How to Send an Invoice: Easy Steps to Get Paid Faster

Published Monday 26 January 2026

Table of contents

• Before you send an invoice
• How to create an invoice
• When to send an invoice
• Best ways to send invoices
• How to write an invoice email
• Three tips for sending your invoice
• Overdue payment reminder email (or call)
• The gentle reminder email you don't have to write
• Streamline your invoicing process
• FAQs on sending invoices

Key takeaways

• Establish clear payment terms and billing schedules with customers before sending invoices to avoid confusion and ensure prompt payment.
• Send invoices via email or online platforms rather than postal mail to create digital records, enable faster delivery, and provide customers with convenient online payment options.
• Follow up on your first invoice with a phone call to confirm receipt and understanding, then use automated reminder systems to handle overdue payments without manual effort.
• Use secure, uneditable formats like PDFs when sending invoices to prevent fraud and ensure payment information cannot be altered by criminals.

Before you send an invoice

Pre-invoice preparation involves setting clear expectations with customers before sending any bills. Make sure the details on your invoice match what you agreed with your customer.

Just as you discuss pricing before reaching a deal, you should also chat about billing. Set out payment terms explaining when you'll invoice (weekly, monthly, or when the job's done), and how long they'll have to pay.

How to create an invoice

When you create an invoice, you document what you've sold and how much the customer owes. In New Zealand, new laws supporting eInvoicing now refer to this documentation as taxable supply information, replacing the traditional term “tax invoice.” Open an invoice template, add the date and an invoice number, then follow these steps:

1. Add your business information: name, address, and contact details.
2. Add customer information: their name, address, and billing contact.
3. Add service details: Describe the goods or services provided clearly.
4. Add cost breakdown: Itemise prices, including any applicable taxes.

Finish with clear instructions on when and how to pay. For more detail, read the Xero guide on how to make an invoice.

When to send an invoice

Invoice timing determines when you bill customers and directly impacts your cash flow. It's common to send invoices when orders have been filled or tasks are completed. For GST-registered buyers, it's also a legal requirement to provide this information within 28 days of a request for supplies over $200, unless another date has been agreed upon.

If you're working on a big project, you might send interim invoices for the work done to date. And if you've sold a subscription, or you're on a retainer, you'll send a recurring invoice at regular intervals.

Cash flow strategy matters when creating your billing schedule. If you send all your invoices on the same day every month, your bank balance will be full of ups and downs. Consider spreading your invoicing over the month to smooth out payment cycles.

Send invoices weekly rather than monthly. If you do one-off jobs, send invoices as soon as the work is done. If you bill monthly for regular work, use software to automatically send your invoices so you do not need to worry about timing.

Best ways to send invoices

Choosing the right way to send your invoice helps you get paid faster and keeps your records organised. While you can use postal mail, modern methods are far more efficient for small businesses.

Sending invoices by email is a popular choice. It is quick, creates a digital record, and allows you to attach a PDF. For even better results, use online invoicing software.

Online invoicing software lets you send invoices from a secure online platform, see when customers open them, and offer simple ways to pay online. This reduces manual effort and helps improve your cash flow.

How to write an invoice email

Professional invoice emails require clear subject lines and concise messaging to ensure prompt processing. The most important part of your invoice email is the subject line. You might speed up payment by including purchase order numbers or specific project references.

Ask your customer's accounts payable department how they prefer email titles formatted. Keep the message body simple with essential details: invoice number, company name, amount due, and due date.

There will be a more detailed description of the goods or services on the invoice itself.

Three tips for sending your invoice

Invoice delivery methods include email, online platforms, and postal mail, with email being the most efficient option for small businesses. Unless there is a strong reason to send your invoice by post, use email. It arrives faster, is more reliable, and email addresses are simpler to get right.

Double-check you're sending it to the right contact and follow these three essential practices to ensure successful invoice delivery:

1. Call after your first invoice: Check they received your invoice and understand what it's for. This simple follow-up shows you're serious about invoicing.
2. Use uneditable formats: Send invoices as PDFs or through online platforms to prevent fraud. Criminals can't easily alter secure formats to redirect payments.
3. Go completely online: Post invoices securely online and send customers a payment link. Online invoices enable immediate payment via credit card, debit card, or automated clearing house (ACH).

Learn more about online invoicing.

Overdue payment reminder email (or call)

Payment follow-up involves systematic reminders when invoices become overdue, which happens to almost half of all invoices. Be polite but act quickly to prevent bad payment habits from forming.

You can even email them before they're overdue with a message like:

Pre-overdue reminder template:"Please remember that [invoice number] is due tomorrow. You should have everything you need to process it, but let me know if any questions come up."

If they've already gone past due, act quickly with a message like:

Overdue payment template:"Invoice [insert number] was due yesterday but we don't have any record of payment. Please let me know when I can expect payment."

Or you could make a phone call:

A quick call might feel awkward, but it often prompts faster payment. You do not need to say a lot. Simply tell them which invoice is late and then let them respond.

Pause after you have explained the situation so they have time to talk and agree on a payment date.

The gentle reminder email you don't have to write

Automated invoice reminders eliminate manual follow-up work by sending payment reminders automatically when invoices become overdue. For many businesses, chasing payments manually takes time and energy that could be spent on other work.

Online invoicing systems track all your invoices and monitor bank deposits for matching payments. When an invoice remains unpaid past its due date, the software automatically sends pre-written reminder emails.

You can automate this by using an online invoicing system. You'll only need personal involvement when multiple reminders have been ignored.

Streamline your invoicing process

Getting your invoicing right is key to maintaining healthy cash flow and strong client relationships. By setting clear terms, sending professional invoices promptly, and following up when needed, you create a smooth payment experience for everyone.

Using software to automate these steps saves you time and reduces stress, letting you focus on running your business, not chasing payments. See how simple it can be. Try Xero for free.

FAQs on sending invoices

Here are answers to a few common questions about invoicing.

How do I invoice someone for the first time?

When invoicing a new client, confirm their billing details and payment terms beforehand. Send a clear, professional invoice with all required information, then follow up with a brief call or email to ensure they received it and have no questions. This helps build a good payment habit from the start.

What's the difference between an invoice and a bill?

An invoice is a document you send to a customer to request payment for goods or services. A bill is a document you receive from a supplier requesting payment for something you purchased. Essentially, they are two sides of the same transaction.

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

It's good practice to send a polite reminder a day or two before the due date. If the invoice becomes overdue, follow up within a week. Consistent and timely reminders show you're serious about getting paid without being aggressive.

Can I charge interest on overdue invoices?

Yes, you can charge interest or late fees on overdue invoices, but this must be clearly stated in your initial agreement or payment terms. Check local regulations to ensure you comply with any rules on the amount you can charge.

What payment methods should I offer customers?

Offer a variety of convenient payment methods to help you get paid faster. Options like online payments via credit card, debit card, or direct bank transfer are popular. The easier you make it for customers to pay, the more likely they are to do so on time.