How to write a clear invoice and follow up on payment

A client should be able to open your invoice and quickly see what they are paying for, how much is due and how to pay. Clear details can reduce questions that hold up payment.

Here are seven things to check before you send it.

What to include in your invoice

1. Your business details. Add your business name and contact details, along with the tax or registration details that apply to your business.
2. The customer details. Use the correct business name and billing contact. Ask where to send the invoice if you are working with a new client.
3. An invoice number. Give each invoice a unique number so you and the client can refer to it later.
4. Issue and due dates. Write the actual due date. A date such as 14 October is clearer than a request to pay promptly.
5. A description of the work. List what you supplied. For example, “Switchboard upgrade including materials” tells the client more than “Electrical work”.
6. The amount due. Show the line amounts, any tax charged and the final total. Check the figures against the agreed price.
7. Payment instructions. Include the payment methods you accept, the details needed to pay and the reference the client should use.

Agree on payment terms before the work starts

Discuss when payment is due when you quote for the job. Put those terms on both the quote and invoice, so the client sees the same information throughout.

If payment is due within 14 days, calculate the due date from the invoice date and show it clearly. For a larger project, you may agree to invoice at milestones. Confirm those dates and amounts with the client before you begin.

Check the recipient before sending

A correct invoice can still be delayed if it goes to the wrong person. Confirm the billing email, any purchase order reference the client needs and whether another person approves payment.

Keep a copy of the invoice and a record of when you sent it. That makes any later conversation easier to follow.

What to do after the due date

Check your payment records first. If the invoice is still unpaid, send a short message with a copy attached:

Hi Sam, invoice INV 0042 for A$1,826 was due on 14 October. Could you confirm that you received it and let me know when payment is scheduled? I have attached another copy. Thanks.

If you do not hear back, contact the client or their accounts team. Ask whether anything is missing or needs correcting, and note any payment date they give you.

Keep your payment records current

When the money arrives, record the payment date and method against the invoice. Review your unpaid list regularly so you know which clients need a reminder.

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