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How to Send an Invoice: A Step-by-Step Guide for Small Business Owners



featured image: How to Send an Invoice- A Step-by-Step Guide for Small Business Owners

So you’ve just finished a project or provided a service for a client, and now it’s time to get paid. But how do you go about it? That’s where invoices come in. Invoices are an essential part of any business or freelancer’s payment process, as they provide a clear record of what was done, how much it costs, and when payment is due.

In this article, we’ll walk you through the steps of sending invoices, from gathering the necessary information to choosing a delivery method. We’ll also provide some tips for effective invoicing, so you can get paid on time and maintain good relationships with your clients.

Whether you’re a seasoned pro or just starting out, this guide will help you streamline your invoicing process and ensure that you’re getting paid for your hard work. So let’s get started.

Preparing to Send Invoices

Alright, before we dive into creating and sending invoices, let’s get everything in order first. Here are a few things you’ll need to do to prepare:

Collecting necessary information

The first step in creating an invoice is to gather all the necessary information. This includes your client’s name and address, a description of the goods or services you provided, an invoice number, and your payment terms (i.e., when payment is due, accepted payment methods, etc.).

Choosing invoice templates

Next, you’ll need to choose an invoice template that suits your needs. There are plenty of free templates available online, or you can create your own using software like Microsoft Word or Excel.

microsoft word template
Word invoice template

Setting up an invoicing system

To make your life easier, it’s a good idea to set up an invoicing system. You can use online invoicing software like FreshBooks or QuickBooks, Square Invoices, or a simple Excel spreadsheet. Whatever you choose, make sure it’s something that works for you and your business.

Before sending invoices, take some time to go over them. This way, you can make professional-looking invoices fast and easily. So let’s move on to the next step: creating the invoice!

Creating the Invoice

Now that you have all the necessary information and tools, it’s time to create your invoice! Here’s how to do it:

Adding necessary information

Using your chosen template or software, input all the necessary information you collected in step II. This includes your client’s name and address, a description of the goods or services you provided, an invoice number, and your payment terms.

client information on an invoice

Calculating total amount

Make sure to calculate the total amount of the invoice based on the agreed-upon price for the goods or services provided. If you’re charging sales tax or other fees, be sure to include those as well.

Including payment details

Finally, make sure to include all the necessary payment details, such as how much is due, when it’s due, and the accepted payment methods. You may also want to include your contact information in case your client has any questions or concerns.

payment information on an invoice
Invoice payment details

Once you have all the information added, take a moment to review the invoice and make sure everything is correct. Then, save the invoice and move on to the next step: sending it.

Sending the Invoice

Now that you’ve created your invoice, it’s time to send it to your client! Here’s how to do it:

Choosing a delivery method

There are a few ways to send invoices to clients, and choosing the right method depends on various factors like convenience, cost, and the nature of the business. Here are some popular methods of sending invoices:

  1. Email – This is the most common method of sending invoices. It’s fast and free, and you can attach a PDF or Word document that contains your invoice. Make sure you have the correct email address of your client to avoid sending it to the wrong recipient. Add “Invoice for Project XX for the Month of XYZ in the subject line.
  2. Postal Mail – This method is less common in today’s digital age, but it can still be useful for clients who prefer hard copies. This method is also ideal if you need to send an invoice to someone who does not have an email address.
  3. Hand-Delivery – If you live near your client or have to meet with them, you can choose to hand-deliver the invoice. This method can be more personal and help you establish a good relationship with your client.
  4. Online invoicing and accounting software – There are many online invoicing platforms available today that make it easy to generate, send, and track invoices electronically. These services are typically more affordable than traditional invoicing methods and offer features like automatic reminders and payment tracking.

Whichever method you choose, be sure to keep proof of your invoicing records in case there is ever a dispute over payment.

Writing an invoice email

If you choose to send the invoice via email, make sure to use a professional email template that includes the invoice as an attachment. You can also include a brief message thanking your client for their business and reminding them of the payment due date.

Following up on the invoice

It’s a good idea to follow up on your invoice if you haven’t received payment by the due date. You can send a friendly email or give your client a call to remind them of the payment and see if there are any issues you need to resolve.

Send your professional invoices quickly and follow up if you do not hear back. This way, you will get paid on time and keep a good relationship with your customers. So go ahead and send an invoice.

Tips for Effective Invoicing

To make sure your invoicing process runs smoothly, here are a few tips to keep in mind:

1. Be clear and concise

Make sure your invoice is clear and easy to understand. Use simple language and avoid using technical terms that your client may not understand.

2. Include all necessary information

Double-check that you’ve included all the necessary information on your invoice, such as the client’s name and address, a description of the goods or services provided, and the total amount due.

3. Set clear payment terms

Be sure to set clear payment terms, including the due date and accepted payment methods. This can help prevent misunderstandings or payment delays.

4. Follow up and send payment reminders

Don’t be afraid to follow up on late payments. Send a friendly reminder email or give your client a call to see if there are any issues you need to resolve.

5. Keep good records

Keep good records of all your invoices and online payments received. This can help you track your income and expenses, and make tax season a breeze.

Follow these tips to make sure your invoices are sent out fast and work well. Then you can send the invoices without worrying.


Invoicing may not be the most exciting part of running a business, but it’s a crucial one. By following the steps outlined in this article, you can create and send professional-looking invoices with ease.

Remember to take the time to prepare before sending invoices, choose an invoice template that works for you, and set up an invoicing system that makes sense for your business. Then, input all the necessary information and send your invoice via your preferred method.

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