Getting paid
How to invoice a client (step by step)
Sending your first invoice can feel intimidating, but it comes down to a short checklist. Do these steps once and every invoice after that takes about a minute.
1. Add your details and the client's
Every invoice starts with who is billing whom. Put your business name, address, and email at the top, then the client's name and address underneath. If you have a logo, add it — it makes the invoice look established and trustworthy.
2. Give it a unique invoice number
Number your invoices in a sequence like INV-0001, INV-0002, and so on. This isn't just for looks: a unique number makes each invoice easy to reference when a client asks about a payment, and it keeps your own records clean at tax time.
3. List each product or service as its own line
Break the work into clear line items, each with a description, quantity, and price. "Website design — 10 hours — $75/hr" tells the client exactly what they're paying for. Itemising also makes disputes rare, because there's nothing hidden or bundled.
4. Add tax and the total
If you're registered to charge sales tax, VAT, or GST, add it as a percentage and show it as its own line. Then show the subtotal, any discount, the tax, and the final total due. Making the total obvious helps you get paid faster.
5. State your payment terms
Tell the client when and how to pay. "Payment due within 14 days by bank transfer" removes ambiguity. For larger jobs, ask for a deposit up front. Adding a small late fee (for example, 2% per month) gently encourages on-time payment.
6. Send it as a PDF
Email the invoice as a PDF so it looks the same on every device and can't be accidentally edited. You can create and download one for free with our invoice generator — no signup, no watermark.
How to get paid on time
Invoice promptly (the sooner you send it, the sooner you're paid), keep your terms short, and send a friendly reminder a day or two before the due date. Most late payments are simply forgotten, not refused — a polite nudge fixes the majority of them.