How to Send an Invoice: A Beginner's Guide to Getting Paid Professionally

Introduction

Have you ever finished a project and found yourself stuck, wondering how to ask for payment? You're not alone. For many beginners, learning how to send an invoice feels like navigating a maze—with questions about wording, formatting, and timing swirling around.

Here’s the good news: invoicing doesn’t have to be complicated. Whether you're freelancing, running a side hustle, or launching a small business, you deserve to get paid clearly and confidently.

In this beginner-friendly guide, we’ll walk you through the full process—from understanding what an invoice is to sending one by email and avoiding common invoicing mistakes. No prior experience needed. Let’s get you paid.

What Is an Invoice and Why Does It Matter?

An invoice is a formal request for payment. It spells out the who, what, when, and how much of a completed job or delivered product. It’s your way of saying, “Here’s what I did—now here’s what’s owed.”

Think of an invoice like a digital receipt before the money arrives. It confirms the details, keeps you organized, and builds trust with your client.

Real-Life Example:

A freelance social media manager just completed a campaign for a local business. The next step? Sending a clear, professional invoice to get paid.

What Should Be on Every Invoice?

Your name or business name + contact details

Client’s name + contact info

Unique invoice number

Date of invoice + due date

Clear list of services or products

Total amount due

Payment terms (e.g., Net 15, Due on Receipt)

Myth to Avoid: “I can just text my client the total.”

Without a formal invoice, it’s easier for details to get lost or disputed. Always use a structured format.

How to Write Your First Invoice

Writing your first invoice may feel like a big step, but it’s really just filling out a simple document.

Think of it like packing a lunch:

You need the essentials (a sandwich, drink, snack), just like your invoice needs the right fields. Forget one, and things feel incomplete.

Beginner Scenario:

A new virtual assistant finishes a week of tasks for a client. She wants to sound professional but has no clue how to bill properly.

Step-by-Step Guide:

Start with your details – Name, email, phone, and business address.

Add client info – Make sure it’s spelled correctly.

Create an invoice number – Helps track payments.

Insert the date + due date – Be clear on expectations.

List services clearly – Break down what was done.

Include the amount due – Double-check math and taxes.

Set payment terms – Mention how and when to pay (bank transfer, PayPal, etc.).

Friendly Tip: Don’t overthink design. Keep it clean and readable.

Humor Hook: If your invoice looks like a mystery riddle, it’s time for a rewrite. Clear > clever.

Avoid This: Vague lines like “work completed.” Try “3 blog posts with SEO optimization and image sourcing.”

Choosing the Right Invoice Template

Templates can take the stress out of invoicing. They help you stay consistent and professional, especially when you’re starting out.

Analogy:

Think of a template like a coloring book. The lines are already there—you just add your own colors (aka details).

Beginner Story:

A new photographer wants to impress clients but doesn’t have time to design an invoice from scratch. A good template gives her a polished look in minutes.

Benefits of Using a Template:

Save time

Avoid forgetting key info

Look professional—even if you're just starting

Where to Find Invoice Templates:

Free: Google Docs, Canva, Microsoft Word, Wave

Freemium/Paid: FreshBooks, QuickBooks, HoneyBook

Customize with:

Your logo or brand colors

A personal message or note of thanks

Font styles that match your vibe

What Not to Do: Don’t use outdated templates missing fields like due dates or totals.

Takeaway: Start with a template and make it your own. You’ll look like a pro without having to build from scratch.

How to Send an Invoice via Email

Once your invoice is ready, it’s time to hit send. Email is the most common and easiest method for beginners.

Scenario:

An Etsy shop owner finishes a custom art order. Now she needs to email the invoice—but how do you sound professional without sounding stiff?

Best Practices:

Subject line: “Invoice #0001 from [Your Name]”

Greeting: “Hi [Client Name], hope you’re well.”

Body: “Attached is the invoice for [project/service]. Please let me know if you have any questions.”

Attachment: Send as PDF to preserve formatting.

Closing: “Thanks again—I appreciated working with you.”

Example Email:

Subject: Invoice #102 for [Service]

Hi Jordan,

Hope you're doing well. Attached is the invoice for the website updates completed this week.

Let me know if you need anything else.

Best,
Amira

Late Payment Tip: Follow up with kindness. Try: “Hey! Just checking in on the invoice from last week. Let me know if you need any details.”

Big Myth: You have to sound stiff or overly formal. Just be clear, warm, and respectful.

Common Invoicing Mistakes to Avoid

Even pros make mistakes. But beginners? They make predictable ones—easy to fix once you know what to watch for.

4 Common Invoicing Mistakes:

Leaving out important info – No due date? No payment.

Vague service descriptions – Clients don’t want to guess.

Waiting too long – The longer you delay, the longer you wait to get paid.

Skipping follow-ups – Sometimes, people just forget.

What To Do Instead:

Always double-check for key fields

Be specific about your work

Send invoices quickly after the job is done

Set reminders to follow up after 7–10 days

Encouragement: These mistakes don’t mean you’re bad at business—they just mean you’re learning.

FAQs About Sending Invoices

1. How soon should I send an invoice after finishing a job?

Immediately or within 24 hours. It keeps momentum going and shows you’re organized.

2. What are standard payment terms I should include?

Common ones include:

“Due upon receipt”

“Net 15” (due in 15 days)

“Net 30” (due in 30 days)

3. What if a client is late paying me?

Send a friendly reminder. If they still don’t pay, follow up again in 3–5 days. Keep it polite but firm.

4. Can I ask for part of the payment upfront?

Absolutely. Many freelancers request 25–50% upfront and the rest on completion. Just make that clear in your invoice and contract.

Conclusion: You Deserve to Get Paid

Invoicing is not just about money—it’s about confidence, clarity, and valuing your time. By learning how to send an invoice properly, you take a big step toward treating your work like the real business it is.

Let’s recap what you’ve learned:

What goes into a good invoice

How to write and format one

Where to find easy templates

How to email it professionally

What mistakes to avoid

What to do when clients are late

Your next step: Try sending yourself a test invoice. Or better yet—send a real one. Because your work matters. And you deserve to be paid with confidence.

Enjoyed this post? Check out How to Write an Invoice