Getting paid is the whole point of freelancing, but many Kenyan freelancers struggle with professional invoicing and payment collection. A proper invoice isn’t just paperwork - it’s your legal claim to payment, your tax record, and your professional reputation. Here’s how to invoice like a pro and get paid without awkward follow-ups.
Why Proper Invoicing Matters
Legal reasons:
- Invoice is legal proof of services rendered
- Required for tax compliance (KRA documentation)
- Necessary if payment dispute goes to court
- Protects your right to payment
Professional reasons:
- Shows you run a real business (not hobby)
- Makes clients take you seriously
- Creates paper trail for both parties
- Simplifies accounting
Practical reasons:
- Clear payment terms reduce confusion
- Professional invoice = faster payment
- Easier to follow up on unpaid amounts
- Better record keeping for your own finances
Reality check: Many Kenyan freelancers say “just M-PESA me” without invoice - this works until it doesn’t (payment disputes, tax issues, client confusion)
Essential Invoice Elements
Must-Have Information
Your details:
- Full legal name or business name
- KRA PIN (once registered)
- Email address
- Phone number
- M-PESA name/number (for easy payment)
- Physical address (optional but professional)
Client details:
- Client name (individual or company)
- Client email
- Client address (if known)
Invoice specifics:
- Invoice number (unique identifier)
- Invoice date (date you send it)
- Due date (when payment is expected)
- Payment terms (Net 7, Net 15, Net 30, etc.)
Work details:
- Description of services/products
- Quantity (hours, words, designs, etc.)
- Rate (per hour, per word, per project)
- Subtotal for each line item
- Total amount due
- Currency (KES or USD, etc.)
Payment information:
- Accepted payment methods
- M-PESA details
- Bank account details
- PayPal email
- Any payment instructions
Additional elements:
- Tax breakdown (if applicable)
- Late payment terms (optional but recommended)
- Thank you note
- Terms and conditions (for larger projects)
Invoice Template (Simple Version)
-------------------------------------------
INVOICE
-------------------------------------------
From:
[Your Name]
[Your Email]
[Your Phone]
KRA PIN: [Your PIN]
M-PESA: [Your Number - Your Name]
To:
[Client Name]
[Client Email]
-------------------------------------------
Invoice #: 2026-001
Date: January 15, 2026
Due Date: January 22, 2026
Payment Terms: Net 7 Days
-------------------------------------------
DESCRIPTION OF SERVICES:
-------------------------------------------
Article writing - "Guide to Nairobi Transport"
2,000 words @ KSH 2.50/word KSH 5,000.00
SEO optimization and keyword research KSH 1,000.00
Image sourcing and editing (5 images) KSH 500.00
-------------------------------------------
SUBTOTAL: KSH 6,500.00
-------------------------------------------
TOTAL DUE: KSH 6,500.00
-------------------------------------------
PAYMENT INSTRUCTIONS:
-------------------------------------------
M-PESA: Send to 0712345678 (John Kamau)
Bank: [Bank name, Account number, Branch]
PayPal: youremail@gmail.com
Please include Invoice #2026-001 in payment reference.
Late payment: 2% fee applies after due date.
Thank you for your business!
