How to send an invoice online and get paid faster

Published Friday 10 April 2026

Table of contents

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

Key takeaways

• Send invoices immediately after completing work or delivering products to reduce payment collection time by up to 40% and improve cash flow instead of waiting for weekly or monthly billing cycles.
• Use email delivery with PDF attachments and include "Pay Now" buttons or online payment options to enable instant payments and reduce collection time by up to 50%.
• Implement automated invoice tracking and reminder systems to improve collection rates by 45%, eliminate manual follow-up work, and maintain consistent professional communication with customers.
• Contact customers within 24 to 48 hours of missed due dates through direct phone calls or email to resolve 85% of payment issues immediately and recover 67% of late payments.

When to send an invoice

When you time your invoice determines how quickly you get paid. Send your invoice immediately after completing work to reduce payment collection time by up to 40%.

The sooner you invoice, the sooner you receive payment. Use invoicing software on your computer or mobile device to bill customers on the spot instead of waiting for weekly or monthly billing cycles.

Common invoice schedules include:

• Project completion: send immediately after delivering work or products
• Milestone billing: send at project phases for large jobs
• Recurring services: send monthly or weekly for ongoing work
• Subscription billing: send recurring invoices automatically for regular services

Here are some tips to improve your cash flow:

• Stagger invoices: send invoices at different times during the month to keep money coming in steadily
• Invoice weekly: send weekly invoices to get paid 40% faster compared to monthly billing

What to include in your invoice

Essential invoice details help customers process your payment request quickly. A complete invoice includes your business information, customer details, a description of work, and clear payment terms.

Before sending your first invoice to a new customer, discuss billing details upfront to prevent delays and confusion.

Discuss these billing details upfront:

• 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, professional invoices get paid 30% faster. Include these essential elements:

• 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 or VAT amounts

How to send your invoice

Emailing your invoice is the fastest, most reliable way to send it. Your invoice arrives instantly and creates a digital record for both you and your customer.

Email outperforms postal mail in every category:

• Speed: instant delivery versus three to five days
• Reliability: no risk of lost or delayed mail
• Accuracy: email addresses are easier to verify than postal addresses
• Cost: free to send versus postage expenses

Online invoicing reduces payment time by up to 50% by letting customers pay immediately with credit cards, debit cards, or Automated Clearing House (ACH) transfers.

Follow these email best practices:

• Confirm receipt: call after sending your first invoice to verify the customer 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

Structuring your invoice email well helps accounting departments process your bill quickly. Use a clear subject line and keep your message brief and professional.

Write effective subject lines by including:

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

Here's a sample email body you can use:

"Here's invoice #[number] from [Company Name], due on [date]. You'll find payment details in the attached PDF. Thanks for your business."

Keep your email brief. Detailed work descriptions belong on the invoice itself, not in the email body.

Payment options that speed up collection

Making payment convenient directly affects how quickly customers pay. The easier you make it to pay, the fewer delays you'll face. This helps you avoid contributing to the massive amount of debt purchased by collection agencies, which once reached $100 billion in a single year.

Offer multiple payment methods to suit different customer preferences:

• Online payment gateways: use Stripe, PayPal, or similar services
• Card payments: accept credit and debit cards
• Bank transfers: accept Automated Clearing House (ACH) payments

Include a "Pay Now" button directly on your online invoice to encourage immediate payment.

Track your invoice status and automate reminders

Automating invoice reminders improves collection rates by 45% and eliminates the stress of chasing payments manually. Software handles follow-up so you can focus on running your business.

Automation works by:

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

Automation offers several key benefits:

• Save time: reduce follow-up work by 80%
• Stay consistent: ensure you never miss sending a reminder
• Keep it professional: maintain positive customer relationships
• Collect faster: collect payments 30% faster than manual follow-up

Overdue payment reminder email (or call)

Following up on overdue invoices recovers 67% of late payments when you act promptly. Contact customers within 24 to 48 hours of the due date for best results. This improves your cash flow and helps avoid escalating issues.

Escalation can lead to negative experiences 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 template:

"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 template:

"Invoice #[number] was due yesterday and I haven't received payment. Please let me know when you expect to pay."

When email doesn't work, try calling directly.

Phone call strategy:

A direct phone call resolves 85% of payment issues immediately. Keep your calls brief and focused:

• State the overdue invoice number clearly
• Ask when you can expect payment
• Request an explanation for the delay
• Allow silence without filling it

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 invoicing

Here are answers to common questions about sending invoices and managing payments.

When should I send an invoice?

Send your invoice immediately after completing work or delivering products. For ongoing services, send invoices weekly or monthly depending on your agreement with the customer.

What payment terms should I use?

Common payment terms include Net 30 (payment due within 30 days), Net 15, or Due on Receipt. Choose terms that balance your cash flow needs with industry standards.

How do I handle late payments?

Contact the customer within 24 to 48 hours of the missed due date. Start with a friendly reminder email or phone call to resolve the issue quickly.

Should I charge late fees?

You can charge late fees if you include this in your payment terms upfront. Check your local laws about maximum late fee amounts and notify customers before applying fees.

What information must be on an invoice?

Include your business name and contact details, customer name and address, invoice number, issue date, itemized list of goods or services, total amount due, due date, and accepted payment methods.