How to send an invoice and get paid faster

Published Wednesday 20 May 2026

Table of contents

• What to include in your invoice
• When to send an invoice
• How to send your invoice
• How to write an invoice email
• Invoice email templates for every scenario
• Payment options that speed up collection
• Track your invoice status and automate reminders
• Overdue payment reminder email (or call)
• Invoicing tips for freelancers
• Take your invoicing online with Xero
• FAQs on how to send an invoice

Key takeaways

• Include your business details, customer information, an itemized work description, and clear payment terms on every invoice so customers can process payment quickly.
• Send invoices immediately after completing work or delivering products to speed up payment collection and improve your cash flow.
• Email your invoice as a PDF with a "Pay Now" button or online payment link so customers can pay instantly.
• Automate invoice tracking and reminders to improve collection rates, eliminate manual follow-up, and maintain consistent professional communication.

What to include in your invoice

A complete, professional invoice includes your business information, customer details, an itemized description of work, and clear payment terms. Getting these details right helps customers process your payment request quickly and avoids back-and-forth delays. For a deeper dive, see our guide to invoicing.

Before sending your first invoice to a new customer, discuss billing details upfront to prevent confusion. Cover these points early:

• Invoice timing: when you'll send invoices, such as weekly, monthly, or at project completion
• Payment terms: how long customers have to pay after receiving the invoice
• Payment methods: which options you accept, such as credit card, bank transfer, or online payment

Complete invoices get paid faster. Include these essential elements on every invoice:

• Business information: your company name, address, and contact details
• Customer details: customer name and billing address
• Invoice specifics: unique invoice number and issue date
• Work description: itemized list of goods or services provided
• Payment terms: total amount due, due date, and accepted payment methods
• Tax information: applicable sales tax amounts

When to send an invoice

Send your invoice as soon as the work is done or the product is delivered. Invoicing immediately after completion helps you get paid sooner rather than waiting for a weekly or monthly billing cycle. According to Xero Small Business Insights, businesses wait an average of 28.7 days to be paid and invoices arrive 9.1 days late on average — so the sooner you send, the sooner the clock starts.

The best invoice timing depends on your business model. Here's when to send invoices based on how you work:

• Service businesses: invoice immediately after completing the work while it's fresh in your customer's mind
• Product businesses: invoice at the time of sale or upon delivery
• Subscription or SaaS: set up recurring invoices on a fixed schedule so they go out automatically
• Freelancers: invoice upon deliverable completion, or at agreed milestones for larger projects
• Construction and milestone billing: invoice at each project phase as defined in your contract

Use invoicing software on your computer or mobile device to bill customers on the spot instead of batching invoices at the end of the week or month.

These timing tips can also help improve your cash flow:

• Stagger invoices: send invoices at different times during the month to keep money coming in steadily
• Invoice weekly: weekly invoicing can help you get paid faster compared to monthly billing

How to send your invoice

The best way to send an invoice is by email with a PDF attachment and an online payment link. Email delivery is instant, creates a digital record for both you and your customer, and lets customers pay right away.

You have several options for delivering invoices, depending on your customer's preferences and your business setup:

• Email: the fastest and most common method; your invoice arrives instantly and you can include a "Pay Now" button for immediate payment
• Invoicing software: tools like Xero's e-invoicing automate sending, tracking, and reminders so you spend less time on admin
• Accounting software: integrated invoicing within your accounting platform keeps your invoices and bookkeeping in one place
• Postal mail: some industries and government clients still require a mailed paper invoice; allow 3 to 5 days for delivery
• Client portals: a secure online portal lets customers view, download, and pay invoices on their own schedule while giving you full tracking visibility

Xero data shows that invoices with online payment options get settled up to twice as fast, because customers can pay immediately with credit cards, debit cards, or Automated Clearing House (ACH) transfers.

