How to send an invoice
Sending an invoice is simple, but a few habits get you paid faster. Send it promptly, make it easy to read, and make paying easy.
Send it as a PDF
A PDF looks the same on every device and cannot be edited by accident. Name the file clearly, such as Invoice-0042-Harbor-Light-Cleaning.pdf.
What to put in the email
Keep it short. Say what the invoice is for, the amount, the due date, and how to pay. Attach the PDF and send it to the person who approves payments, not only to the person you worked with.
When to send
Send it as soon as the work is done or the goods are delivered. For long jobs, agree milestones and invoice at each one.
Following up
If a due date passes, send a polite reminder with the invoice attached. Follow up again after a week. Move to a phone call if there is no reply.
Questions
Can I send an invoice by text?
You can, but email with a PDF is more professional and easier to file.
Do I need the customer's permission to email an invoice?
If they hired you, sending an invoice to the contact they gave you is normal. Use the billing email if they provided one.
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General information, not legal, tax, or accounting advice. Rules vary by place.