When to send an invoice
Send invoices as soon as work is completed — don't wait. Studies show invoices sent within 24 hours of project completion get paid 50% faster than those sent a week later. For ongoing work, send weekly or monthly on a consistent schedule.
Email template for sending an invoice
Keep it professional and brief:
- Subject: 'Invoice [#INV-001] from [Your Name] — Due [Date]'
- Greeting: 'Hi [Client Name],'
- Body: 'Please find attached invoice #INV-001 for [project/service]. Payment is due by [date]. If you have any questions, please let me know.'
- Closing: 'Thank you for your business!'
- Signature with your contact details
Step-by-Step Guide
- 1
Generate your invoice as a PDF
Use InvoiceGen to create a professional PDF invoice. Make sure all details are correct before sending.
- 2
Email the PDF directly
InvoiceGen lets you email invoices directly with one click. The PDF is attached automatically.
- 3
Use a clear subject line
Include the invoice number and due date in the subject. This makes it easy for clients to find later.
- 4
Follow up on overdue invoices
If unpaid by the due date, send a polite reminder. Then a firmer one at +14 days. Always reference the original invoice.
Frequently Asked Questions
What's the best way to send an invoice?
Email is fastest and creates a paper trail. Use a tool that sends the PDF directly. Avoid sending screenshots or images of invoices — always PDF.
Should I send invoices by mail?
Only if specifically requested. Email is 99% of business invoicing today. Some government and legal contracts still require mail.