How to send an invoice by email and get paid faster

Published Monday 30 March 2026

Table of contents

• Before you send an invoice
• What to include in an invoice
• When to send an invoice
• How to send an invoice
• How to write an invoice email
• What to do if your invoice is ignored
• Simplify invoicing with Xero
• FAQs on sending invoices

Key takeaways

• Establish clear payment terms with customers before starting work, including when you'll send invoices, payment deadlines, and accepted payment methods to avoid surprises and improve payment times.
• Send invoices immediately after completing work or delivering goods via email as PDF attachments, which provides instant delivery, creates a delivery record, and prevents invoice fraud through editing.
• Include all essential information on every invoice such as your business details, customer details, unique invoice number, description of work, total amount due, and payment terms to ensure quick and accurate payment processing.
• Follow up on overdue invoices the day after the due date with direct communication, and consider using automated invoicing software to handle payment reminders and track outstanding invoices without manual effort.

Before you send an invoice

Set clear payment expectations with your customer before you start work.

Payment terms set clear expectations about when you'll invoice and how long your customer has to pay. Discuss these before starting any work so nothing about your invoice comes as a surprise.

Cover these details upfront:

• Invoice timing: when you'll send invoices (weekly, monthly, or when the job's done)
• Payment deadline: how many days they have to pay
• Payment methods: how they can pay you

When customers know what to expect, they're more likely to pay on time. Research shows that about 70% of businesses that include detailed payment instructions on their invoices see better payment times.

What to include in an invoice

Create professional invoices that include all the essential information your customers need to pay you.

A professional invoice includes all the information your customer needs to process payment quickly and accurately. Missing details can delay payment or cause confusion.

Include these essential elements on every invoice:

• Your business details: business name, address, phone number, and email
• Customer details: their name or business name and billing address
• Invoice number: a unique reference number for tracking
• Invoice date: when you created the invoice
• Description of goods or services: what you provided, with quantities and rates
• Subtotal and taxes: itemised costs plus any VAT or sales tax you're required to charge
• Total amount due: the final amount your customer owes
• Payment terms: the due date and accepted payment methods
• Bank or payment details: where and how to send payment

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

When to send an invoice

Choose the right timing for your invoices to improve cash flow and get paid faster.

Send your invoice as soon as you complete the work or deliver the goods. The faster you invoice, the faster you get paid.

Your invoice timing depends on your work type:

• One-off jobs: send immediately after completing the work
• Large projects: send interim invoices at agreed milestones
• Subscriptions or retainers: send recurring invoices at regular intervals (weekly or monthly)

Think about your cash flow when you create a billing schedule. If you send all your invoices on the same day each month, your bank balance will have predictable highs and lows.

To smooth out your cash flow:

• Spread invoicing across the month instead of sending everything at once
• Invoice weekly rather than monthly for ongoing work
• Use invoicing software to automate recurring invoices so you never miss a billing date

How to send an invoice

Send your invoice using the method that's fastest, most secure, and most convenient for you and your customer.

Email is the fastest and most reliable way to send invoices. Your invoice arrives instantly, creates a delivery record, and is harder to lose than paper mail.

Before you hit send, double-check you're sending to the right contact at your customer's business.

Send your invoice by email

For most businesses, email is the best choice for invoice delivery.

Email works best for most invoices. It's fast, trackable, and easy for your customer to forward to their accounts team.

After sending your first invoice to a new customer, follow up with a quick call. Confirm they received it and understand what it's for. This simple step shows you're professional and helps ensure timely payment.

Send your invoice online

Online invoices let customers view and pay immediately from any device.

Online invoicing lets you post your invoice securely and send your customer a link. They can view the invoice and pay immediately via credit card, debit card, or bank transfer.

Online invoices speed up payment because customers can pay the moment they open the link.

Keep your invoices secure

Protect your invoices and payment details from fraud with these simple precautions.

Send invoices as PDFs or online links rather than editable documents. Fraudsters have intercepted emailed invoices and changed the bank details to redirect payments. This is a significant threat. Studies show 82% of organisations have experienced some form of business email compromise, with average losses over $100,000.

Protect yourself by:

• Using PDF format: harder to edit than Word documents
• Sending online invoice links: customers view and pay through a secure portal
• Confirming bank details verbally: for large invoices, ask customers to verify your details by phone before paying

How to write an invoice email

Write clear, professional invoice emails that help you get paid on time.

