How to send an invoice
Sending the invoice quickly and clearly increases the chance you get paid on time. This guide covers when to send, which method to use, and how to follow up.
When to send
Send the invoice as soon as the work is done or the goods are delivered (or on the date your contract specifies). Waiting too long slows payment and can make it harder for the client to match the invoice to the job.
How to send
Email – Attach the invoice as a PDF and write a short message: what the invoice is for, the amount due, and the due date. Ask the client to confirm receipt if you want a paper trail.
Online invoicing or portal – If you use an invoicing tool or accounting software, you can often “send” the invoice through the app. The client gets a link to view and sometimes pay online. That can speed payment and give you a record of when they opened it.
In person or mail – For local clients or when required by contract, you can hand over a printed invoice or mail it. Keep a copy and, if possible, get a receipt or confirmation when they pay.
For more on email vs portals and online delivery, see send invoice online.
What to include in the message
- A clear subject line (e.g. “Invoice #12345 – [Project name]”).
- The amount due and due date.
- How to pay (bank details, link to pay, or “see invoice for instructions”).
- Your contact info if they have questions.
Follow-up
If the due date passes and you haven’t been paid, send a polite reminder (e.g. a week after the due date). Reference the invoice number and amount. If you stated late fees on the invoice, you can mention them after a reasonable period. Keep copies of all emails and the original invoice for your records.
For creating the invoice itself, see how to create an invoice and invoice format. You can create and send an invoice with our free tool and download a PDF to email.