-------------------------------------------Notes on this template:
- Simple and readable
- All essential elements included
- Clear payment instructions
- Professional but not overly formal
- Easy to create in Word, Google Docs, or invoice tool
Professional Invoice Template (Detailed Version)
For larger projects, retainer clients, or corporate clients:
=================================================
TAX INVOICE
=================================================
INVOICE TO: FROM:
[Client Company Name] [Your Business Name/Name]
[Client Contact Person] [Your Full Address]
[Client Address] Email: [Your Email]
Phone: [Your Phone]
KRA PIN: [Your PIN]
Invoice Number: INV-2026-001
Invoice Date: January 15, 2026
Due Date: February 14, 2026
Payment Terms: Net 30 Days
=================================================
PROJECT: Website Content Creation - Phase 1
=================================================
ITEM DESCRIPTION QTY RATE AMOUNT
-------------------------------------------------------
1 Homepage copywriting 1 KSH 15,000 KSH 15,000.00
2 About Us page 1 KSH 8,000 KSH 8,000.00
3 Services pages (5) 5 KSH 6,000 KSH 30,000.00
4 Blog articles 10 KSH 4,000 KSH 40,000.00
5 SEO optimization 1 KSH 10,000 KSH 10,000.00
6 Revisions (2 rounds) 1 Included KSH 0.00
-------------------------------------------------------
SUBTOTAL: KSH 103,000.00
VAT (16%): KSH 16,480.00
(if VAT registered)
TOTAL DUE: KSH 119,480.00
AMOUNT PAID: KSH 0.00
BALANCE DUE: KSH 119,480.00
=================================================
PAYMENT METHODS:
=================================================
Bank Transfer (Preferred for amounts over KSH 50,000):
Bank Name: KCB Bank
Account Name: [Your Name]
Account Number: 1234567890
Branch: Westlands, Nairobi
M-PESA:
Send to: 0712345678
Name: John Kamau
International Payments:
PayPal: youremail@paypal.com
Wise: youremail@wise.com
=================================================
PAYMENT TERMS:
=================================================
• Payment due within 30 days of invoice date
• Late payment fee: 2% per month on overdue balance
• Payment confirms acceptance of delivered work
• Please reference Invoice #INV-2026-001 in payment
=================================================
NOTES:
=================================================
Thank you for choosing [Your Business Name]. This invoice covers Phase 1 deliverables as outlined in our agreement dated December 20, 2025. Phase 2 will be invoiced separately upon completion.
All content delivered is original and includes full usage rights as per our contract.
Questions? Contact me at [Your Email] or [Your Phone].
=================================================This template includes:
- More formal structure
- VAT line (if you’re VAT-registered)
- Multiple payment options
- Late payment terms
- Professional notes section
- Project reference
Invoice Numbering Systems
Why numbering matters:
- Unique identifier for each invoice
- Helps you and client track payments
- Required for accounting
- Shows professionalism
- Makes follow-ups easier
Simple system (for beginners):
2026-001
2026-002
2026-003Format: Year-Sequential number
Client-based system (for multiple regular clients):
CLIENT-001
CLIENT-002
CLIENTB-001Format: Client code-Sequential number
Date-based system:
20260115-01
20260115-02Format: YYYYMMDD-Daily sequence
Our recommendation: Year-Sequential for most freelancers
Start: First invoice of 2026 = 2026-001
Never reuse numbers: Even if invoice cancelled, skip that number
Payment Terms Explained
Net Terms
Net 7: Payment due 7 days after invoice date
- Use for: Small projects, new clients, quick turnaround work
- Typical for: Articles, small designs, data entry
Net 15: Payment due 15 days after invoice date
- Use for: Medium projects, established clients
- Typical for: Website copy, logo design, video editing
Net 30: Payment due 30 days after invoice date
- Use for: Large projects, corporate clients, retainer work
- Typical for: Corporate contracts, agency work, long-term projects
Net 60/90: Payment due 60 or 90 days after invoice date
- Use for: Only large companies with standard payment cycles
- Typical for: Government contracts, big corporations
- Warning: Long wait for payment (cashflow challenge)
Due On Receipt
Meaning: Payment expected immediately
- Use for: Small amounts, first-time clients, completed work
- Typical for: Ksh 5,000 or less, quick tasks
How to phrase: “Due upon receipt” or “Payment due immediately”
Advance Payment Terms
50/50 split:
