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How to send an invoice

By Diljit Ramachandran, founder of The Invoice Generator. Published Oct 26, 2026.

To send an invoice, save it as a PDF, email it to the person who pays bills with the invoice number in the subject, and state the amount, the due date and how to pay in the message. Send it as soon as the work is done, or at the stage you agreed, and keep a record of when you did.

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What are the steps?

Sending an invoice means delivering it to the person who pays bills, in the form they accept, so the payment clock can start.

  1. Check the invoice, the number and the total.
  2. Save it as a PDF invoice.
  3. Find who handles payments and how they want invoices: many companies have an accounts address, and some require a supplier portal or a specific e-invoice format instead of email.
  4. Email the PDF with the invoice number in the subject.
  5. Note the date you sent it and diary a reminder.

What should the email say?

Keep it short: the invoice number, the amount, the due date and how to pay. Use the wording in the invoice email template.

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Fill in three things and the tool opens with them already in place. Free, no signup.

Should you send it by post?

Some clients still want paper. Print the PDF, sign if asked and post it. Keep proof of posting. For most clients, email is the faster route. First make the invoice, or make it online and download the PDF.

Questions

When should I send an invoice?
When the work is done, or at the stage you agreed. Terms usually count from the invoice date.
How do I know the client got it?
Ask for a reply confirming receipt. A read receipt is a bonus, not proof.

Keep every document in one place

  • A free account saves a copy of each invoice, remembers your clients and items, and shows what is paid and overdue.
  • Pro numbers your invoices for you, emails payment reminders, and repeats the ones you send every month.

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Drafted with AI assistance from public sources and our own tool, and published by Diljit Ramachandran. It has not been checked by an accountant. It is general information, not tax or legal advice. Rules differ by place; check with an accountant or your local tax office.