How Often Should You Send Invoices to Clients?

We get it — invoicing may not be the most exciting part of running a business. But it’s one of the most important. Sending them on time helps you get paid faster, keeps your records organised, and ensures that your cash flow stays healthy.

But how often should you send invoices to clients? Weekly? Monthly? After each project?

The answer depends on the nature of your business, how you work with clients, and what kind of payment structure you’ve agreed on.

In this guide, we’ll cover:

• What invoices are and what they’re used for
• When to send them (before or after payment?)
• How to invoice someone in 4 simple steps
• Best practices (and common mistakes) 
• How to simplify the entire process with invoicing software

What Is an Invoice?

An invoice is a document you send to a customer or client that lists the goods or services provided and the total amount due. In simpler terms, it is essentially a request for payment.

Invoices are typically sent after the work is completed or delivered. In some cases, they’re issued in advance (like for deposits or retainers).

Information includes:

• A unique invoice number
• The total amount due
• A breakdown of services or products provided
• Payment due date and methods
• Your business contact details
  

For a full breakdown, visit our guide to invoicing.

What Are Invoices Used For?

They help business owners:

• Request payment in a professional, organised way
• Track what’s been paid and what’s still outstanding
• Create a paper trail for accounting and tax purposes
• Send reminders to clients when payment is due
  

They’re also essential for improved cash flow. When you send your invoices regularly, clients know when to pay. And you’re less likely to deal with delayed payments.

Whether you send one per job or use a recurring setup, the key is consistency.

Customer Invoices: When Should You Send Them?

The timing depends on the type of service, project, or product involved. Here’s a simple breakdown:

Sending the invoice right after you finish the work can help speed up your payment cycle. This way, you won’t have to wait too long to get paid.

If you’re offering recurring services, consider automating your process. Recurring invoices make it easy to stay on schedule without manual effort each month.

How to Invoice Someone in 4 Simple Steps

1. Create an Invoice Template You Can Reuse

Start with a professional invoice template that includes:

• Your business name and logo
• Customer’s name and contact info
• Unique invoice number
• Issue date and payment due date
• Description of work completed or product delivered
• Total amount due, including any taxes or discounts
• Accepted payment methods (e.g. bank transfers, credit cards)
  

If you’re not sure where to start, check out our guide: How to Write an Invoice (Includes Template and Examples)

2. Include All Relevant Information

If information is incomplete, payment may be delayed. Make sure you:

• Use clear language for line items
• Show itemised totals
• Mention deadlines (e.g. “Payment due within 14 days”)
• Add any notes about late fees, deposits, or terms discussed
  

You can also include a purchase order number if your client requires it. Learn more in our PO Number Guide.

3. Set Up Recurring Payments

If you work with a client regularly, automate the payment process with a recurring invoice. This saves time and ensures consistency.

This option is great for:

• Monthly retainers
• Subscription-based services
• Long-term clients
  

Use software like Invoice Fly that lets you customise frequency and sends automatic reminders when payment is due.

4. Make It Easy for Clients to Pay

The easier the payment process, the faster you get paid.

Consider offering:

• Multiple payment options (e.g. credit card, PayPal, bank transfer)
• Clear payment instructions
• Digital invoices with embedded “Pay Now” buttons
  

Tools like Invoice Fly support electronic invoicing, helping you receive payments quicker while reducing friction for your clients.

Best Practices When Sending

To keep your process smooth and stress-free, follow these tips:

1. Send Promptly

Don’t delay. Create and send the invoice right after the work is completed (or on your agreed-upon schedule).

2. Use Automating Software

Manual invoicing can be time-consuming. Switch to invoicing software to:

• Save time
• Stay organised
• Avoid errors
• Get paid faster
  

Invoice Fly lets you generate professional invoices in minutes and track payment status in real time.

3. Include All Required Details

Make sure to include everything the client needs to process payment quickly. This includes names, dates, amounts, services, and your contact info.

4. Follow Up Consistently

If payment is due and hasn’t arrived, send a polite reminder. Set up automatic follow-ups to avoid chasing clients manually.

5. Keep Records

Use software to store past invoices and receipts for accounting, audits, and tax prep. For help with receipts, see: How to Write a Receipt of Payment

Common Mistakes to Avoid

Even seasoned business owners can slip up with invoicing. Here’s what to watch for:

• Forgetting to invoice altogether
• Missing key details, like payment due dates or invoice numbers
• Not following up when payment is late
• Failing to use a consistent system for tracking
• Only accepting one type of payment
  

These small errors can cause significant delays. Using a tool that automates and tracks your invoices is one of the easiest ways to prevent problems before they start.

Want to avoid other common mistakes? Here’s a helpful breakdown: Invoice vs. Bill: What’s the Difference?

How Invoice Fly Can Help 

Invoice Fly is built to make invoicing easier for freelancers, service providers, and small business owners. You can use it to:

• Create a template and reuse it every time
• Add a unique invoice number automatically
• Automatically send right after a project wraps up
• Set up recurring invoices for long-term clients
• Accept online payments for improved cash flow
• Track overdue invoices and follow up automatically

With everything in one place, you’ll save time, stay organised, and get paid faster.

Try Invoice Fly’s Invoice Maker today and simplify the way you manage your business.