Guide

Sending invoices and payment reminders

A good invoice is easier to pay when the message around it is also clear. Send the document with the amount due, due date, payment method, and any reference the client should use.

Best practices for sending invoices

• Send the invoice as soon as the work, delivery, or billing milestone is complete.
• Use a subject line that includes the invoice number and business name.
• Attach the PDF or downloaded invoice file, and include the payment details in the email body.
• Ask the client to confirm receipt if the amount is large or the project is important.
• Keep the sent invoice and message in your records.

Managing partial payments

If a client pays part of the invoice, record the amount paid and show the remaining balance due. This avoids confusion and gives both sides a clearer audit trail.

Payment reminder example

After payment

When payment arrives, update your records, keep proof of payment, and save the invoice copy according to your legal and tax requirements.