How to Invoice Someone

Last updated 26 August 2026 · By InvoiceSonic Team · 7 minute read

Quick answer

Confirm who is paying, create a uniquely numbered invoice showing both parties, itemise what you supplied, calculate tax correctly, state the total and exact due date, add clear payment instructions, and send the finished invoice as a PDF to the customer’s billing contact. Keep a copy and record the payment against the invoice number.

Get the billing details before you start

Ask for the customer’s legal or personal name, billing email, billing address where needed, and any purchase-order or project reference. Confirm the agreed scope, price, currency, tax treatment and payment schedule in writing.

If you are invoicing a company, ask whether the invoice must go to an accounts-payable inbox or supplier portal rather than only to your day-to-day contact.

Create a complete invoice

  1. Add your name or business details and the customer’s details.
  2. Assign a unique invoice number, issue date and due date.
  3. Describe each product, service, hour or milestone clearly.
  4. Show quantities, rates, subtotal, applicable tax and total due.
  5. Add payment instructions and the reference the customer should use.
  6. Include a short note linking the invoice to the quote, contract or PO.

Send it to the person who can approve payment

Export the invoice as a PDF with a useful filename, such as INV-1042-North-Studio.pdf. Use a subject line containing the invoice number and due date, and restate the amount in the email.

See the complete invoice-sending guide or use the free generator.

Track the invoice until it is paid

Record when and where it was sent. If it remains unpaid, first check that it reached the correct person and was not rejected for missing information. Send a factual reminder referencing the number, amount and due date. Once paid, mark the invoice as paid and keep the payment confirmation with it.

Frequently asked questions

Can an individual send an invoice?

Generally yes, but tax identifiers, withholding and registration rules vary by country and by whether the activity is a business. Use your legal name and check local requirements before charging tax.

Do I need the customer’s address?

It is good practice and may be required for certain tax invoices or larger transactions. At minimum, identify the correct person or legal entity and billing contact.

Should I invoice before or after the work?

That depends on the agreement. Deposits are invoiced before work, milestones when accepted, and final balances on completion. Make the schedule clear before starting.

Can I invoice a company for freelance work?

Yes. Ask for its legal billing name, accounts-payable route and PO requirements, then describe the approved work and use the agreed rate and terms.

Related guides

What to include on an invoice →How to send an invoice →Invoice payment terms →Free invoice generator →

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