How to send an invoice (so it actually gets paid).
Making the invoice is half the job. How you send it — the format, the recipient, the subject line, the timing, the follow-up — decides whether you're paid in days or chasing for weeks. Here's the method that works, plus a copy-paste email you can use today.
The 6 steps
Export as PDF and name it well
PDF looks identical everywhere. Name it
2026-007 · YourName · ClientName.pdfso it survives the client's inbox.Send to the right person
The accounts-payable address, not your day-to-day contact. Ask for it before the job ends.
Write a subject line that does the work
"Invoice 2026-007 from [Business] — £1,500 due 7 June". Amount + due date in the subject get invoices actioned faster.
Keep the email short
Two lines, PDF attached, payment details in the body. See the template below.
Send Tuesday or Wednesday morning
Avoid Friday afternoon — invoices sent then get lost over the weekend.
Follow up once, politely
The day after the due date, one short reminder. Most late payments are inertia, not refusal.
Copy-paste invoice email
Subject: Invoice 2026-007 from [Your Business] — [amount] due [date]
Hi [Name],
Please find invoice 2026-007 attached for [brief description of work], total [amount], due [date].
Payment details are on the invoice. Let me know if you need anything else to process it.
Thanks,
[Your name] · [Your business] · [phone]
For WhatsApp, export the invoice as a PNG and send it with a one-line message: "Hi [Name], invoice for [work] attached — total [amount], due [date]. Thank you!"
Email vs WhatsApp — which to use
| Channel | Best for | Format |
|---|---|---|
| Businesses, enterprises, anything with an accounts team | PDF attachment | |
| Small businesses, traders, B2C, freelancers in mobile-first markets | PNG or PDF | |
| Both | When you want speed (WhatsApp) + a formal record (email) | PNG + PDF |
Frequently asked questions
What's the best way to send an invoice?
A PDF by email to the accounts-payable address, with amount and due date in the subject line. WhatsApp PNG works for small/B2C clients.
PDF or Word?
PDF — it can't be accidentally edited and looks the same everywhere. Word only if requested.
Can I send by WhatsApp?
Yes — export PNG or PDF and share. Common and accepted for traders and freelancers.
When should I send it?
As soon as work is delivered, ideally Tuesday/Wednesday morning.
Related: how to create an invoice · how to get paid faster