How to Send an Invoice: Step-by-Step Guide for Faster Payments
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The easiest way to send an invoice is to create it in an invoicing app and share it with your customer by email, text, or a payment link. You can also attach a PDF to an email or send a printed copy by mail.
The best option depends on how your customer prefers to receive invoices. Some want an email they can forward to their accounting department. Others would rather open a link on their phone and pay right away, if online payments are enabled.
In this guide, we’ll explain each method, show you how to send an invoice with InvoiceFly, and share ready-to-use email and text message templates.
Ways to Send an Invoice
You don’t have to stick to one method. You can email a PDF for the customer’s records and include a payment link so they can pay from the same message.
Method | Advantages | Best for | Limitations |
|---|---|---|---|
Room for a short message, PDF, or invoice link | Freelancers, business clients, and accounts payable teams | Can be missed, filtered, or sent to the wrong inbox | |
Text message | Easy to open on a phone | Contractors and service businesses whose customers prefer texts | Limited room for detail; use a link or supported attachment |
Payment link | Lets customers view the invoice and use enabled payment options | Customers paying online | Requires payment setup; provider terms and fees apply |
PDF invoice | Easy to save, print, and share | Customers who need a document for their records | A file format, not a delivery channel; doesn’t track payment by itself |
Postal mail | Gives the customer a paper copy | Customers who request physical invoices | Printing, postage, and delivery time |
Email: Send It to the Person Who Handles Payment
The person who booked the work may not be the person who pays the bill. Before sending, ask which email address to use and whether the customer needs a purchase order reference.
Put your business name and invoice number in the subject line so the message is easy to find later. For regular clients, save the billing contact in your client portal rather than relying on an old email thread.
Text: Keep the Message Short
If you already arrange jobs with a customer by text, sending an invoice link there may fit the way you work together. Include your business name, the invoice number, the amount, and the link. Leave the detailed charges on the invoice.
Our guide to mobile payments covers ways customers can pay from their phones.
Payment Link: Give the Customer a Way to Pay
A link to an invoice doesn’t always mean the customer can pay through it. Check that you’ve enabled online payments before writing “view and pay” in your message.
Invoice Fly connects with Stripe and PayPal for online payments. The options your customer sees depend on your connected account and setup. A payment portal is where they complete the payment.
If you’d like to accept credit card payments, check your provider’s supported methods and fees. You can also read about how a payment gateway handles the checkout process.
PDF or Post: Give Them a Copy to Keep
Some customers need a file they can save or a paper copy for their records. You can download invoices as PDF, then attach the file to an email or print it for mailing.
Include the due date and payment instructions on the invoice itself. That way, the customer still has what they need if the file gets forwarded or the paper copy lands on someone else’s desk.
How to Send an Invoice With Invoice Fly
You can send invoices and estimates from Invoice Fly. Its help guide lists three sending options: Send by Email, Send Link, and Send PDF. Text delivery uses a shared link or PDF through your messaging app.
On Your Phone
- Open your invoice. Go to Invoices and select an existing invoice, or choose Create New Invoice to make one.
- Check the details. Make sure the customer’s information, amount, due date, and any payments already received are correct.
- Tap Send Invoice. Choose Send by Email, Send Link, or Send PDF.
- Choose how to share it. Send an email, copy the invoice link, or share the PDF through a supported app on your phone.
- Review and send. Double-check the recipient and include a short message explaining what the invoice is for and when payment is due.
If your customer prefers text messages or WhatsApp, you can share the invoice link or PDF through your phone’s messaging options. Before telling them they can pay online, make sure you’ve enabled a supported payment method.
On the Web
Sign in to Invoice Fly and open the invoice you want to send. Check the customer’s details and the balance, then open the sending options in your invoice view.
Use email or copy a link where offered. If the customer has asked for an attachment, download the PDF and add it to your email. You can use the templates below for the message.
The controls may sit in different places on the web and mobile versions. On a computer, you can also paste the invoice link into a messaging service you already use with the customer.
Make Sure the Customer Can Pay
Before sharing a payment link, connect a supported payment provider and enable it on the invoice. Invoice Fly’s help guide describes a Pay Now button for invoices with online payments enabled.
After sending, return to Invoices and open the invoice’s Status details to check sending and viewing activity. That gives you a place to start if the customer later says they can’t find the bill.
You can learn more about how to send invoices and estimates with InvoiceFly.
Invoice Email and Text Message Templates
Not sure what to say when sending an invoice? You don’t need a long message. Just let your customer know what the invoice is for, how much they owe, and when payment is due.
Here are four templates you can copy and adapt. Fill in the bracketed details and include a payment link or instructions for paying the invoice.
For more examples, see our guide on how to send an invoice via email.
First Invoice Email
Subject: Invoice [Invoice Number] from [Business Name]
Hi [Client Name],
Thanks for choosing us for [Service or Project]. Your invoice [Invoice Number] is ready. The total is [Amount], due on [Due Date].
You can view the invoice and pay here: [Payment Link].
Please let me know if you have any questions.
Thank you,
[Your Name]
[Business Name]
Deposit Invoice Email
Subject: Deposit invoice [Invoice Number] for [Project Name]
Hi [Client Name],
As agreed, I’m sending invoice [Invoice Number] for the deposit on [Project Name]. The deposit is [Amount], due on [Due Date].
