You've created the invoice — now it has to reach the right person in a way that makes paying easy. Here's how to send an invoice to a client professionally.

1. Send the invoice as a PDF

A PDF invoice looks the same on every device, can't be accidentally edited, and is the format most accounts teams expect. Name the file clearly, for example Invoice-1001-YourBusiness.pdf. If you use an online PDF invoice generator, you can download the invoice as a PDF in one click. Read more about PDF vs online invoices.

2. Send it to the right person

Ask at the start of the project who handles invoices. In larger companies it's often an accounts payable address rather than your day-to-day contact. Copy your contact so they can approve it. Double-check the address — here's what to do if an invoice is sent to the wrong email.

3. Write a clear subject line

Include your business name, the invoice number and the due date, for example: Invoice #1001 from Studio Nine – due 24 October.

4. Use a short email template

Keep the message brief and friendly:

Hi Sarah,

Please find attached invoice #1001 for the website design project, totalling $1,840. Payment is due by 24 October via bank transfer — the details are on the invoice.

Let me know if you have any questions. Thanks again for the work!

Best regards,
Alex

For more wording ideas, see how to write an invoice email that gets paid faster.

5. Send it at the right time

Send the invoice as soon as the work or milestone is complete, while the value is fresh in the client's mind. Some businesses also time invoices around clients' payment runs — read about the best time of month to send invoices.

6. Follow up politely

If the due date passes, send a friendly reminder with the invoice attached again. Our late payment reminder email examples and guide on how many days to wait before following up will help you stay professional.

Checklist before you hit send

  • Correct client name and billing address
  • Unique invoice number and due date
  • Totals and tax checked
  • Payment instructions included
  • PDF attached and opens correctly