- 50% upfront (before work starts)
- 50% upon completion
- Use for: Medium to large projects, new clients, projects over 2 weeks
- Protects you: Ensures client committed, covers initial time
Milestone payments:
- Payment at specific project stages
- Example: 30% start, 40% midpoint, 30% completion
- Use for: Large projects with clear phases
- Typical for: Website development, large content projects
Retainer payments:
- Fixed monthly payment for ongoing work
- Example: Ksh 50,000/month for 10 articles
- Use for: Long-term client relationships
- Payment: First of each month (typically)
Creating Invoices (Tools and Methods)
Free Methods
1. Microsoft Word/Google Docs:
- Use template above
- Save as PDF before sending
- Simple and sufficient for most freelancers
Steps:
- Create template in Word/Docs
- Save as “Invoice-Template.docx”
- For each client: Open template, fill details, “Save As” PDF
- Name: “Invoice-2026-001-ClientName.pdf”
- Email to client
2. Spreadsheets (Excel/Google Sheets):
- More organized for tracking
- Can automate calculations
- Keep invoice history in one file
Template structure:
- Sheet 1: Invoice template
- Sheet 2: Invoice log (all invoices sent)
- Sheet 3: Payment tracker
3. Email invoice (last resort):
- For very small amounts or trusted clients
- Still include all invoice elements
- Not recommended for amounts over Ksh 5,000
Invoice Software (Free Tiers)
1. Wave (wave.com):
- Cost: Free for invoicing
- Features: Professional templates, automatic reminders, payment tracking
- Good for: Serious freelancers ready for proper system
- Payment: Can integrate PayPal/bank (charges apply)
2. Invoice Generator (invoice-generator.com):
- Cost: Free, no account needed
- Features: Quick invoice creation, download PDF
- Good for: Occasional invoices, simple needs
- Limit: No invoice history/tracking
3. Zoho Invoice (zoho.com/invoice):
- Cost: Free up to 1,000 invoices/year
- Features: Professional templates, client portal, expense tracking
- Good for: Growing freelancers
- Bonus: Integrates with other Zoho tools
4. PayPal Invoicing:
- Cost: Free to send invoice (fees on payment)
- Features: Client can pay directly from invoice
- Good for: International clients
- Fees: PayPal standard fees apply (4.5% typically)
Kenyan Mobile Apps
1. MPESA Statement as “Invoice”:
- Reality: Many Kenyans just send M-PESA and use statement
- Not recommended but common
- Problem: No detailed service description, not professional
2. Invoice apps on Play Store:
- Search: “Invoice maker Kenya”
- Many free options with ads
- Good for: On-the-go invoicing
- Check: Does it save invoice history?
Payment Methods for Kenyan Freelancers
Domestic (Kenyan Clients)
M-PESA:
- Best for: Amounts under Ksh 150,000
- Pros: Instant, widely used, convenient
- Cons: Transaction limits, fees above certain amount
- Tip: Verify amount received (sometimes client pays from their fees)
Bank transfer:
- Best for: Large amounts (Ksh 100,000+)
- Pros: No limit, professional, trackable
- Cons: Slower (up to 24 hours), both parties need bank accounts
- Tip: Provide account number, bank name, branch clearly
Cheque (rare now):
- Best for: Corporate clients only
- Pros: Paper trail
- Cons: Slow (bank clearance 3-5 days), bouncing risk, outdated
- Reality: Most Kenyan freelancers don’t use cheques anymore
International Clients
PayPal:
- Best for: Small to medium amounts (USD 50-500)
- Pros: Widely accepted, fast
- Cons: High fees (4-5%), withdrawal limits in Kenya
- Fee example: $100 received → Pay 4.5% = $4.50 fee → Get $95.50
Payoneer:
- Best for: Larger amounts, ongoing clients
- Pros: Lower fees than PayPal, direct to Kenya bank
- Cons: 2-3 day transfer time
- Typical: 2% receiving fee + $1.50 withdrawal
Wise (formerly TransferWise):
- Best for: International clients, best rates
- Pros: Lowest fees, mid-market rates, fast
- Cons: Not all clients have it
- Fee example: $100 received → ~$1-2 fee → Get $98-99
Cryptocurrency (emerging):
- Best for: Tech-savvy clients, very large amounts
- Pros: Low fees, fast, no intermediaries
- Cons: Price volatility, limited acceptance, complexity
- Reality: Growing in Kenya but still niche
Bank wire transfer:
- Best for: Very large amounts (USD 1,000+), corporate clients
- Pros: Secure, direct to bank
- Cons: High fees ($15-40), slow (3-7 days), bank paperwork
- When: Only for major projects or retainer clients
Getting Clients to Pay On Time
Setting Expectations Early
During project negotiation:
- “My payment terms are Net 7 days. Is that workable for you?”
