INVOICING

How to Send an Invoice to a Client (The Right Way)

How you send an invoice affects how fast you get paid. Here is the professional way to do it — with email templates, timing tips, and the one thing most freelancers get wrong.

May 2026·5 min read

When to send an invoice

For project work
Send immediately after completing each milestone, or immediately after final delivery. Never wait days — the longer you wait, the longer they take to pay.
For retainers
Send on the same date every month — the 1st is standard. Set up recurring invoices so it happens automatically.
For deposits
Send before starting any work. The deposit invoice should go out within minutes of agreeing to the project.

The invoice email — what to write

Keep it short. The invoice has all the details — the email just needs to deliver it professionally.

STANDARD INVOICE EMAIL
Subject: Invoice INV-0042 — [Project Name]

Hi [Name],

Please find invoice INV-0042 for [project name] 
attached, totalling $[amount].

Payment is due by [date]. You can pay directly 
here: [payment link]

Let me know if you have any questions.

[Your name]
DEPOSIT INVOICE EMAIL
Subject: Deposit Invoice — [Project Name]

Hi [Name],

Excited to get started on [project name].

As agreed, here is the 50% deposit invoice 
for $[amount]: [payment link]

Once I receive payment I will confirm your 
start date and we can kick things off.

[Your name]

PDF attachment vs payment link — which is better?

Most freelancers send a PDF invoice and their bank details. This requires the client to:

  • Open the PDF
  • Note down your bank details
  • Log into online banking
  • Enter the amount and your account number manually
  • Submit and hope they did not make a typo

A payment link requires one tap. Client clicks, enters card, done in 60 seconds. The easier you make it to pay, the faster you get paid — it really is that simple.

The one thing most freelancers get wrong

They send the invoice and then wait. No follow-up system. No reminders. When the client does not pay, they write an awkward "just following up" email days later. Set up automatic reminders before you even send the invoice — day 3, day 7, and day 14 after the due date. That way you never have to think about it again.

Send invoices with payment links in seconds

Becflow creates branded invoices with one-click payment links and sends reminders automatically until the client pays.

Start free trial →