{"id":9443,"date":"2021-06-30T15:28:23","date_gmt":"2021-06-30T13:28:23","guid":{"rendered":"https:\/\/clockify.me\/blog\/?p=9443"},"modified":"2026-04-01T08:56:22","modified_gmt":"2026-04-01T06:56:22","slug":"justify-invoices","status":"publish","type":"post","link":"https:\/\/clockify.me\/blog\/managing-tasks\/justify-invoices\/","title":{"rendered":"How to Justify Your Invoices to Clients as a Freelancer"},"content":{"rendered":"\n

We all know client communication is one of the biggest deciding factors in whether we ever work with them again. It builds trust, paints you as a professional, and lets them know their project is in safe hands, right? <\/p>\n\n\n\n

Well, justifying your invoices can play a huge part in the success of that client-freelancer relationship. It represents the building blocks of a successful long-term partnership: clients are more likely to come back, recommend your services, leave positive feedback, and start trusting your judgment without question.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Why should I justify my invoices?<\/h2>\n\n\n\n

We\u2019ve touched upon this in the introduction, and to add to that, justifying your invoices can protect you from clients that avoid payment by making unreasonable claims. Either they\u2019re not happy with the result for that price, or they \u201cdon\u2019t understand\u201d why you would charge more for revision, or disagree with your choice to take longer on a specific task.<\/p>\n\n\n\n

And in case you\u2019re still not convinced, here\u2019s how work\/project reports attached to invoices benefit your career.<\/p>\n\n\n\n

Reports avoid misunderstandings<\/h3>\n\n\n\n

Clients come in all kinds – some are perfectly happy with you just sending an invoice, and staying out of their hair. Others want some more elaboration, because after all, it\u2019s their money, and they want to know where it goes.<\/p>\n\n\n\n

A well-structured report makes it easier to show the clients exactly what you charged and why. We can\u2019t assume that everyone knows what our work entails. That is why simple explanations go a long way.<\/p>\n\n\n\n

If your report show why you, for example, charged so many hours spent researching, you cover several possible opportunities for a misunderstanding:<\/p>\n\n\n\n

    \n
  1. The client won\u2019t think you’re trying to swindle them;<\/li>\n\n\n\n
  2. You won\u2019t come off as a procrastinator or unskilled;<\/li>\n\n\n\n
  3. You\u2019ll build respect due to transparency;<\/li>\n\n\n\n
  4. There will be a written trail in case the client tries to alter the deal or the rates later on.<\/li>\n<\/ol>\n\n\n\n

    Maybe that specific task was a little more complex than the client let on, or you had technical issues, or simply wanted to do the best job possible, and the end result reflects that. Don\u2019t be afraid to openly communicate your reasons for doing the tasks a specific way, and stand by your methods.<\/p>\n\n\n\n

    Justified invoices nurture transparency<\/h3>\n\n\n\n

    When clients see that you\u2019re willing to freely discuss your workflow and show them how you work, they\u2019ll grow more confident that you have nothing to hide. Usually, people who are overly protective of their work schedules either don\u2019t have them, are a complete mess, or aren\u2019t up to client standards.<\/p>\n\n\n\n

    This only leads to distrust, and shows clients you are unwilling to answer their potential questions or take advice or suggestions. If you don\u2019t want your invoices doubted and interrogated, then meet them halfway. Show you are a trustworthy, professional person.<\/p>\n\n\n\n

    Reports help build a positive reputation<\/h3>\n\n\n\n

    As we\u2019ve touched upon, settling into the practice of justifying your invoices through reports helps you with your industry reputation.<\/p>\n\n\n\n

    Happy clients are more likely to recommend you to their business partners, acquaintances, etc. Good word of mouth is often worth more than all the networking you can do.<\/p>\n\n\n\n

    How to justify your invoice<\/h2>\n\n\n\n

    Justifying invoices is best done through project progress reports. The steps to building a solid report that will benefit both you and the client are fairly simple. But, it takes some preparation, and changes in habits, like filling out timesheets and tracking time on almost all tasks.<\/p>\n\n\n\n

    If these aren\u2019t an issue for you, then the following process will be a breeze. Take a look at the elements your report and discussion should include.<\/p>\n\n\n\n

    Introduce clients to industry rates<\/h3>\n\n\n\n

    First and foremost – your clients must know the average hourly (or per project) rate for your industry and particular branch.<\/p>\n\n\n\n

    You can also explain to them how rates differ depending on<\/p>\n\n\n\n

    Just make sure you find a reliable source of information, backed by global data. Here are some freelancing and consulting rates for 2021<\/a> that we\u2019ve researched and compiled.<\/p>\n\n\n\n

    Track your time<\/h3>\n\n\n\n

    The backbone of every good report is its timesheet.<\/p>\n\n\n\n

    This is where you keep all the tasks scheduled, accounted for, and track how long it takes to finish each aspect of the project you\u2019re working on. If you\u2019re not used to this practice, consider picking up time tracking<\/a>, and find which time tracking method<\/a> is best suited for you.<\/p>\n\n\n\n

    Now, time tracking is obviously the most useful for calculating billable and non-billable hours. But we\u2019re not here for instructions on invoicing. We\u2019re here to see how time tracking helps you justify it. For example, this is what a digital timesheet looks like:<\/p>\n\n\n\n

    \"Clockify<\/center>\n\n\n\n

    Source: Clockify.me<\/a><\/p>\n\n\n\n

    Now, let\u2019s take a look at one of those entries, and how this form of time tracking helps justify invoices.<\/p>\n\n\n\n