- Discuss before work starts, not after
- Get agreement in writing (email counts)
In contract/agreement:
- State payment terms clearly
- Include late payment consequences
- Both parties sign/agree
In invoice:
- Payment terms visible
- Due date bold/highlighted
- Payment methods listed clearly
Follow-Up Strategy (Step-by-Step)
Day 0 (Invoice sent):
- Email invoice with friendly message
- Subject: “Invoice #2026-001 for [Project Name]”
- Body: “Hi [Client], attached is the invoice for [project]. Payment due by [date]. Let me know if you have questions!”
Day 3 (Gentle reminder - if Net 7):
- “Hi [Client], just checking you received the invoice I sent on [date]. Payment due in 4 days. Let me know if you need anything!”
- Tone: Friendly, helpful
Due date (if not paid):
- “Hi [Client], today is the payment due date for Invoice #2026-001. Just a friendly reminder in case it slipped your mind. Please confirm when payment will be sent. Thank you!”
- Tone: Professional, still friendly
3 days overdue:
- “Hi [Client], Invoice #2026-001 is now 3 days overdue. Please arrange payment this week. As per our terms, late payment fees apply after 7 days. I’m happy to discuss if there are any issues. Thanks.”
- Tone: Firmer, mentioning consequences
7 days overdue:
- “Hi [Client], Invoice #2026-001 is now 7 days past due. Total amount including 2% late fee is now [amount]. Please arrange immediate payment. If there’s an issue preventing payment, let’s discuss it. Otherwise, I’ll need to pursue further action. Thank you.”
- Tone: Professional, firm, consequences clear
14+ days overdue:
- Final notice: “This is a final notice regarding Invoice #2026-001, now 14 days overdue. If payment is not received by [date], I will [escalate to platform, report to authorities, pursue legal action - depending on situation]. Please contact me immediately to resolve.”
- Tone: Formal, serious
30+ days overdue:
- Consider small claims court (Ksh 50,000+)
- Report to platform (if freelance site)
- Accept as bad debt and move on (small amounts)
Pro Tips for Faster Payment
1. Invoice immediately:
- Send invoice day work is delivered (not days later)
- Strike while work is fresh in client’s mind
2. Make payment easy:
- List multiple payment options
- Provide exact payment details (no client hunting for info)
- Consider payment link (PayPal invoice, Wave payment portal)
3. Payment upon approval:
- “Once you approve the work, please arrange payment within 24 hours”
- Links approval with payment mentally
4. Incentives (optional):
- “2% discount if paid within 3 days”
- Only for clients who typically pay late
5. Penalties (stated upfront):
- “2% late fee per month on overdue invoices”
- Must be in original terms, not added later
- Usually effective deterrent
6. Partial payment acceptable:
- If client having cashflow issues: “Can you pay half now, half next week?”
- Better than nothing, shows goodwill
7. Platform protection (when possible):
- Use Upwork/Freelancer escrow when available
- Platform holds money until work approved
- No invoice needed, automatic payment
Dealing with Payment Problems
”I’ll pay you next week”
Response: “Thanks for letting me know. I’ll send a reminder next Tuesday. If any issues come up, please let me know immediately so we can work out a solution.”
