How to send an invoice in 5 easy steps (with examples)

Chasing down payments is a frustration no business should deal with. A well-structured invoice sets clear expectations, reduces delays, and keeps cash flow steady. But sending an invoice isn’t just about listing what’s owed—it’s about ensuring the process is seamless for both you and your client.

Let’s walk through how to send an invoice, from setting payment terms to avoiding common mistakes.

How to send an invoice in 5 easy steps

Sending an invoice seems simple—until payment is delayed because of a missing detail. A structured invoicing process reduces back-and-forth, sets clear expectations, and ensures clients have everything they need to pay on time.

1. Define payment terms upfront

Before creating an invoice, set clear payment terms. This prevents disputes and establishes expectations from the start.

Some key details to outline are:

• Payment due date: Specify when payment is expected (e.g., "Net 30" means payment is due 30 days after the invoice date).
• Accepted payment methods: Clarify whether you accept ACH, credit cards, wire transfers, or digital platforms.
• Late fees: If applicable, include penalties for overdue payments.
• Deposits or upfront payments: If you require a deposit, outline the amount due before work begins.

For example, a consultant might state: "Invoices are due within 15 days. Late payments will incur a 3% monthly interest charge. Accepted payment methods: ACH bank transfer, credit card, and PayPal."

2. Include all necessary invoice details

A complete invoice makes it easier for clients to process payments without delays. Missing information can result in unnecessary follow-ups.

Every invoice should include:

• Your business information: Name, address, contact details, and tax identification number (if applicable).
• Client information: Business name, billing address, and contact details.
• Invoice number: A unique, sequential identifier for tracking.
• Invoice date & due date: Clearly indicate when the invoice was issued and when payment is due.
• Itemized breakdown: A detailed list of services or products, including quantities, rates, and total amounts.
• Subtotal, taxes, and discounts: A transparent cost breakdown.
• Total amount due: Highlight the final payable amount to avoid confusion.
• Payment instructions: Include account details for bank transfers or payment links for digital methods.

Depending on the transaction, you may need a different type of invoice. Standard invoices work for most cases, but recurring invoices are useful for subscriptions, while proforma invoices give an estimate before work is completed.

Additionally, businesses that need to pass on expenses incurred during service delivery should issue an expense invoice to bill clients for reimbursable costs. Be sure to choose the right format for your business needs.

3. Choose the right invoicing method

The invoicing method you use can impact how quickly you get paid. Choosing the right invoicing system depends on business size, client preferences, and volume.

Common invoicing methods include:

• Manual invoices (Word, Excel, PDF): Best for small businesses or infrequent invoicing.
• Invoicing software: Automates invoice tracking and integrates with accounting systems.
• Payment platforms: Allows clients to pay directly through the invoice, reducing friction.
• ERP or accounting software integration: Ideal for businesses managing high invoice volumes.

For a freelancer sending occasional invoices, a PDF template might be sufficient. A business processing dozens of invoices monthly benefits from automation.

4. Send a professional invoice email

The way you send an invoice affects how quickly it’s processed. A well-structured email ensures it’s received, acknowledged, and actioned without delay.

Remember invoicing best practices such as attaching the invoice as a PDF to prevent formatting issues, using a clear subject line, andkeeping the message brief and professional.

Here’s an example of a simple but effective invoice email to send to your clients:

Subject: Invoice #1023 from XYZ Consulting – Due March 15, 2024
Dear [Client’s Name],

Please find attached Invoice #1023 for services rendered. The payment is due by March 15, 2024. Let us know if you have any questions.

Payment details are included in the invoice for your convenience. Thank you for your business.

Best,

[Your Name] | [Your Business Name]

Avoid pasting invoice details into the email body—attachments keep formatting consistent.

5. Offer multiple payment options

The easier it is for clients to pay, the faster you’ll receive funds. Offering a variety of payment options removes friction and helps avoid processing delays.

Some common payment methods to choose from are:

• Bank transfer (ACH/Wire): Secure and preferred for large transactions.
• Credit card payments: Fast but may incur processing fees.
• Digital platforms (PayPal, Stripe): Convenient but often include transaction fees.
• Checks: Still used in some industries, but processing times are slower.

For corporate clients, ACH and credit card payments speed up approvals. For international clients, platforms like PayPal can simplify currency conversions.

What are the different ways to send an invoice?

The method you use to send an invoice can affect how quickly it reaches the recipient and gets processed. While digital invoicing is the standard for most businesses, some industries still rely on traditional methods.

1. Postal mail

Some businesses, such as government agencies and legal firms, still require paper invoices for record-keeping. While reliable, this method is slow and lacks tracking capabilities.

2. Email

Sending a PDF invoice via email is one of the fastest and most cost-effective methods. Many invoicing platforms allow businesses to generate and send invoices directly from the software, streamlining the process and enabling automated follow-ups.

3. Online client portals

Some financial management platforms provide secure portals where clients can view, download, and pay invoices. These portals also store past invoices, making record-keeping easier.

4. Electronic Data Interchange (EDI)

EDI automates invoice exchange by using standardized electronic formats, reducing manual data entry. This method is widely used for B2B transactions, particularly in industries with high invoicing volumes.

5. Cloud-based accounting software

Many businesses use cloud-based invoicing tools to create, send, and manage invoices in one place. These platforms often include automation features, allowing businesses to schedule recurring invoices, track payments, and store records securely.

Common invoicing mistakes to avoid

Even a small mistake on an invoice can cause delays and disrupt cash flow. Here’s what to watch for:

• Missing or incorrect details: Errors in invoice numbers, client information, or item descriptions can lead to rejections and payment delays. Always double-check before sending.
• Sending invoices to the wrong contact: If an invoice goes to the wrong department or individual, it may be overlooked. Invoicing software can help verify and autofill recipient details.
• Forgetting to send the invoice: Delayed invoicing means delayed payment. Setting reminders or using automation prevents oversight.
• Using the wrong currency or language: International clients may require invoices in a specific currency or language. Many invoicing tools offer multi-currency and multilingual support.
• Failing to apply taxes correctly: Incorrect tax calculations can create compliance issues. Verify tax rates and requirements based on the client’s location.

Optimize invoice management with Ramp

Keeping up with invoices is about precision, efficiency, and full visibility. Ramp’s automated invoice management system streamlines the entire process, reducing manual work so your team can focus on higher-value tasks.

With AI-powered OCR, automated approvals, and seamless ERP integration, Ramp removes data entry bottlenecks, speeds up processing, and improves accuracy at every stage while also providing a centralized payment hub that supports ACH, wire, check, and card payments.

Manual invoice management slows businesses down. See how Ramp’s invoice automation software can transform your workflow—or explore our interactive demo today.