How to send an invoice: Simple steps to get paid faster

Published Friday 5 December 2025

Table of contents

• What to include on an invoice
• How to create an invoice
• When to send an invoice
• How to send an invoice
• How to write an invoice email
• What to do when invoices are ignored
• Automate your invoice reminders
• Get paid faster with professional invoicing
• FAQs on sending invoices

Key takeaways

• Establish clear billing expectations upfront by discussing invoice timing, payment terms, accepted payment methods, and any additional fees before starting work to prevent payment delays and disputes.

• Include all essential details on every invoice such as unique invoice numbers, business and client contact information, clear service descriptions, due dates, and total amounts including GST to ensure professional compliance and faster payment processing.

• Send invoices immediately via email upon work completion and follow up within 1-3 days of overdue payments to maintain consistent cash flow and prevent late payment habits from developing.

• Implement automated invoicing software to handle payment tracking, send reminder emails, and provide online payment options, which reduces manual follow-up stress and makes it easier for customers to pay promptly.

What to include on an invoice

Every invoice needs specific details to be professional and legally compliant. Getting this right helps you get paid faster and makes bookkeeping easier for you and your client. Make sure every invoice has:

• The word 'invoice' clearly visible
• A unique invoice number for your records
• Your business name and contact details
• Your client's name and contact details
• The date you sent the invoice
• The payment due date
• A clear description of the goods or services provided
• the total amount due, including any taxes like goods and services tax (GST). The Australian Taxation Office (ATO) specifies this can be shown separately or, if GST is exactly 1/11 of the total, via a statement that the 'Total price includes GST'

How to create an invoice

Invoice creation involves documenting a transaction with essential business and payment details. Start with an invoice template and include these required elements:

Business information:

• Your business name, address, and contact details
• Customer's name and billing address

Transaction details:

• Invoice number and date
• Description of goods or services provided
• Itemised costs and applicable taxes

Payment instructions:

• Due date
• Accepted payment methods
• Where to send payment

You can get more information in the Xero guide on how to make an invoice.

When to send an invoice

Invoice timing directly impacts your cash flow and payment speed. Send invoices immediately when work is complete to minimise payment delays.

Common invoicing schedules:

• Upon completion: Best for one-off projects and services
• Weekly billing: Improves cash flow consistency
• Monthly recurring: Suitable for retainers and subscriptions
• Milestone billing: For large projects, invoice at completion stages

Cash flow optimisation:

Spread invoice dates throughout the month rather than sending all on the same day. This creates steady income flow instead of monthly payment peaks and valleys.

How to send an invoice

Email delivery is the fastest and most reliable way to send invoices. It is also significantly cheaper; while processing paper invoices can cost up to $30, the ATO notes that e-invoicing can reduce this to less than $10. Email prevents lost invoices and reaches customers instantly, unlike postal mail.

Best practices for email invoicing:

• Verify the recipient: Double-check you're sending to the correct contact
• use secure formats – send as a PDF or an online link to help prevent fraud. To support secure digital invoicing, Australia has adopted the international Peppol framework as its common e-invoicing standard
• Follow up on first invoices: Call to confirm receipt and understanding
• Enable online payment: Include payment links for immediate processing

Why email works better than postal mail:

• much faster delivery when you email invoices (minutes instead of days)
• less chance of invoices going missing
• lower costs than printing and posting paper invoices
• clearer confirmation that your invoice was sent and received

Learn more about online invoicing.

How to write an invoice email

Invoice email communication should be clear, professional, and include key payment details. The subject line determines how quickly your invoice gets processed.

Effective subject line format:

"Invoice [number] - [Company name] - Due [date]"

Include purchase order numbers when provided by the customer.

Simple email template:

"Hi [Name],

Please find attached invoice [number] from [your company], due on [date].

Payment can be made via [payment methods].

Thanks for your business.

[Your name]"

Keep it brief: Detailed service descriptions belong on the invoice, not in the email.

What to do when invoices are ignored

Following up quickly on overdue invoices helps you get paid, especially because nearly 50% of invoices are paid late. Act quickly to prevent late payments from becoming a habit.

Pre-overdue reminder (1 day before):

"Hi [Name], invoice [number] is due tomorrow. Please let me know if you need anything to process payment."

Overdue notice (1–3 days late):

"Invoice [number] was due on [date] but we haven't received payment. When can I expect this to be resolved?"

Phone follow-up strategy:

• State the overdue invoice number and amount
• Ask when payment will be made
• Stay silent after asking - let them respond
• the pause often prompts a clear answer or commitment

Why quick action works: Prevents late payment patterns and shows you're serious about payment terms.

Automate your invoice reminders

Automated invoice reminders remove the stress of chasing payments manually. Xero’s online invoicing software handles follow-ups automatically, so you only deal with the few invoices that need personal attention.

How automation works:

• Tracks all invoices: Software monitors payment status automatically
• Matches payments: Links bank deposits to outstanding invoices
• Sends reminders: Pre-written emails go out on due dates
• Escalates problems: Flags invoices that need personal attention

Benefits of automation:

• Removes emotional stress from payment collection
• Ensures consistent follow-up timing
• Maintains professional tone in all communications
• Frees up time for core business activities

Get paid faster with professional invoicing

Sending a clear, professional invoice is the first step to getting paid on time. By setting clear terms, including all the right details, and following up promptly, you build good habits with your customers and protect your cash flow. Using online invoicing software can make this even easier, automating reminders and offering simple ways for customers to pay.

Ready to make invoicing effortless? Try Xero for free and see how simple it is to run your business, not your books.

FAQs on sending invoices

Here are answers to a few common questions about invoicing.

How do you invoice for a beginner?

Start with an invoice template. Fill in your business details, your client's details, an invoice number, and the date. List the services or products you provided with their costs, add the total amount, and state the payment due date. Using accounting software like Xero can simplify this process.

What's the difference between a tax invoice and regular invoice in Australia?

You need a tax invoice for sales over a certain amount, and it must include your Australian business number (ABN) and the GST amount. Specifically, the ATO requires that invoices for $1,000 or more must also show the buyer's identity or ABN. It's used for claiming GST credits. A regular invoice is simpler and used for sales that don't involve GST. Check the ATO website for current requirements.

Can I send invoices via text message or social media?

While you can, it's not always professional and can be hard to track. Email is the standard method. Sending a secure link to an online invoice is even better, as it allows for easy payment and record-keeping.

How long should I wait before following up on an unpaid invoice?

It's good practice to send a polite reminder the day after the due date. If you don't hear back, follow up again a week later. Automated reminders can handle this for you so you don't have to worry about it.

What should I do if a customer disputes my invoice?

Contact your customer immediately to understand the issue. Be open and listen to their concerns. If there's an error on the invoice, correct it and send a revised version. Clear communication is key to resolving disputes.