How to Send an Invoice that Will Get Paid Faster

January 15, 2024

The blog post covers the essential tips and best practices for sending invoices that get paid faster. It offers a comprehensive guide that helps you streamline your invoicing process and get paid on time.

James Fyfe
Co-founder - CEO

Sending an invoice quickly and efficiently is key to getting paid in a timely manner. It's important to ensure that the necessary information is included and presented correctly so your customers know exactly what they need to do and when they need to do it. 

This article will provide tips on how to send an invoice that will get paid faster. With these steps, you can speed up the payment process and help your business stay on track.

How to Send Professional Invoices

Sending a professional invoice is an important part of any business. Invoices should include all the information necessary for customers to pay you quickly and easily. 

Here are some tips on how to send invoices that will get paid faster when doing online invoicing:

1. Use a Professional Format

To make it easy for you to get started, download our free Google Sheets invoice template, which includes all the necessary information to ensure your invoice looks professional. This includes your company’s name and address, contact information for the customer or client, invoice number and date of issue, details about the goods or services provided, and a breakdown of costs.

2. Use an Email Service 

An email is usually the quickest way to send an invoice when sending online payments. You can use an email service such as Gmail or Outlook to send a professional-looking invoice directly to the customer.

Portant’s invoicing workflow lets you use your Gmail to send invoices automatically in batches after your invoice is generated. 

Ensure you include all the necessary information in your email and clarify who should receive the invoice, what they need to do with it, and when payment is due. Also, remember to add ‘Invoice’  in the subject line to your email.

It is critical to know how to write an invoice email or use an invoice email template which will help you get paid faster. 

3. Add Payment Instructions 

Adding payment instructions and multiple payment methods in your invoice email can help further speed up the process. Provide customers with information on your different payment methods and a link to make an online payment.

You should also include payment due dates, bank details, and other relevant contact information. 

For a complete list of information to include in your next professional invoice, visit our page on how to write an invoice, where you can also download a free invoice template and get started in no time. 

4. Follow-Up 

If your customer hasn’t paid by the due date, follow up with a reminder email or call. Remind them of the due date, what they need to do, and where they can find payment instructions. Sending reminders before the due date has been reached could also be effective.

These tips will help you send professional invoices quickly and easily, so you can get paid faster. With a good process, you can manage your cash flow more effectively and keep your business running smoothly.

When to Send an Invoice?

Establishing when the invoice should be sent is important to ensure timely payment. An invoice should be sent after a service has been rendered, or goods have been delivered. This will prompt the customer to pay their bill promptly. 

However, sending an invoice may be necessary before delivery if a customer orders goods that need to be manufactured or shipped from elsewhere. This is particularly common in industries such as construction or landscaping, where the goods may take some time to arrive.

Steps of Sending an Invoice

When a private individual provides services or sells goods to a business, the business may get an invoice via Paypal invoicing, Square invoices, or specialized software like FreshBooks.

Sending an invoice is a crucial part of any business, and it can be done in a few simple steps.

1. Write the invoice

Start by creating an itemized list of services and goods provided, along with their prices. Include the customer’s name, address, and contact information at the top of the invoice.

2. Create a payment schedule

Determine when you expect to receive payment and include that in your invoice. This could be a certain number of days after the customer receives it, or you could require full payment before delivery.

3. Include payment methods

Include a list of payment methods you accept, including credit cards, PayPal, bank transfer, or cash.

4. Send the invoice

Depending on the customer's preference, you can send the invoice by email or regular mail. Ensure you include the customer’s name and address so the client doesn’t miss it.

That's how simple it is to send an invoice. Remember to keep track of your invoices and payments to stay caught up and maintain a positive cash flow in your business. 

Start to Send Invoices with Portant

Sending your invoices with Portant is easy and efficient. Portant provides an excellent invoicing solution that allows you to create professional invoices quickly, saving you a lot of time and resources. By signing up for a free account, you can use their free invoice template, which is customizable according to your business's unique needs.

After signing up, put the information about your business in the system. You should include your company name, address, and any logos or branding components you desire on your invoices.

Now you are ready to use the online invoice generator to make your first invoice. Simply add the products or services you delivered and the client's information, and start sending your invoices in a matter of minutes.

For a detailed walkthrough of how to get started with Portant’s workflow check the video below: 


Q. Can an invoice just be an email?

A. Yes, an invoice can just be an email. However, it must include relevant information such as company name and address, contact details, a description of the goods or services provided, and the amount due. Howeveran invoice is more likely to get paid if you send it professionally in a document  format. 

Q. Is the invoice a legal document?

A. An invoice is a legally binding document that states the goods or services provided and the amount due for payment. It must include details of the seller, buyer, date, and payment terms to be valid.

Q. Do I need an invoice to pay someone?

A. No, you do not need an invoice to pay someone, but it is an important transaction record. A written invoice helps ensure that both parties agree on the payment terms and helps avoid disputes. Additionally, it can help with accounting and tax purposes.

Portant Logo

Stop doing it manually

Automatically create, manage and share all your tedious paperwork — today!

Start For Free