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How to Send an Invoice to a Client
Most late payments are not refusals — they are invoices that reached the wrong inbox, arrived without context, or made paying inconvenient. Sending well is half of getting paid.
4 min read
Send it to the person who pays, not only the person who hired you
In larger companies the person who briefed you rarely approves payment. Ask early: "Who should invoices be addressed to, and is there an accounts email?" Then send to that address and copy your contact.
Write a short, clear email
- 1Use a subject line with the essentials: "Invoice INV-0007 — Acme Ltd — due 30 June".
- 2Open with one sentence of context: what the work was and which agreement it relates to.
- 3State the amount and due date in the body, not only in the attachment.
- 4Attach the PDF and include a link where the invoice can be viewed and paid.
- 5Close with a single, friendly line offering to answer questions.
Attachment, link, or both
- A PDF is what accounting teams file, so always include one
- A shareable link lets clients view current status and pay without digging through email
- Together they cover both the bookkeeper and the approver
Follow up on a schedule, not a mood
Decide your rhythm in advance — for example a gentle nudge three days before the due date, one on the due date, then every seven days. A fixed schedule keeps the tone neutral and professional.
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