A clear subject line is the most important part of your invoice email. It helps your customer's accounts team find and process your invoice quickly.

Write a subject line that includes:

• Your invoice number
• Your business name
• The purchase order number (if your customer uses one)

Example subject line: Invoice #1234 from [Your Business Name], PO #5678

Ask your customer's accounts payable department how they prefer invoice emails formatted. Some companies have specific requirements.

Keep the email body short and direct. Your invoice contains all the details, so the email just needs to introduce it.

Example email:

Please find attached invoice #1234, which is due on [date].

If you have any questions, let me know.

Thanks for your business.

What to do if your invoice is ignored

Follow up promptly and professionally when invoices go unpaid.

Many small businesses deal with late payments from time to time. Following up promptly and professionally increases your chances of getting paid and prevents customers from developing bad payment habits.

Send a reminder before the due date

A friendly reminder a day or two before the due date can prevent late payments entirely.

Many customers simply forget, and a gentle nudge helps them prioritise your invoice.

Example pre-due reminder:

Just a reminder that invoice #1234 is due tomorrow. You should have everything you need to process it, but let me know if any questions come up.

Follow up immediately after the due date

Contact customers quickly when invoices become overdue to maintain good payment habits.

Contact your customer the day after an invoice becomes overdue. Quick follow-up signals that you track your invoices closely and expect timely payment.

Example overdue reminder:

Invoice #1234 was due yesterday but I don't have a record of payment. Please let me know when I can expect payment.

Make a phone call for persistent late payments

When written reminders haven't worked, it's time to pick up the phone.

Phone calls work because they're harder to ignore. Keep it simple:

• State the facts: mention the invoice number and how overdue it is
• Ask when you can expect payment: then wait for their response
• Let silence do the work: don't fill the gap with chatter

It may feel uncomfortable at first, but this direct approach is effective.

Automate your payment reminders

Let your invoicing software handle follow-ups so you can focus on your business.

Invoicing software can send payment reminders automatically so you don't have to chase every overdue invoice yourself.

Automated reminders work like this:

• Tracks all your invoices: the software maintains a list of what's been sent and what's due
• Monitors your bank deposits: matches incoming payments to open invoices
• Sends reminders automatically: when an invoice passes its due date, the software emails your customer

You only need to get involved when automated reminders don't work. This frees up your time for the work that actually earns you money.

Simplify invoicing with Xero

Streamline your entire invoicing process with software that handles creation, delivery, and follow-ups automatically.

Xero handles invoice creation, delivery, and payment reminders automatically so you can focus on running your business.

With Xero, you can:

• Create professional invoices using customisable templates
• Send invoices instantly by email or online link
• Accept online payments so customers can pay the moment they receive your invoice
• Automate payment reminders for overdue invoices
• Track what's been paid and what's still outstanding in real time

Automate your payment collection. Get one month free and see how easy invoicing can be.

If you're still having trouble with late payers, check out the guide on chasing payments.

FAQs on sending invoices

Get answers to common questions about invoice delivery and payment collection.

Can I send an invoice before completing the work?

Yes, you can invoice before completing work if you've agreed this with your customer. This is common for deposits, milestone payments on large projects, or retainer arrangements, with upfront deposits of 25–50% being standard in many industries. Make sure your payment terms clearly state when invoices will be sent and what they cover.

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

Follow up the day after the due date. Quick action signals that you track your invoices closely and expect timely payment. For important client relationships, you can also send a friendly reminder one or two days before the due date.

What if a client says they never received my invoice?

Resend the invoice immediately and confirm receipt. Ask for the best email address to use and consider following up with a phone call to verify they received it. Online invoicing systems create a delivery record that shows when your invoice was opened.

Should I send the invoice to multiple people at a company?

Ask your customer who should receive invoices. Larger companies often have a dedicated accounts payable email address. Sending to the right contact speeds up processing. For new customers, confirm the correct billing contact before sending your first invoice.

Can I charge late payment fees on overdue invoices?

You can charge late payment fees if they're included in your payment terms. State your late fee policy clearly on your invoices and in any contracts. While approaches vary, it's customary to charge 1.5% to 2% of the invoice amount as a late fee. Check local regulations, as rules vary by region.