Best Free Free tools for PR pricing and invoicing Tools
Free tools for PR pricing and invoicing
Pricing and invoicing are the backbone of sustainable PR work, but expensive software shouldn't be a barrier to professional billing. These free tools let you create proposals, send invoices, track payments, and manage your finances without subscriptions—giving you more margin to work with when negotiating client rates.
Cloud-based accounting and invoicing platform that handles invoice creation, payment tracking, expense management, and basic financial reporting.
Free tier: Completely free invoicing, expense tracking, and financial reports. They make money from optional payment processing fees (2.2% + transaction fee), not a subscription model.
Best for: Freelancers who need professional invoices, automated payment reminders, and clean financial records without accounting software costs.
Spreadsheet tool for building custom pricing calculators, rate comparison sheets, project cost breakdowns, and fee tracking across multiple clients.
Free tier: Completely free with a Google account. Unlimited sheets, real-time collaboration, and accessible from anywhere.
Best for: Creating your own pricing models, comparing retainer vs project rates, or tracking hourly work across different client types.
Design tool with templates for creating professional proposal documents, rate cards, and pitch presentations with branded layouts.
Free tier: Free tier includes thousands of templates and basic design tools. Premium features and assets cost extra, but free version is sufficient for professional documents.
Best for: Designing branded proposal PDFs and rate cards that feel premium without hiring a designer.
Invoicing platform integrated with Square payments, allowing you to create, send, and track invoices with payment links embedded.
Free tier: Free to create and send invoices. Payment fees apply only if clients pay via card (2.9% + 30p per transaction).
Best for: Building client proposals and invoices that clients can pay directly through a payment link without setting up separate accounts.
Invoice and proposal software with templates, expense tracking, automated payment reminders, and financial dashboards.
Free tier: Free tier allows up to 1000 invoices per year with essential features. Upgrade for more clients or advanced reporting.
Best for: Building a scalable invoicing system early without cost, with room to grow into paid features as your business expands.
International payment and currency conversion platform for invoicing international clients and receiving payments across borders at real exchange rates.
Free tier: Free account and real exchange rates. You only pay transparent fees when transferring or converting currency (typically 1-2%).
Best for: Invoicing US or European clients without losing money to bank markup fees, critical for UK freelancers with international clientele.
Simple form builder for creating client intake questionnaires that feed into a spreadsheet, helping you gather project scope info for accurate quoting.
Free tier: Completely free with Google account. Unlimited responses and basic analytics included.
Best for: Systematising the information you collect before quoting, so you don't underestimate scope or miss pricing details.
Payment processing platform that lets you generate invoices with embedded payment links, track payment status, and reconcile transactions.
Free tier: Free account setup. Payment fees are 1.4% + 20p per transaction for UK cards, or higher for international. No monthly subscription.
Best for: Invoicing established clients who expect professional payment infrastructure and you want to avoid chasing manual transfers.
Built-in invoicing tool within PayPal accounts, allowing you to create and send invoices with payment buttons directly attached.
Free tier: Free to create and send invoices. Payment processing fees apply only when clients pay (2.99% + fixed fee depending on payment method).
Best for: Quick invoicing for smaller projects or one-off work where you already have a PayPal business account.
Database and project management tool for tracking client rates, past proposals, approved budgets, and pricing history across multiple contacts.
Free tier: Free tier includes 1,200 rows per base and basic features. Sufficient for most freelancers managing under 50 active clients.
Best for: Building a searchable database of what you've quoted before, which clients approved what rates, and historical pricing to inform future quotes.
Building a professional invoicing system costs nothing today, but the confidence it gives you in pricing and the records it creates are invaluable when justifying your rates to clients or reflecting on what rates actually work for your business.
Frequently asked questions
Should I use the same invoice template for every client, or customise each one?
Use a consistent template branded to your business, but customise the project description and scope breakdown so each invoice clearly reflects the specific work. Consistency builds professionalism and makes your accounting easier, whilst customisation shows clients you understand their particular campaign.
How do I decide between retainer invoicing and project-based invoicing in my system?
Set up both invoice types in your tool. Use monthly retainers for ongoing campaigns where you deliver consistent work, and project invoices for discrete deliverables like one-off press releases or campaign reviews. Track which type generates better cash flow and client retention for your own pricing decisions.
What should I include in a proposal document before sending an invoice?
Include scope of work (what you'll deliver and what you won't), deliverables list, timeline, fee breakdown by service, payment terms, and cancellation policy. This prevents scope creep and invoice disputes, because the client has agreed to the specific services and fee structure in writing beforehand.
How do I track whether my hourly rate covers my actual time spent?
Log hours in a simple Google Sheet tied to each client invoice, then divide the fee by hours logged to see your real effective hourly rate. This reveals which clients pay well for your time and which ones are consuming hours at rates below your target, informing future negotiations.
Which payment method should I offer to reduce the time before money reaches my account?
Offer bank transfer as the default (fastest and cheapest for you), then card payment as an alternative if the client prefers paying that way. Bank transfer typically clears within 1–3 days with no processing fees, whilst card payments take longer and cost you 1.4–3% in fees.
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