You can review the invoice and pay here: [Payment Link]. This payment will be credited toward the total project price.
Thank you,
[Your Name]
[Business Name]
Invoice Email to an Accounts Payable Team
Subject: Invoice [Invoice Number] from [Business Name]
Hello [Accounts Payable Team or Contact Name],
Please find invoice [Invoice Number] for [Products or Services], totaling [Amount]. Payment is due on [Due Date].
Purchase order reference: [Purchase Order Number, if applicable].
View the invoice here: [Invoice Link].
Payment instructions: [Payment Link or Agreed Payment Method].
Please let me know if you need anything else to process payment.
Regards,
[Your Name]
[Business Name]
[Contact Information]
Delete the purchase order line if it doesn’t apply. If the customer requires a PDF or a vendor portal upload, follow that process too.
Invoice Text Message
Hi [Client Name], it’s [Your Name] from [Business Name]. Invoice [Invoice Number] for [Amount] is ready and due [Due Date]. View and pay here: [Payment Link]. Thanks!
When to Send an Invoice
If you’ve finished a one-off job, send the invoice while the work is still fresh in the customer’s mind. For deposits, longer projects, and regular clients, follow the schedule you’ve agreed on:
- After the job: Once you’ve completed the service or delivered the goods.
- Before work starts: When requesting an agreed deposit or advance payment.
- At a milestone: After reaching a project stage listed in your agreement.
- On a regular schedule: Weekly, monthly, or at another agreed interval for ongoing work.
Make the due date easy to spot. For example, “Payment due October 30” is clearer than leaving the customer to work it out. Your invoice payment terms should match what you agreed before the work started.
Our guide to when to send invoices covers different billing arrangements.
What to Do After Sending an Invoice
Once you’ve hit send, you don’t need to chase the customer straight away. Keep an eye on the invoice and check for payment before following up.
Check the Invoice Status
If a customer says they haven’t seen the invoice, invoice tracking can help you work out what happened. Here’s how to read the statuses your software records:
Status | What it tells you | What it doesn’t confirm |
|---|---|---|
Sent | The invoice has been recorded as sent | That it reached the correct inbox or was read |
Viewed | The system recorded an opening or viewing event | That the customer approved the bill or paid it |
Paid | The invoice is recorded as paid | By itself, that every payment has settled in your bank |
Overdue | The due date has passed with an unpaid balance recorded | Why payment is late |
InvoiceFly’s payment status notifications can help you keep track of invoice activity. Depending on your notification settings, you may receive alerts when a customer views an invoice or makes a payment. Keep in mind that an alert sent to you isn’t the same as a payment reminder sent to your customer.
Confirm Payments and Remaining Balances
Before you chase a payment, check that it hasn’t already arrived. A customer may have paid by bank transfer or handed you a check on site. Record payments received outside your connected provider so the invoice shows the right balance.
For online payments, remember that an invoice marked Paid doesn’t necessarily mean the money has reached your bank account. Check your payment provider to confirm the transaction was successful and see when the funds are expected to arrive.
Follow Up When Payment Is Late
If the due date has passed and a balance is still unpaid, check for a reply or delivery problem first. The invoice may have gone to an old address, or the customer may be waiting for a missing purchase order number.
Then send a polite reminder with the invoice number, amount still owed, and a way to pay. Our payment reminder email guide has wording you can use without turning the message into an awkward conversation.
Keep the Invoice and Payment Records
Save a copy of what you sent, along with the message and payment records. If a customer asks about a charge later, you can find the original bill without searching through several apps.
Send Your Next Invoice With Invoice Fly
Sending an invoice doesn’t have to be complicated. Choose a method that works for your customer, make sure the payment details are clear, and keep track of what’s been paid.
With InvoiceFly, you can create and share invoices from your phone or computer, giving you more time to focus on your work instead of paperwork.
Ready to send your next invoice? Explore InvoiceFly’s Send invoices and estimates feature.
FAQs
You can create an invoice using templates, spreadsheets, or invoicing software. Make sure to include client details, services, pricing, and payment terms.
Attach the invoice as a PDF, write a short message, and include a clear subject line. Send it directly to your client’s email.
Common mistakes include:
- Missing payment terms
- Incorrect totals
- Sending late invoices
- Using unclear descriptions
- Create the invoice
- Add all details
- Save as PDF
- Send via email or software
A proper invoice should be clean, organized, and include all essential details such as client information, services, totals, and payment terms.
If invoicing is available for your PayPal account, open its invoicing tool, enter the customer and billing details, and review the invoice before sending it or sharing its link. Features and payment fees depend on your account, market, and PayPal's current terms. See PayPal's instructions.
Send the invoice separately, then provide your business's enrolled Zelle payment details if your bank supports Zelle for your business account. Zelle is a payment service, so don't assume it will create the invoice or update your invoicing records. Confirm eligibility with your bank and record the payment against the invoice when received. See Zelle's business guidance.
Start a new message, enter the billing contact's email, and use a subject line with your business name and invoice number. Include the amount, due date, and payment instructions. Attach the invoice PDF using Attach files, or paste the invoice link, then check everything before clicking Send. Our guide to how to send an invoice via email includes more examples.
