How to Invoice a Client: Complete 2026 Guide
Creating and sending your first invoice can feel intimidating, but it doesn't have to be. This guide walks you through everything you need to know about invoicing clients professionally, from what to include to how to get paid faster.
In This Guide
What to Include on Every Invoice
Every professional invoice needs these essential elements:
✓ Your business information - Name, address, email, phone number ✓ Client's details - Company name and billing address ✓ Invoice number - A unique identifier (e.g., INV-001) ✓ Invoice date - When you're sending the invoice ✓ Due date - When payment is expected (Net 15, Net 30, etc.) ✓ Itemized list - Description, quantity, rate, and total for each service ✓ Subtotal and total - Clear breakdown of amounts ✓ Payment instructions - Bank details, PayPal, or payment link
Step-by-Step Invoice Process
Follow these steps to invoice like a pro:
1. Choose an invoicing tool - Use software like Quidbill instead of Word or Excel 2. Set up your business profile - Add logo, company details, and payment info 3. Add your client - Enter their billing information 4. Create the invoice - Add line items for your work 5. Review and send - Double-check amounts before sending via email 6. Follow up - Send reminders if payment is overdue
Best Practices for Getting Paid Faster
Speed up your payments with these proven strategies:
✓ Send invoices immediately - Don't wait weeks after completing work ✓ Offer multiple payment options - Accept cards, bank transfer, and PayPal ✓ Set clear payment terms - State "Due within 15 days" not just "Due upon receipt" ✓ Send payment reminders - Automated reminders at 3, 7, and 14 days overdue ✓ Add late fees - 1.5% monthly late fee encourages on-time payment ✓ Make it easy to pay - Include a "Pay Now" button in your invoice
Common Invoicing Mistakes to Avoid
Avoid these rookie errors that delay payment:
✓ Missing or incorrect client details ✓ Vague descriptions like "Services rendered" ✓ No payment terms or due date ✓ Sending invoices as Word docs (use PDF) ✓ Not including payment instructions ✓ Forgetting to follow up on overdue invoices
Frequently Asked Questions
When should I send an invoice?
Send your invoice immediately after completing the work. For ongoing projects, invoice at agreed milestones or monthly. The sooner you invoice, the sooner you get paid.
What payment terms should I use?
Net 15 (payment due in 15 days) is standard for freelancers. Net 30 is common for larger clients. Shorter payment terms mean faster cash flow.
How do I follow up on unpaid invoices?
Send a friendly reminder 3 days before the due date, another on the due date, then weekly reminders after. Use automated invoice reminders to save time.
Should I charge late fees?
Yes, but include them in your payment terms upfront. A 1.5% monthly late fee is standard. State this clearly on every invoice.
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