The best way to invoice clients (with the lowest fees)

Omid G Apr 10, 2025

Invoice clients with Assembly

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How do you politely send an invoice to a client?

Sending an invoice politely and professionally is essential to maintaining a positive relationship with your clients. After all, you want to come across as respectful and understanding of their needs while still ensuring you get paid for your work.

It’s normal to feel a bit intimidated when sending an invoice, especially if it’s your first time. But once you get the hang of it, it will become second nature. Here are some tips to help you send an invoice with confidence:

1. Set clear expectations upfront: Make sure your client knows what to expect from the beginning. This includes discussing your rates, payment terms, and deadlines during the initial consultation or contract negotiation. Establishing a clear understanding from the outset will help avoid confusion and potential conflicts later on.
2. Use a professional invoice template: A well-organized and visually appealing invoice makes a great impression on your clients. Use a template that includes your branding, logo, and contact information to make it easy for your clients to identify your invoice and know how to reach you if they have questions.
3. Include a polite and concise message: When sending the invoice, include a brief message thanking the client for their business and reminding them of the payment due date. Keep it friendly and professional, focusing on the value you provided and expressing your gratitude for the opportunity to work with them.
4. Send the invoice promptly: To make sure you have a smooth payment process, send your invoice as soon as the work is completed or according to the agreed-upon schedule. This helps your clients stay organized and aware of their financial obligations.
5. Follow up professionally: If the payment is overdue, follow up with a polite reminder. It's essential to remain professional and understanding, as there could be various reasons for the delay. Offer to discuss any concerns they may have or work out a new payment arrangement if necessary.

By keeping these tips in mind, you'll create a positive invoicing experience for both you and your clients. Maintaining a professional and courteous approach will not only help you get paid on time but also contribute to building long-lasting client relationships.

What your invoice needs to include

At its core, an invoice should include information on the services you are providing and the rate at which you are charging. However, an invoice isn’t just a request for payment. Here are some key things you’ll want to include in your invoice:

• Your company information: This is your or your company’s name, mailing address, phone number, and email address. If you have a logo, this is also where you can include that to make the invoice look professional.
• Your client’s information: Ensure your client’s name, address, and potentially their email are listed to make sure the invoice reaches the right department and person.
• An invoice number: Each invoice you send should have a unique invoice number that makes it easy to track and reference.
• Date of issue and payment due date: Ensure that each invoice has a date of issue and due date; the due date is generally set for 30 days after the date of issue.
• Service list: List out the services that you will be providing.
• Costs and total due: List out the cost of each service, specifying if you are charging per hour or per project, and include the total amount due at the end of your service list.
• Payment methods: Specify how you want to be paid, through an ACH bank transfer, credit card, or payment processor like Stripe or PayPal.

Including all these elements in your invoice ensures transparency, reduces the chances of payment delays, and demonstrates your professionalism.

What is the best way to invoice clients?

The best way to invoice clients is to use an invoice tracking platform that allows you to automatically generate and send a payment link to your client that can then be paid either through an ACH bank transfer or a credit card.

You'll generally avoid fees if you go with a bank transfer. But it can take a few days to hit your account. Sometimes you want to give your clients options; offering multiple payment methods can help make them feel more comfortable.

Using invoicing software that allows you to keep track of all your outstanding payments and cash flow is great for tax purposes. Having one central place for your finances makes it easy to manage your finances and set automated payment reminders for late invoices.

Assembly billing app

I personally use Assembly’s billing app to manage all of my invoices and payment methods. Here are some of the benefits I’ve found while using invoicing software like Assembly:

• Automatic invoice generation and subscriptions: This allows me to create monthly invoices and set everything on autopilot.
• Improved bookkeeping: I can integrate with QuickBooks to track invoices and expenses, making it easier during tax season.
• Payment links: Assembly integrates with Stripe as a payment gateway, allowing me to send payment links easily.
• Automated client onboarding: You can automate your client onboarding process in Assembly and send an automated invoice as part of your onboarding.
• Reminders: If there’s an outstanding unpaid invoice, I can set automatic reminders via email.
• Templates: Having Assembly automatically generate invoices makes it easy to whip up a full invoice in just a few clicks.
• Status tracking: Once an invoice is sent via Assembly, I can see if it’s been paid or not, making tracking easy.

5 steps to client invoicing and getting paid on time

Here are five steps to creating and sending an invoice to your client:

1. Generate an invoice template
   Create a standardized invoice template, making them look professional while saving time.
2. Add your services and manage payment options
   List the services provided, set payment terms, and select payment methods.
3. Email your invoice to your client
   Preview the invoice, verify the client’s email address, and send it.
4. Track and manage invoices in Assembly
   Use the 'Invoices' section to see a list of all your invoices along with their status.
5. Manage your money with integrations
   Integrate with financial management tools, like QuickBooks for expense tracking.

Conclusion

Invoicing doesn't have to give you headaches. Utilizing tools like Assembly can streamline your billing process, allowing you to focus on providing five-star service experiences to your clients. This way, you earn with more confidence and focus.