How to Send an Invoice

Sending an invoice is more than simply attaching a document and pressing send—it’s a structured process that ensures your client understands what they are being charged for, when payment is due, and how to complete it. 

To send an invoice effectively, prepare a complete and accurate invoice that includes your business details, client information, invoice number, itemized services or products, total amounts, and payment terms. Next, choose the appropriate delivery method, whether via email, invoicing software, or a client portal. Craft a professional message to accompany the invoice, attach it properly (preferably as a PDF), confirm receipt, and track its status to follow up if necessary

Prepare the Invoice

Before sending, ensure your invoice includes all essential details:

• Business Information: Name, logo, address, and contact details.
• Client Information: Name, address, and contact person.
• Invoice Number: Unique and sequential.
• Dates: Issue date and due date.
• Services or Products: Clear descriptions, quantities, rates, and totals.
• Taxes and Discounts: Include applicable taxes and any agreed discounts.
• Payment Terms: Accepted methods, due date, and late fees.

Example:

Tip: Double-check all numbers and details to prevent delays or disputes.

Choose the Right Delivery Method

How you send an invoice depends on your client and business type:

• Email: The most common and fast method. Attach a PDF or link to an online invoice.
• Invoicing Software: Tools like DepositFix can send invoices directly.
• Client Portal: If your client has a portal, submit invoices there for easy tracking.
• Mail: For clients who require paper invoices, print and send via postal service.

Tip: Email is generally preferred for speed, but always confirm the client’s preferred method.

Craft a Professional Email or Message

When sending via email or messaging platforms:

• Use a clear subject line: e.g., “Invoice #1023 – Web Design Services”
• Start with a polite greeting addressing the contact person.
• Clearly state the purpose: invoice number, total amount, due date.
• Include a brief breakdown of services or attach the invoice.
• Close professionally, thanking the client and offering support for questions.

Example Email:

Hi Sarah,

Please find attached Invoice #1023 for the web design services completed for ABC Marketing. The total amount due is $1,200, payable by September 30, 2025.

Thank you for your business! Please let me know if you have any questions.

Best regards,
Jane Smith
ABC Consulting
Email: jane@abcconsulting.com | Phone: (123) 456-7890

Attach the Invoice Correctly

• Save the invoice as a PDF to maintain formatting.
• Name the file clearly: Invoice_1023_ABC_Marketing.pdf
• Check the attachment before sending to ensure it opens correctly.

Tip: Avoid sending editable files like Word docs—PDFs look professional and secure.

Confirm Receipt

Once sent, follow up to ensure the client received the invoice:

• Email Confirmation: Ask politely if the invoice was received.
• Read Receipts: Some email clients allow read notifications.
• Client Portal Notifications: Many invoicing platforms confirm when the invoice is viewed.

Tip: Confirmation reduces the risk of missed or overlooked invoices.

Track the Invoice

Keep a record of all sent invoices and their status:

Tip: Tracking helps you follow up on late payments and organize accounting.

Follow Up on Unpaid Invoices

Even with proper sending, some invoices may be unpaid:

• First Reminder: 3–5 days after the due date.
• Second Reminder: 7–10 days later.
• Final Notice: 2–3 weeks after due date, possibly including a phone call or formal letter.

Example Follow-Up Message:

Hi Sarah,

This is a friendly reminder that Invoice #1023, due September 30, 2025, is still outstanding. Please let me know if you need any assistance processing the payment.

Tip: Maintain professionalism—firm but polite communication encourages timely payment without harming relationships.

Use Invoicing Tools for Efficiency

Invoicing software or free tools can simplify sending:

• Auto-generate invoices with numbering and client details
• Send invoices directly via email or client portal
• Track due dates and payment status automatically

The DepositFix Invoice Generator allows you to create professional invoices and send them quickly, reducing errors and saving time.