Guide/Sending & Getting Paid

Sending Invoices & Getting Paid

The job isn’t done until the money is in your bank. Here is how to hit "Send" with confidence.

The Golden Rules of Sending Invoices

Send Immediately: Don't wait until the end of the month. Send the invoice as soon as the work is approved.
Send to the Right Person: Ask your client, "Who handles accounts payable?" or "Who should I send the invoice to?".
Be Polite but Clear: Use "Please" and "Thank you," but be firm about the deadline.
Attach as PDF: Never send an editable Word doc. PDFs look the same on every device and prevent tampering.

Stuck on what to write? Use these templates.

Standard Invoice Email

Subject: Invoice [Invoice #] for [Project Name] - [Your Company]

Hi [Client Name],

I hope you are having a great week.

Please find attached invoice #[Number] for [Project Name], due on [Date].

You can pay via [Payment Method]. If you have any questions about the invoice, just let me know.

Thanks again for your business!

Best regards,
[Your Name]

Friendly Follow-up (3 Days Before Due)

Subject: Reminder: Invoice #[Number] due soon

Hi [Client Name],

Just a quick friendly reminder that invoice #[Number] sent on [Date] is due next [Day of Week].

I’m re-attaching it here for your convenience.

Thanks,
[Your Name]

Payment is due 30 days after the invoice date. The industry standard for B2B.

Payment due in 15 days. Better for freelancers who appreciate faster cash flow.

Payment is due immediately. Common for small jobs or product sales.

A trick to get paid faster: Client gets a 2% discount if paid in 10 days, otherwise full amount in 30 days.

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