Follow these best practices when emailing invoices:

• Confirm receipt: call after sending your first invoice to a new customer to verify they received it
• Use PDF format: attach your invoice as a PDF to prevent unauthorized editing
• Include payment links: add a "Pay Now" button so customers can pay instantly

How to write an invoice email

An effective invoice email has a clear subject line, a brief message, and the invoice attached as a PDF. Structuring your email well helps accounting departments process your bill quickly.

Write subject lines that are easy to identify and search for. Include:

• Invoice number: "Invoice #12345 - [Your company name]"
• Purchase order reference: add PO numbers when your customer provides them
• Due date: "Due [date] - Invoice #12345"

Keep your email body short. A few sentences covering the invoice number, amount, due date, and how to pay are all you need. Detailed work descriptions belong on the invoice itself, not in the email.

Invoice email templates for every scenario

Having ready-made email templates saves time and keeps your invoicing consistent. Copy and paste these templates, then fill in the bracketed placeholders with your details.

Initial invoice email

Use this template when sending a first-time invoice to a new or existing customer.

Hi [Customer name],

Please find invoice #[number] from [Your company name] attached, due on [date]. You can review the details in the attached PDF or pay online using the link below. Thanks for your business, and let me know if you have any questions.

Recurring invoice email

Use this for regular billing cycles, such as monthly retainers or subscription services.

Hi [Customer name],

Your [month/period] invoice #[number] from [Your company name] is attached, due on [date]. This covers your [service description] for the current billing period. You can pay online using the link in the invoice.

Milestone invoice email

Use this when billing at project phases or after completing a specific deliverable.

Hi [Customer name],

We've completed [milestone/deliverable description], and invoice #[number] is attached for this phase. The amount due is [amount], payable by [date]. Please let me know if you have any questions about the work delivered.

Friendly overdue reminder email

Send this 1 to 3 days after the due date as a gentle nudge.

Hi [Customer name],

Just a quick note that invoice #[number] was due on [date] and I haven't received payment yet. You can pay online using the link in the original invoice. Let me know if you need anything from my end to process this.

Rush or urgent payment request

Use this when you need to request expedited payment for time-sensitive work.

Hi [Customer name],

Invoice #[number] for [amount] is attached. Because this project was completed on an expedited timeline, I'd appreciate payment by [date]. Please let me know if you have any questions or need to discuss the timeline.

Early payment discount offer

Use this to encourage faster payment by offering a small discount.

Hi [Customer name],

Invoice #[number] for [amount] is attached, due on [date]. If you're able to pay by [early date], I'm happy to apply a [X]% early payment discount. Just use the payment link in the invoice, and the adjusted amount will be [discounted amount].

Payment options that speed up collection

Making payment convenient directly affects how quickly customers pay. The easier it is to pay, the fewer delays you'll face, and the less likely you are to deal with overdue accounts that could end up with collection agencies.

Offer multiple payment methods to suit different customer preferences:

• Online payment gateways: services like Stripe or PayPal let customers pay with a few clicks
• Card payments: accept credit and debit cards for faster processing
• Bank transfers: accept Automated Clearing House (ACH) payments for lower transaction fees

Include a "Pay Now" button directly on your online invoice to encourage immediate payment. Customers who can pay in one click are far less likely to put your invoice aside for later.

Track your invoice status and automate reminders

Automating invoice reminders can significantly improve collection rates and eliminates the stress of chasing payments manually. Software handles follow-up so you can focus on running your business.

Here's how automation helps with invoice tracking:

• Tracking payments: monitors bank deposits and matches them to invoices
• Sending reminders: delivers pre-written emails automatically on or before due dates
• Escalating follow-ups: sends multiple reminders at set intervals
• Flagging exceptions: alerts you only when cases need personal attention

The benefits of automated invoice tracking add up quickly:

• Save time: reduce follow-up work significantly
• Stay consistent: never miss sending a reminder
• Keep it professional: maintain positive customer relationships
• Collect faster: collect payments significantly faster than with manual follow-up

Overdue payment reminder email (or call)

Following up on overdue invoices within 24 to 48 hours of the due date significantly increases your chances of recovering late payments. Prompt action protects your cash flow and avoids the need to escalate overdue invoices, which can lead to issues like the thousands of complaints on third-party collectors filed annually with the Federal Trade Commission (FTC).

