Free journalist invoice template · No signup needed
Professional invoices for
freelance journalists & writers
Create clear, professional invoices for articles, features, investigations, and editorial work. Per-piece, day-rate, or monthly — with kill fee and expense support built in.
🗞️ Create journalist invoice — free
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Common journalist invoice line items
Freelance journalism invoices range from simple per-article fees to complex packages covering writing, research, photography, and travel. Here's what editorial contributors and media professionals commonly invoice for:
| Line item | Notes |
|---|
| Article fee — commissioned piece | Agreed per-piece rate; reference article headline or PO number |
| Day rate — reporting / research | Full or half-day rate for on-site reporting, background research, or interviews |
| Feature writing — long-form | Longer commissioned pieces; specify word count and agreed rate per word or flat fee |
| Investigative reporting | Flat fee for longer-lead investigative work; may span multiple billing periods |
| Kill fee | Typically 25–50% of contracted fee when a commissioned piece is cancelled by the editor |
| Photography / multimedia | Separate fee for accompanying images or video; specify usage rights (web, print, exclusive) |
| Syndication / second rights | Fee for republication of a piece in another outlet; typically 50–75% of original fee |
| Translation / localisation | Adapted version of an original piece for a different market or language |
| Travel & accommodation | Reimbursable expenses; attach receipts and specify per publication's expenses policy |
| Research & interview transcription | Background research or paid transcription of recorded interviews |
| Rush / late-breaking story | Premium rate for fast-turnaround news pieces delivered outside normal hours |
Why freelance journalists use PennaPay
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Editorial-ready invoices
Clean, professional invoice layouts that accounts departments at publishers and broadcasters expect. Reference article titles, PO numbers, and publication dates clearly.
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Online payments
Chase fewer bank transfers — clients pay directly from the invoice by card via Stripe. Ideal for smaller publications or commercial clients who aren't on 60-day payment terms.
📎
Expense line items
Add travel, accommodation, and research costs as separate line items alongside your editorial fees. Keep your income and expenses clearly separated for tax time.
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Publication directory
Track every publication — their commissioning editor, payment terms, and full invoice history. Know at a glance which outlet owes you money and who pays on time.
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PDF invoices instantly
Download a polished PDF invoice in seconds — or email it directly to an editorial accounts team. Branded with your name and contact details for a professional impression.
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Monthly column invoicing
For regular columns or retainer arrangements, set up recurring monthly invoices that generate automatically — so the admin takes care of itself. Pro feature.
Frequently asked questions
Is this journalist invoice template free?
Yes, completely free. No account needed. Fill in your details, choose a template, and download a polished PDF invoice instantly.
How should a freelance journalist invoice a publication?
Most publications expect either a per-article invoice or a monthly consolidated invoice. Always include the article headline or reference, the agreed fee, the delivery or publication date, and — if required — a purchase order (PO) number. PO numbers are often mandatory at larger publishers; ask the commissioning editor or accounts team before you submit.
How do I invoice for a kill fee?
List the kill fee as its own line item: "Kill fee — [article title or brief description]" with the contracted rate, the kill fee percentage (e.g. 50%), and the resulting amount. Include the original commission date. If you have a written commission confirming the kill fee terms, reference it in the invoice notes.
Do freelance journalists need to charge VAT?
In the UK, you must register for VAT once your taxable turnover exceeds £90,000 in a rolling 12 months. Below that threshold, set your tax rate to 0% in PennaPay. If you recharge expenses, note that VAT on expenses you've already paid may be reclaimable only if you're registered — another reason to keep records clean from the start.
What's the best invoice template for a journalist?
The Clean and Studio templates are the most popular with editorial clients — minimal, professional, and easy for accounts teams to process. The Corporate template works well for broadcast, commercial media, or PR clients who expect a more formal format.