Then: Send reminder Tuesday. If still no payment, escalate.
”I’m not happy with the work”
Response: “I’m sorry the work didn’t meet expectations. Let’s discuss what specifically needs changing. As per our agreement, I include [X] revisions. Once you’re satisfied, payment will be due immediately.”
Prevent: Clear deliverables agreed upfront, show progress during project, request feedback before final delivery
”I don’t have money right now”
Response: “I understand cashflow can be tight. Can we arrange a payment plan? Half this week, half next week? I need to receive full payment by [date] to continue future work.”
If serious ongoing client: Consider flexibility If new client: Be firm, don’t start new work until paid
”I never agreed to this price”
Prevention: Get price agreement in writing BEFORE work starts
Response: “As per our agreement on [date], the price was [amount]. Here’s the email/message where you agreed. [Screenshot if needed]. Payment is due as invoiced.”
If genuinely confused: Review communications, find agreement point, stand firm but professional
”I’m disputing the charges”
If legitimate issue: “Let’s review the deliverables. [List what you delivered]. If there’s something I didn’t deliver as agreed, I’m happy to address it. But the payment for work completed is still due.”
If baseless: “As per our contract/agreement, all deliverables were met. I’ve fulfilled my obligations. Payment is required. If you refuse, I’ll need to [escalate/report/pursue legal action].”
Complete non-response
After multiple follow-ups with no response:
Small amount (under Ksh 10,000):
- Accept loss, move on
- Block client, don’t work with again
- Leave negative review (if platform)
- Learn lesson: Request deposit next time
Medium amount (Ksh 10,000-50,000):
- Final written notice: “Payment required within 7 days or I will report to [platform/authorities]”
- Report to freelance platform (if applicable)
- Social media call-out (last resort, can backfire)
- Consider small claims
Large amount (Ksh 50,000+):
- Send formal demand letter (lawyer optional)
- Small claims court (file case)
- Report to police (if clear fraud)
- Accept it’s time-consuming but pursue if amount significant
Invoice Records and Tax
Why keep invoice copies:
- Tax documentation for KRA
- Proof of income for returns
- Track payments received
- Evidence if legal dispute
- Professional record keeping
How long to keep: 5 years (KRA requirement)
What to track:
- Invoice sent date
- Payment received date
- Amount invoiced vs amount received (note fees)
- Client name
- Project description
Simple tracking spreadsheet:
| Invoice # | Date Sent | Client | Amount | Due Date | Date Paid | Status |
|---|---|---|---|---|---|---|
| 2026-001 | Jan 15 | ClientA | 5,000 | Jan 22 | Jan 20 | Paid |
| 2026-002 | Jan 18 | ClientB | 12,000 | Feb 18 | Pending | Overdue |
For KRA:
- Keep all invoices (digital or physical)
- Total your invoices = your gross income
- File when doing annual returns
- KRA may request copies during audit
Quick Start Invoicing
Week 1:
- ✅ Download invoice template (Word/Docs)
- ✅ Fill in your standard details (name, email, phone, KRA PIN)
- ✅ Save as “Invoice-Template”
Week 2:
- ✅ Register for Wave or Zoho Invoice (free tier)
- ✅ Explore features
- ✅ Set up client list
First project:
- ✅ Agree on price and payment terms BEFORE starting
- ✅ Deliver work
- ✅ Send invoice same day (or within 24 hours)
- ✅ Follow up if not paid by due date
Ongoing:
- ✅ Invoice every completed project/milestone
- ✅ Track all invoices in spreadsheet
- ✅ Follow up on overdue promptly
- ✅ Keep copies for tax records
Professional invoicing separates serious freelancers from hobbyists. It protects your right to payment, simplifies tax compliance, and commands respect from clients. Start with a simple template, build the habit of invoicing immediately after delivering work, and follow up confidently on late payments. Your time and skills have value - invoice like it.