When to Use This Message
Send an Invoice Message to a Client when:
- You've completed work or hit a milestone and it's time to bill the client.
- You want a clear, professional message to accompany the invoice itself.
- You're sending a recurring invoice for ongoing work.
- You want the message to clearly state payment terms and due date.
Message Writing Tips
- State the Invoice Number and Amount: Make these the first details visible so the client can immediately confirm what's being billed.
- Reference the Work Covered: Briefly note what the invoice corresponds to — the project, milestone, or time period — for easy record-keeping.
- Include the Due Date: State clearly when payment is expected, not just that it's 'due upon receipt.'
- Provide Payment Instructions: Make it as easy as possible to pay by including your preferred payment method or a direct link.
Frequently Asked Questions
What should I include when sending an invoice message?
The invoice number, amount, what it covers, the due date, and clear payment instructions — enough for the client to pay without follow-up questions.
How soon after finishing work should I send the invoice?
As soon as the work or milestone is complete — prompt invoicing also tends to mean prompt payment.
Should I mention late fees when first sending the invoice?
It's reasonable to note your payment terms (including any late fee policy) once, so it's clear from the start rather than a surprise later.