1263,1264],{},"–$180.00",[254,1266,1267,1272],{},[281,1268,1269],{},[48,1270,1271],{},"Amount due this invoice",[281,1273,1274],{},[48,1275,1276],{},"$3,420.00",[16,1278,1279,1280,1283],{},"Contract value: $18,000.00\nPreviously billed (stages 0–1): $6,300.00\nThis claim: $3,600.00\n",[48,1281,1282],{},"Billed to date: $9,900.00 (55%)","\nRetainage held to date: $495.00\nRemaining to bill: $8,100.00",[16,1285,1286],{},"Payment terms: Net 14. Work on stage 3 begins on receipt.",[16,1288,1289],{},"Whether you deduct retainage from each claim or hold it all in a final stage is a style choice; both are fine as long as the contract and the invoice math agree. Deducting a little from each claim (as above) is cleaner because the client always sees the running retention figure.",[16,1291,1292,1293,1295],{},"Number your invoices in a consistent sequence so the project's billing history is auditable. If you juggle several clients, see ",[23,1294,92],{"href":91}," for a scheme that won't collapse under multiple projects.",[11,1297,1299],{"id":1298},"contract-wording-that-protects-you","Contract wording that protects you",[16,1301,1302],{},"Progress billing lives or dies by what's written before work starts. The schedule of values belongs in the signed contract or statement of work, not buried in an email. Include clauses covering:",[16,1304,1305,1308],{},[48,1306,1307],{},"The trigger definition."," Vague triggers cause disputes. \"Design phase complete\" invites argument; \"Client provides written approval of homepage and two interior page mockups via email or project tool\" does not.",[16,1310,1311,1314,1315,1319,1320,1324],{},[48,1312,1313],{},"Payment terms per stage."," Short terms suit staged work. Net 7 to Net 14 is common; some freelancers use ",[23,1316,1318],{"href":1317},"\u002Fdue-on-receipt-payment-terms","due on receipt"," for deposits and early stages. Whatever you pick, spell out your ",[23,1321,1323],{"href":1322},"\u002Fhow-to-charge-late-fees-on-overdue-invoices","late fee"," policy too.",[16,1326,1327,1330],{},[48,1328,1329],{},"A stop-work clause."," The single most valuable line in a progress-billing contract:",[102,1332,1333],{},[16,1334,1335],{},"\"Work on the subsequent stage will not commence until payment for the preceding stage has been received in full. Timelines extend automatically by any period of delayed payment.\"",[16,1337,1338],{},"This turns your invoice into a gate. No payment, no progress. It's the natural leverage staged billing gives you, and it beats chasing an $18,000 balance at the end.",[16,1340,1341,1344],{},[48,1342,1343],{},"Scope-change handling."," When the client adds work mid-project, don't quietly absorb it into an existing stage. Issue a change order that adjusts the contract value and, if needed, adds a stage. Revised schedule of values, signed, then carry on.",[16,1346,1347,1350],{},[48,1348,1349],{},"Deposit and retainage terms."," State the deposit amount, whether it's refundable, and how it's applied (usually credited against stage 0 or spread across the first stages). State the retainage percentage and its precise release condition.",[11,1352,1354],{"id":1353},"a-worked-cash-flow-comparison","A worked cash-flow comparison",[16,1356,1357],{},"The point of all this is timing. Same $18,000 project, two approaches:",[16,1359,1360],{},[48,1361,1362],{},"Lump-sum, Net 30, invoiced at completion (month 4):",[42,1364,1365,1368],{},[45,1366,1367],{},"Cash in: $0 until roughly day 150",[45,1369,1370],{},"You self-fund four months of work",[16,1372,1373],{},[48,1374,1375],{},"Progress-billed against the schedule above:",[42,1377,1378,1381,1384,1387,1390,1393],{},[45,1379,1380],{},"Month 0: $3,600 deposit",[45,1382,1383],{},"Month 1: $2,700 (stage 1)",[45,1385,1386],{},"Month 2: $3,420 (stage 2, net of retainage)",[45,1388,1389],{},"Month 3: $4,275 (stage 3, net of retainage)",[45,1391,1392],{},"Month 4: $2,565 (stage 4, net of retainage)",[45,1394,1395],{},"Month 5: $2,340 (stage 5 + accumulated retainage $900)",[16,1397,1398],{},"By the end of month 2 you've collected $9,720 on a project you're only a bit over halfway through delivering. That's the difference between a healthy freelance business and one perpetually one late invoice away from trouble.",[11,1400,1402],{"id":1401},"tax-and-record-keeping-notes","Tax and record-keeping notes",[16,1404,1405],{},"A few things to get right, and rules vary by jurisdiction, so confirm with your tax authority or an accountant:",[42,1407,1408,1428,1434],{},[45,1409,1410,1413,1414,1416,1417,1419,1420,1423,1424,1427],{},[48,1411,1412],{},"When to recognise income and charge sales tax\u002FVAT"," usually depends on when each invoice is issued or paid, not on when the whole project finishes. If you're VAT-registered in the UK, each progress invoice is generally a tax point in its own right; see ",[23,1415,838],{"href":347},". US sales tax on services varies by state, covered in ",[23,1418,854],{"href":853},". Canadian GST\u002FHST has its own ",[23,1421,1422],{"href":865},"invoice requirements",", and Australian ",[23,1425,1426],{"href":870},"tax invoices"," have set fields.",[45,1429,1430,1433],{},[48,1431,1432],{},"Deposits can be treated differently from progress claims"," for tax purposes in some jurisdictions. Don't assume they're the same.",[45,1435,1436,1439,1440,1442],{},[48,1437,1438],{},"Keep every progress invoice, change order, and sign-off email"," for the whole project and beyond. Guidance on ",[23,1441,894],{"href":893}," applies here.",[11,1444,1446],{"id":1445},"when-progress-billing-isnt-worth-it","When progress billing isn't worth it",[16,1448,1449],{},"Skip it for anything short or small. A $900 logo delivered in a week doesn't need five invoices, take a deposit and bill the balance. Progress billing carries admin overhead: more invoices, more approvals, more tracking. The break-even point is roughly a project long enough or large enough that carrying the full cost to completion would strain your cash or your nerves.",[16,1451,1452],{},"It also demands a client who signs a proper contract and approves stages promptly. If sign-offs are the bottleneck, add a clause deeming a stage approved if the client doesn't respond within, say, five business days. Otherwise your carefully staged cash flow stalls on someone else's inbox.",[16,1454,1455],{},"Structure the stages, define the triggers in writing, and let each paid invoice unlock the next slice of work. The project funds itself, and you never carry more risk than the current stage.",{"title":496,"searchDepth":497,"depth":497,"links":1457},[1458,1459,1460,1461,1462,1463,1464,1465],{"id":968,"depth":500,"text":969},{"id":991,"depth":500,"text":992},{"id":1041,"depth":500,"text":1042},{"id":1200,"depth":500,"text":1201},{"id":1298,"depth":500,"text":1299},{"id":1353,"depth":500,"text":1354},{"id":1401,"depth":500,"text":1402},{"id":1445,"depth":500,"text":1446},"2026-07-27","A practical guide to milestone and staged invoicing for freelancers and contractors, covering deposits, progress claims, retainage, and sample wording.",{},"\u002Fwhat-is-progress-billing",{"title":963,"description":1467},{"loc":1469},"what-is-progress-billing","1f7Wj81KqhhKD9NyCFT0w5kd8bObLSynWMtfQE4jWeY",1785314448689]