How to Invoice a Client: A Step-by-Step Guide

Sending a clear, professional invoice is the difference between getting paid on time and chasing a client for weeks. This guide walks through exactly what to put on an invoice, how to send it, and how to follow up — whether you use a template or an app like Invoiceflint.

What every invoice should include

A complete invoice removes any ambiguity about who owes what, and by when. At a minimum, include the following:

• Your business name and contact details (and logo, if you have one).
• The client's name and billing details.
• A unique invoice number so both sides can reference it later.
• The invoice date and a clear due date (for example, 'Net 15' or 'Due July 1').
• An itemized list of work or products, with quantity, rate, and line total.
• Subtotal, any tax, and the final total amount due.
• Accepted payment methods and instructions.

Step by step: from work done to money in the bank

1. List each item of work or product with a short, specific description.
2. Set the quantity and rate for each line so the totals calculate correctly.
3. Add any applicable tax and confirm the grand total.
4. Set clear payment terms — a specific due date gets paid faster than 'due on receipt'.
5. Send the invoice as soon as the work is delivered, while it's still fresh.
6. Track whether the client has opened it, and follow up politely if the due date passes.

How to get paid faster

The two biggest levers are speed and visibility. Invoice immediately after delivering work, and use a tool that tells you the moment a client views the invoice — so a follow-up is a gentle reminder, not a guess. Invoiceflint sends invoices from your phone and shows a live read receipt and payment status (Draft → Sent → Viewed → Paid) so you always know where you stand.

If a client hasn't paid by the due date, send a short, friendly reminder that references the invoice number and the amount. Most late payments are simple oversights, not refusals.