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

Published Wednesday 22 April 2026

Table of contents

• Before you send an invoice
• When to send an invoice
• How to create an invoice
• How to send an invoice
• How to write an invoice email
• What to do when invoices aren't paid
• Three tips for sending invoices successfully
• Streamline your invoicing process
• FAQs on sending invoices

Key takeaways

• Agree on payment terms with your customer before sending your first invoice to avoid confusion, disputes, and late payments down the line.
• Send invoices promptly once work is complete, and spread your billing throughout the month to keep your cash flow steady and predictable.
• Use PDFs or a secure online invoicing platform to send invoices, as these formats protect your payment details from being altered and make it easier for customers to pay immediately.
• Follow up on unpaid invoices quickly with a friendly reminder one to two days before the due date, then again within a week if payment is overdue, as receivables more than 90 days late have a much higher chance of never being paid.

Before you send an invoice

Preparing before you invoice means agreeing on billing details with your customer before you send any invoices. This prevents confusion and payment disputes later.

Discuss payment terms upfront. Include when you'll invoice and how long they'll have to pay. This is especially critical now that The Business Payment Practices Act 2023 has been repealed in New Zealand.

When to send an invoice

When you time your invoices, you determine when you bill customers and directly impact your cash flow. Send invoices when orders have been filled or tasks are completed.

For GST-registered buyers, you must provide taxable supply information within 28 days of a request. This applies to supplies over $200, unless you've agreed on another date.

Different business models call for different invoicing schedules:

• Large projects: Send interim invoices for work completed to date
• Subscriptions or retainers: Send recurring invoices at regular intervals
• One-off jobs: Send invoices as soon as the work is done

Cash flow tip: Spread your invoicing throughout the month rather than sending everything on the same day. This smooths out your payment cycles and keeps your bank balance more stable. If you bill monthly for regular work, use software to send invoices automatically.

How to create an invoice

To create an invoice, document what you've sold and how much your customer owes. Open an invoice template, add the date and invoice number, then follow the steps below.

In New Zealand, new laws supporting eInvoicing took effect on 1 April 2023. These laws now refer to this documentation as taxable supply information, replacing the traditional term "tax invoice."

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 by clearly stating when and how to pay. For more detail, read the business.govt.nz guide on getting paid.

How to send an invoice

To send an invoice, deliver your billing document to the customer through email, online platforms, or postal mail. The method you choose affects how quickly you get paid and how organised your records stay.

Send invoices by email

Email is the most popular way to send invoices. It's quick, creates a digital record, and lets you attach a PDF. Double-check you're sending to the right contact before hitting send.

Send invoices through online platforms

Online invoicing software offers more control than email alone. You can:

• Send invoices from a secure platform
• See when customers open them
• Offer online payment options like credit card or direct debit

This may reduce manual admin tasks and can help businesses get paid more efficiently. Learn more about online invoicing.

Send invoices by post (when necessary)

Postal mail is slower and harder to track. Use it only when a customer specifically requests it or lacks email access.

How to write an invoice email

An invoice email should have a clear subject line and a concise message that helps your customer pay quickly.

A good subject line helps your invoice get noticed and processed quickly.

• Include purchase order numbers or project references
• Ask your customer's accounts payable team how they prefer titles formatted

Include these key details in your invoice email to help customers process payment.

• Include the invoice number: For easy reference
• Include your company name: Your business name
• State the amount due: The total owed
• Include the due date: When payment is expected

Keep the message brief. The detailed description of goods or services is on the invoice itself.

What to do when invoices aren't paid

To follow up on unpaid invoices, send reminders when customers haven't paid by the due date. Many businesses deal with overdue invoices and use reminders to follow up. Act quickly and politely to protect your cash flow. Keep in mind that the expected loss rate for receivables can jump to 10% when they are over 90 days past due.

Send payment reminders

Start with a friendly reminder before the due date, then follow up promptly if payment is late.

Pre-due reminder: "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."

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

Phone call approach: A quick call often prompts faster payment. Simply state which invoice is late, then pause to let them respond and agree on a payment date.

Automate your reminder system

Automated invoice reminders follow up on payments without manual effort. This frees up time you'd otherwise spend chasing customers to pay.

Automated systems handle the follow-up process for you in three main ways.

• Track invoices: The system monitors all your invoices in one place.
• Match payments: It checks bank deposits against outstanding invoices.
• Send reminders: When an invoice is overdue, it sends pre-written emails automatically.

You only need to get personally involved when multiple reminders have been ignored. Set this up through an online invoicing system.

Three tips for sending invoices successfully

These three practices help you get paid faster and protect against fraud.

1. Call after your first invoice: Confirm they received it and understand what it's for. This simple follow-up establishes good payment habits from the start.
2. Use uneditable formats: Send invoices as PDFs or through online platforms. Secure formats prevent criminals from altering payment details.
3. Go completely online: Post invoices on a secure platform and send customers a payment link. Online invoices let customers pay immediately via credit card, debit card, or direct bank transfer.

Streamline your invoicing process

Getting your invoicing right keeps cash flowing and client relationships strong. Set clear terms, send professional invoices promptly, and follow up when needed.

Automating these steps saves time and reduces stress, so you can focus on running your business. See how simple it can be. Get one month free.

FAQs on sending invoices

Here are answers to common questions about sending invoices.

How do I invoice someone for the first time?

Confirm billing details and payment terms with your new client before sending. After you send the invoice, follow up with a quick call or email to check they received it and have no questions.

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

An invoice is a document you send to request that someone pay you. A bill is a document you receive requesting that you pay. They're two sides of the same transaction. Learn more about what an invoice is.

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

Send a polite reminder one to two days before the due date. If the invoice becomes overdue, follow up within a week. Reminding customers promptly shows you're serious about getting paid.

Can I charge interest on overdue invoices?

Yes, you can charge interest or late fees on overdue invoices if this is clearly stated in your terms for paying. Check local regulations for any limits on the amount you can charge.

What payment methods should I offer customers?

Offer multiple ways to pay to help customers pay quickly. Popular methods include credit card, debit card, and direct bank transfer.

The easier you make it to pay, the faster you'll get paid.

Should I send invoices as PDF or Word documents?

Send invoices as PDFs. PDFs are secure, professional, and can't be easily edited. This protects your payment details from criminals who might alter them.