How to Send an Invoice

The fastest, most reliable way to send an invoice is by email as a PDF attachment. PDFs preserve formatting across devices, prevent edits, and reach the client instantly. For larger or recurring clients, you can also use a shared portal or integrate with their accounts payable system.

Best practices when sending an invoice:

Save the invoice as a PDF before sending — never send an editable Word or Excel file
Use a clear subject line such as "Invoice #1024 — [Your Business] — Due 15 Apr"
Write a brief, polite message thanking the client and confirming the amount due
Include payment instructions (bank details, PayID, card link) directly in the email body
CC your own accounting email so the invoice is filed automatically
Follow up with a payment reminder 2–3 days before the due date

Always keep a copy of every invoice you send and the email it was attached to — this protects you in any dispute. InvoiceSonic can email invoices directly from your dashboard with delivery confirmation.

How to Send an Invoice

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