Freelance design work is as much about creativity as it is about precision, especially when it comes to getting paid. One of the most common and effective ways freelance designers charge clients is by billing for their time. But how do they accurately track and present this time for invoicing?
In this article, we’ll walk through the steps freelance designers take to invoice based on time, why time tracking is essential, and how using a time tracking app for designers makes the process seamless and professional.
Why Invoice Based on Time?
Invoicing based on time is especially beneficial for freelance designers who work on projects with unclear or evolving scopes. When you charge by the hour, you’re compensated for all the time spent on research, client communication, revisions, and actual design work. This pricing model provides transparency and protects freelancers from scope creep.
For clients, hourly billing helps them understand exactly where their money is going. It fosters accountability and builds trust.
Setting an Hourly Rate
Before you can invoice based on time, you need to establish your hourly rate. This figure should consider:
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Your skill level and experience
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Industry averages in your region or niche
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The value you bring to clients
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Business expenses, including software, hardware, and taxes
Research platforms like Upwork, Freelancer, and Glassdoor to gauge standard rates in your field. Most freelance designers charge between £25–£75 per hour, depending on their niche, expertise, and location.
Tracking Your Time Accurately
Accurate time tracking is the backbone of hourly billing. You can’t invoice based on time unless you have clear records of how much time you spent and what you did during those hours.
Many designers turn to a time tracking app for designers to handle this. These apps allow you to:
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Start and stop timers as you work on tasks
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Assign time to specific projects or clients
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View reports on how your time is spent
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Export timesheets for invoicing
Popular options include Toggl, Harvest, and Clockify. Most of these tools also offer integrations with invoicing and project management platforms, making them indispensable for freelancers.
Creating Time-Based Invoices
Once you’ve tracked your time, the next step is to create a clear, professional invoice. Here’s how to structure one:
1. Include Your Business Details
Your name, business name (if applicable), email, phone number, and address should be clearly visible at the top of the invoice.
2. Add Client Information
Include the client’s name, company name, and contact information.
3. Provide an Invoice Number and Date
Use a unique invoice number for easy reference, along with the invoice date and payment due date.
4. List the Services Rendered
Break down the work by task or time block. For example:
| Description | Hours | Rate | Total |
|---|---|---|---|
| Website redesign | 10 | £50 | £500 |
| Logo concept development | 5 | £50 | £250 |
Include brief descriptions so the client understands what each entry involves.
5. Add Total Hours and Amount Due
Sum up the total hours worked and calculate the total payment due.
6. Specify Payment Terms
Mention your preferred payment method (PayPal, bank transfer, etc.) and any late payment fees or terms (e.g., “Net 14 days”).
Best Practices for Freelance Design Invoicing
To keep invoicing smooth and ensure you get paid on time, follow these best practices:
Use Contracts
Before you start any work, always agree on terms in writing. Your contract should include your hourly rate, billing frequency, scope of work, and payment timeline.
Invoice Regularly
Don’t wait until the end of a project. Invoice biweekly or monthly to maintain cash flow and avoid delayed payments.
Stay Transparent
Communicate with clients if you anticipate exceeding estimated hours. Clients appreciate proactive communication.
Use Software Tools
Most time tracking app for designers come with built-in invoicing tools or integrate easily with QuickBooks, FreshBooks, or Bonsai, reducing manual work.
Benefits of Using a Time Tracking App
A good time tracking app for designers does more than just measure time — it provides analytics, improves productivity, and creates a digital paper trail in case of disputes. Here are some specific benefits:
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Accuracy: You won’t have to guess how many hours you worked.
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Efficiency: Easily pull time data directly into invoices.
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Professionalism: Send clients detailed, well-structured reports.
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Productivity Insights: See where your time goes and adjust your workflow.
These tools help freelancers become not just better designers, but better business operators.
Handling Disputes and Revisions
Clients may occasionally question billed hours, especially when tasks take longer than expected. Always be ready to explain the work done and provide time logs. Detailed notes and timestamps from your time tracking app will help defend your invoice.
When dealing with revisions, set clear limits in your contract (e.g., “includes up to 2 rounds of revisions”) and track the time spent on each change.
Final Thoughts
Invoicing based on time can feel complex at first, but with the right approach and tools, it becomes a reliable and fair billing method. As a freelance designer, your time is your product — so make sure it’s measured and valued correctly.
Investing in a quality time tracking app for designers can streamline your process, boost your professionalism, and ensure you get paid accurately for every hour you work.
