How to Invoice Clients and Get Paid

Let’s be real — chasing payments can feel awkward, unprofessional, and downright frustrating.

But getting paid on time is critical to running a healthy business. The good news? You can reduce late payments and avoid the “just following up again…” emails by setting clear expectations and using smart invoicing strategies.

Here are practical, non-pushy ways to invoice clients and collect payments — with less stress and more success.

🧾 1. Send Invoices Promptly and Professionally

The faster you send the invoice, the faster you’ll get paid. Use software like Square, Wix, or QuickBooks Online to send polished, branded invoices.

Pro Tip: Include key info like:

• Payment terms (e.g. Net 7, Net 15, Net 30)

• Due date (not just "upon receipt")

• Your accepted payment methods

• Late fee policy (if you have one)

📲 2. Offer Multiple Ways to Pay

Make it easy for your clients to pay you. The more convenient it is, the less likely they’ll delay.

Popular options to offer:

• Credit/debit card

• ACH/bank transfer

• Venmo (set up a business account)

• Digital wallet (like Apple Pay or PayPal)

• Payment via invoice link (QuickBooks and Square support this)

⏰ 3. Set Up Automatic Reminders

Let your software do the reminding for you.

In QuickBooks Online, you can set automatic email reminders:

• A few days before the due date

• The day it’s due

• After the due date (gently)

It feels like a system, not a personal nag — which keeps your relationship professional.

📝 4. Use Clear, Friendly Language

Your invoice email should be short, polite, and confident. For example:

“Hi [Client Name],

Attached is Invoice #10001 for [Service]. It’s due by [Date]. Let me know if you have any questions — and thank you for your business!”

Friendly tone = professional and warm without being passive.

💬 5. Establish Payment Expectations Early

Set the tone before the work even begins. Include payment terms in your:

• Proposal or quote

• Contract

• Welcome packet (if applicable)

Make sure your client agrees to when and how you’ll be paid, so there are no surprises later.

⚡ Bonus: Use Retainers or Upfront Deposits

If you offer services over time, consider charging:

• 50% upfront and 50% on completion

• As the work progresses

• A monthly retainer

• A flat recurring invoice for ongoing work

This smooths out your cash flow and limits awkward payment chases.

Need Help Setting Up Professional Invoicing?

At Bueno Bookkeeping, I help service-based businesses:

• Automate invoicing in QuickBooks

• Set up payment reminders

• Track unpaid invoices without the stress

• Keep books clean and cash flow steady

Want to invoice like a pro? Let’s chat.