How to Send an Invoice
By the BePaid team · Updated · 4 min read
Short answer
Save the invoice as a PDF, then email it to the person who pays your bills with a clear subject line that includes the invoice number, amount and due date. Keep the email short and restate how to pay. If it's not paid by the due date, follow up politely the next day, then again about a week later.
Before you hit send
- Double-check the client's name, amounts, dates and invoice number.
- Save it as a PDF so the layout and numbers can't change.
- Name the file clearly, like Invoice-2026-0042-RiveraDesign.pdf.
- Confirm who should receive it. At larger companies it's often an accounts payable address, not your day-to-day contact.
How to send an invoice by email
Email is the standard for most clients. Attach the PDF and keep the message short: what it's for, how much, when it's due, and how to pay.
Subject line
Put the essentials in the subject so it's easy to find later. For example: "Invoice 2026-0042 from Rivera Design Studio — $1,250 due Oct 31."
Subject: Invoice 2026-0042 from Rivera Design Studio — $1,250 due Oct 31 Hi Dana, Thanks again for the logo and menu project. Attached is invoice 2026-0042 for $1,250.00, which accounts for the $400 deposit you already paid. Payment is due by October 31, 2026 (Net 30). You can pay by bank transfer (details on the invoice) or by check payable to Rivera Design Studio. Let me know if you have any questions. Best, Maria Rivera Rivera Design Studio · (512) 555-0182
If a client asks for a Form W-9 before paying, send it separately and securely. Never put your SSN in the email body.
How to send an invoice by text message
Text works well for homeowners and small clients you already text with, like cleaning, lawn care or handyman customers. Send the PDF and a one-line message. Get the client's OK to text them about billing first, and keep a copy of what you sent.
Hi Sarah, thanks for having us out today! Here's invoice #1017 for $265, due Oct 14. Check or bank transfer works. — Green Leaf Lawn Care [Invoice-1017.pdf]
When to send it
Send it as soon as the job is done or the milestone is reached. Same day is ideal. For recurring monthly work, pick a consistent day, like the 1st, so clients know when to expect it.
Follow-up timing
| When | What to send | Tone |
|---|---|---|
| A few days before due date | Optional friendly heads-up for larger invoices | Helpful |
| 1 day after due date | Short reminder with the invoice attached again | Polite, assume it slipped |
| About 7 days late | Second reminder; ask if anything is holding it up | Direct, still friendly |
| About 14–30 days late | Phone call, then a firm written notice | Firm, professional |
Subject: Reminder: Invoice 2026-0042 was due Oct 31 Hi Dana, Just a quick reminder that invoice 2026-0042 for $1,250.00 was due on October 31. I've attached it again for convenience. If it's already on the way, thank you, and please ignore this note. Best, Maria
What to do when a payment is late
- Check your records first: make sure the payment didn't arrive and the invoice went to the right person.
- Send the reminders above, keeping each one short and factual.
- Call. A quick conversation often uncovers the issue, like a missing PO number or an approval stuck with someone.
- Offer a payment plan if the client is struggling, and confirm it in writing.
- Apply a late fee only if the client agreed to it upfront, and only within your state's limits.
- For seriously overdue invoices, consider a formal demand letter, small claims court or a collection agency. An attorney can advise on options in your state.
Sending invoices with BePaid
Draft your invoice in the free invoice generator. The web preview carries a "BePaid preview" watermark, so for a clean PDF to send, use the BePaid iPhone app (the first invoice is free). The app doesn't pull in the web draft, so you'll enter the details there. From the app you can share the PDF by email or Messages and mark invoices paid, unpaid or overdue to see who needs a follow-up. Reminders are up to you; the app doesn't send them automatically. The cleaning invoice template works well for text-friendly residential clients, and the invoice generator for handymen covers the small-job billing that's often sent by text. If a client is on net terms, see what net 30 means.
Put this into practice
Create an invoice free on the web, then finish it in the BePaid app.
Frequently asked questions
Is it OK to send an invoice by text?
Yes, for clients who are comfortable with it, especially individual customers. Send a PDF, not just an amount, so there's a proper record.
Should I paste the invoice into the email or attach it?
Attach it as a PDF and summarize the key details (number, amount, due date) in the email body.
How soon should I follow up on an unpaid invoice?
A polite reminder the day after the due date is reasonable, followed by another about a week later if it's still unpaid.
Can I charge a late fee on an overdue invoice?
Only if the client agreed to it before the work, and within your state's legal limits. Check your state's rules.