How to Send an Invoice: A Complete Guide for Small Businesses

To send an invoice, check it's complete, send it to the person who handles payment through the channel they use (email with a PDF or a payment link, a client portal, or post), send it as soon as the work or milestone is done, and confirm the client received it. Write the due date on the invoice, because the clock for payment terms such as Net 30 starts from the invoice date unless your terms say otherwise. This page covers the sending step; for building the invoice itself, see how to create a professional invoice.

1. Check the invoice before it goes out

A quick check before sending saves a resend later:

• The right client and contact, with the billing address they use.
• An invoice number and date, and a due date. See what is an invoice number.
• The client's purchase order number, if they gave you one. See what is a purchase order.
• Line items that match what you agreed on, and correct totals. See how to create itemized invoices.
• How to pay, such as a payment link or your bank details.

2. Choose how to send it

• Email with a PDF attached: the client keeps a copy and can forward it to whoever approves payment.
• Email or message with a payment link: the client can open the invoice and pay online in one step.
• A client's supplier portal: some larger clients ask suppliers to upload invoices to their own system. Ask for the instructions when you start work.
• Post: for clients who ask for paper. Keep a record of the date you mailed it.
• E-invoicing: some clients and some countries use structured electronic invoices. See what is e-invoicing.

Use whichever channel the client's accounts team asked for, and send to the address they gave you for invoices, not only to your day-to-day contact.

3. Send it at the right time

• One-off work: send the invoice as soon as the work is delivered or accepted.
• Milestones or deposits: send each invoice when the milestone or start date in your agreement arrives.
• Ongoing work: send on the same date each billing period, or set up recurring invoices. See the recurring invoices guide.

The sooner you send, the sooner the payment-terms clock starts. See what is Net 30 and invoice payment terms explained.

4. Write a short covering message

Keep the email or message short: the invoice number, the amount, the due date, how to pay, and who to contact with questions. Use a subject line that includes the invoice number, so it's easy to find later.

5. Confirm the client received it

For a first invoice to a new client, or a large one, ask the client to confirm they received it and that it's with the right person. If they use a portal, check that the upload was accepted. Note the date you sent it and any confirmation, so you have a record if payment is late.

6. What happens after you send

Track the invoice until it's paid, and send reminders if it becomes overdue. See how to track invoices effectively, how to write invoice payment reminders and how to follow up on unpaid invoices.

Sample: how the sending date moves the due date

This is a sample with invented figures and dates. A designer finishes a project on June 1 and invoices $2,400.00 on Net 30 terms, counted from the invoice date.

• Invoice dated and sent June 1: June 1 + 30 days = July 1
• Invoice dated and sent June 8, a week later: June 8 + 30 days = July 8
• Difference: July 8 − July 1 = 7 days later for the same $2,400.00

Sending on the day the work is delivered keeps the due date as early as the terms allow.

Where Billed fits

Billed's invoice software page says: "When the invoice is ready, send it to your client by email. You can customize the emails Billed sends to match your business voice, or set up your own SMTP settings so they come from your own email account." It also says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card."

Billed's mobile app page says you can "send by email or share a link before you leave the site." Its features page lists "Invoice Chat": "Communicate with your client about invoice in one place without leaving your dashboard."

Related Articles

• How to Create a Professional Invoice
• How to Track Invoices Effectively
• How to Write Invoice Payment Reminders
• What Is Net 30?
• Recurring Invoices Guide

Frequently Asked Questions

How should I send an invoice to a client?

Use the channel the client's accounts team asked for: email with a PDF or a payment link, their supplier portal, or post. Send it to the address they gave you for invoices, and confirm they received it.

When should I send an invoice?

As soon as the work is delivered or the milestone in your agreement is reached, or on the same date each period for ongoing work. In the sample on this page, sending a Net 30 invoice a week late moves the due date from July 1 to July 8.

What should I write in the email with an invoice?

The invoice number, the amount, the due date, how to pay, and who to contact with questions. Put the invoice number in the subject line.

How do I know the client received my invoice?

Ask them to confirm, especially for a first invoice or a large one, and check that any portal upload was accepted. Keep a note of the date you sent it.