How To Send An Invoice: Learn The Basics (2026)

When to Send an Invoice to Get Paid Faster

Wondering how to send an invoice to maximize your chances of quick compensation? Broadly speaking, it’s best to send one as soon as possible. However, what “as soon as possible” means might depend on your industry.

Consulting invoices are usually sent out after services are received, so if you have a consulting firm, you might invoice clients right after they leave the office. Many artisans who create bespoke products send upfront invoices to collect deposits, so in this situation, you might send a freelance invoice once you and the client have agreed on product specifications.

Essential Details Every Invoice Must Include

These are key elements of any invoice:

• Basic contact information for buyer and seller
• The invoice number and issue date
• An itemized list of products or services received
• Payment terms and tax information

Invoices should also clearly outline any consequences of late payment (and early payment discounts if you have them).

Best Delivery Methods: Email, Software or Mail

When it comes to sending out completed invoices, you have a few options:

• Email (include a link to your payment portal if possible)
• Automated invoicing or accounting software
• Postal mail

Email invoicing is efficient in most cases, but if you have a large operation, automated invoicing software may make more sense from a financial standpoint.

Keep in mind that mailed invoices are necessary in some sectors. For instance, because the Health Insurance Portability and Accountability Act of 1996 (HIPAA) places strict safeguards on sensitive patient information, healthcare invoices are usually sent in the mail.

Writing a Clear, Professional Invoice Email

Many small business owners send invoices by email. If you do this, taking the time to compose a brief invoice email is part of the process.

For your convenience (and that of your clients), write easy-to-identify, searchable subject lines. Many business owners include the invoice number and their company name in the subject line and attach the invoice as a PDF.

Don’t include itemized lists or lengthy instructions in the body of the email itself. It’s generally best to note how much is due and when it’s due.

Speeding Up Collection With Online Payment Options

When you receive payment promptly, cash flow management becomes simpler. Online payment portals make it easier for clients to log in and make payments. When you accept online payment services like PayPal or Stripe, clients may be able to pay more quickly.

Tracking Invoices and Automating Reminders

Even if you offer early payment discounts, some clients may still fail to pay invoices on time. Invoicing software makes it easy to send automated payment reminders and follow up with clients who haven't yet paid.

Learn More About How to Send an Invoice Effectively

Invoices are important legal documents for any company. But depending on your industry, there may be many other types of documents you need. Explore ConsumerShield’s collection of legal templates and guides today.