Use these templates for your reminder communications.

Pre-due reminder

Send this the day before payment is due.

Invoice #[number] is due tomorrow. You should have everything you need to process payment, but let me know if you have any questions.

Overdue payment reminder

Send this 1 to 2 days after the due date.

Invoice #[number] was due on [date] and I haven't received payment yet. Please let me know when you expect to pay or if there's anything holding things up.

Phone call strategy

When email doesn't get a response, a direct phone call can often resolve payment issues on the spot. Keep your calls brief and focused:

• State the invoice number: reference the overdue invoice clearly
• Ask about timing: find out when you can expect payment
• Listen for issues: ask if anything is causing the delay
• Stay calm: keep the conversation professional and let pauses happen naturally

Invoicing tips for freelancers

Freelancers face unique invoicing challenges, from inconsistent income to scope creep on projects. Setting up a professional invoicing process from the start helps you get paid on time and protects your business.

Set up professional invoicing early

Your invoicing setup shapes how clients perceive your business. Use invoicing software to create branded, professional invoices with your business name, contact details, and a unique invoice number for every job. This makes it easy to track payments and keeps your records organized for tax time.

Manage scope creep with clear invoicing

Scope creep happens when a project grows beyond the original agreement without adjusting the price. Protect yourself by defining the deliverables and cost in your invoice or quote before starting work. If the scope changes, send an updated invoice or a new quote before doing additional work. Documenting changes in writing keeps both you and your client aligned.

Choose payment terms that protect your cash flow

Shorter payment terms work better for freelancers than the standard Net 30 that larger businesses use. Consider these options:

• Due on receipt: ideal for small, one-off projects where you want immediate payment
• Net 7 or Net 14: a good middle ground that gives clients a short window without stretching your cash flow
• Milestone billing: split larger projects into phases and invoice at each milestone to keep income flowing throughout the project

Require deposits for large projects

For projects over a certain dollar amount, ask for a deposit or retainer before starting work. A deposit of 25% to 50% upfront protects you if a client cancels or delays, and it shows that the client is committed to the project. Include the deposit terms on your invoice and deduct the amount from the final bill.

Take your invoicing online with Xero

Xero's invoicing software helps you create, send, and track invoices from anywhere. Automate reminders, accept online payments, and get paid faster.

Get one month free

FAQs on how to send an invoice

Here are answers to frequently asked questions about how to send an invoice.

What is the best way to send an invoice by email?

The best way to send an invoice by email is to attach it as a PDF with a clear subject line that includes the invoice number and due date. Include a brief message with the key details and add a "Pay Now" link so your customer can pay instantly. Confirm receipt with new customers to make sure the invoice didn't end up in a spam folder.

When should you send an invoice to a client?

Send your invoice immediately after completing the work or delivering the product. For ongoing services, set a regular billing schedule, such as weekly or monthly, and communicate it to your client upfront. The sooner you invoice, the sooner you get paid.

How do I write an effective invoice email?

Start with a subject line that includes the invoice number and your company name. Keep the email body to 2 or 3 sentences covering the amount due, due date, and how to pay. Attach the invoice as a PDF and include a direct payment link. Save detailed descriptions for the invoice itself.

What is the difference between an outstanding invoice and an unpaid invoice?

An outstanding invoice is any invoice that has been sent but not yet paid, whether or not it's past due. An unpaid invoice specifically refers to one that has passed its due date without payment. Both need follow-up, but unpaid invoices require more urgent action to protect your cash flow.

What payment terms should I use on my invoices?

Common payment terms include Net 30 (payment due within 30 days), Net 15, and Due on Receipt. Choose terms that balance your cash flow needs with your industry norms. Freelancers and smaller businesses often benefit from shorter terms like Net 7 or Net 14.