Step-by-step
1
Confirm scope and payment terms
Before the work starts, agree on price, due date, deposit, and what counts as billable changes.
2
Create the invoice with clear line items
Use plain-language descriptions so clients immediately recognize what they’re paying for.
3
Add payment terms and accepted payment methods
Include Net 7/14/30, late fee policy (if used), and how clients can pay.
4
Send the invoice (and make it easy to pay)
Email it with a clear subject line and include a secure payment link when possible.
5
Track status and follow up consistently
Set a reminder schedule (e.g., 1 day after due, 7 days after due) and keep messages polite and specific.
Copy/paste templates
Invoice email (copy/paste)
Subject: Invoice #{{invoice_number}} — {{project_name}}
Hi {{client_name}},
Attached is invoice #{{invoice_number}} for {{project_name}}.
Total: {{total}}
Due: {{due_date}}
You can pay here: {{payment_link}}
Thanks,
{{your_name}}
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