    \"edit<\/center>\n\n\n\n

    This is a detailed look at one specific time entry in Clockify. Aside from showing when you worked on a task and for how long, you also get the option to describe the process in as much detail as you want. This is perfect for preparing your reports. Simply write down how the task went, if it took longer or shorter, and why. That way, when you have to generate a report, you\u2019ll have all the necessary information ready for the client.<\/p>\n\n\n\n

    Track your progress<\/h3>\n\n\n\n

    A digital time tracker can also track your project progress.<\/p>\n\n\n\n

    When you start on a project, you make estimates<\/b> on how long certain aspects of the project and tasks themselves will last. Through estimates, you can tell your client roughly how long it will take to finish everything.<\/p>\n\n\n\n

    In a digital time tracker, you can input those estimates and, as you work every day and track your time, check how they compare to actual work times. For example:<\/p>\n\n\n\n

    \"estimates-in-reports\"<\/center>\n\n\n\n

    Source: Clockify.me<\/a><\/p>\n\n\n\n

    Some of the estimates in the entries above were that development would take 20 hours, but it took 10 hours instead, while marketing was correctly assessed. This can also be invaluable information when justifying your rates.<\/p>\n\n\n\n\n

    \n
    \n Free time tracker<\/span>\n

    Time tracking software used by millions. Clockify is a time tracker and timesheet app that lets you track work hours across projects.<\/p>\n\n

    \n Sign up<\/a>\n\n <\/div>\n <\/div>\n\n
    \n \n \n \"Illustration\"\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\n

    List any issues you had, or \u201cbumps on the road\u201d<\/h3>\n\n\n\n

    Elaborate on what caused the issue, and the steps you took.<\/p>\n\n\n\n

    Sometimes, a task will take longer, thus ending up costing the client more. You can save yourself the stress from potential accusations or criticism by noticing and jotting down the cause of the issue before addressing it. That way, the information will stay fresh for when you have to present it to the client later on.<\/p>\n\n\n\n

    You can reassure them of your decisions before they\u2019ve had the opportunity to form a negative opinion once they see the numbers.<\/p>\n\n\n\n

    Don\u2019t go into too much detail<\/h3>\n\n\n\n

    Find the perfect length and the perfect language.<\/p>\n\n\n\n

    Most clients won\u2019t want to read pages of reports, no matter how demanding they are. They\u2019ll simply ignore the report and probably call you for a summed-up version of it. In the end, you\u2019ve done nothing but waste time on a report no one will read.<\/p>\n\n\n\n

    Your best course of action would be to have a sit-down with the client to discuss your reports. Let them know what you usually track, and see what information they need or don\u2019t need. No need for guesswork on your end, and the client knows what to expect.<\/p>\n\n\n\n

    For reference, you can take a look at how we at Clockify used the time tracker to bill clients<\/a>. It lists the process step by step in clear explanations.<\/p>\n\n\n\n

    Finally, while you can track time in Clockify by CAKE.com<\/a> for free, you’ll need to opt for the Standard plan to use the invoicing feature. Take a look at what the Standard plan has to offer, together with other plans in Clockify:<\/p>\n\n\n

    \n
    \"Clockify
    Clockify pricing & plans<\/figcaption><\/figure>\n<\/div>\n\n\n

    Also, don’t miss checking out the newest CAKE.com Bundle<\/a>, which includes Clockify and 2 more apps at a special price.<\/p>\n\n\n\n

    Phrases to use when justifying your invoices<\/h2>\n\n\n\n

    We can\u2019t make an end-all, be-all template on how to approach your client when explaining your invoicing decisions. Not every industry is the same, nor even two freelancers in the same line of work! What we could do is give you a list of good openers and closers for your meetings, calls, and emails.<\/p>\n\n\n\n

    First, invite the client to a meeting<\/h3>\n\n\n\n

    You want to establish contact with the client, so you can explain your rates and how they relate to your workflow. We\u2019ll start off with an email template inviting the client to that particular meeting:<\/p>\n\n\n\n

    Hello, XY<\/i><\/p>\n\n\n\n

    I hope this email finds you well.<\/i><\/p>\n\n\n\n

    It\u2019s a pleasure meeting you, and I look forward to working with you on this project. I\u2019ll do my best to provide you with the results you\u2019ll be happy with.<\/i><\/p>\n\n\n\n

    I\u2019m sending you this email to suggest we set up a meeting, or a call, where I could explain a little better how I will work on this project. I believe this is an excellent way for you to share your expectations, and for me to explain why I charge these rates. You\u2019ll get a quick and simple breakdown of my work, so you\u2019ll know where your money goes, and rest assured there are no hidden costs.<\/i><\/p>\n\n\n\n

    My professional relationships are based on transparency, and I think they run much smoother when everything is out in the open.<\/i><\/p>\n\n\n\n

    I\u2019m free on (DATE AND HOURS). Let me know what you think, and if any of these hours work for you.<\/i><\/p>\n\n\n\n

    Looking forward to hearing from you.<\/i><\/p>\n\n\n\n

    Kind regards,<\/i><\/p>\n\n\n\n

    ZY<\/i><\/p>\n\n\n\n

    Of course, you are free to change whatever phrase you want, to make it more personal.<\/p>\n\n\n\n

    Phrases to use when justifying your invoice<\/h3>\n\n\n\n

    To keep this section short and sweet, here are some openers (and closers) you can use, both in emails and in person.<\/p>\n\n\n\n