How to Invoice Clients Like a Pro (Even If It’s Your First Time)

Landing your first client is exciting, but here’s something people don’t talk about enough: getting paid. Invoicing keeps your cash flow steady and helps your business stay organized. Luckily, it’s not as complicated as you might think. In this article, we’ll break down everything you need to know, from when to send invoices to the best tools for tracking your time and projects. 

1. When Do You Need to Invoice? 

For service-based businesses like tutoring, social media management, graphic design, and freelance writing, you’ll need to send an invoice to the individual or organization you’re working with. If you have a contract, check to see if it specifies when invoices should be sent. If not, it’s a good idea to discuss with your client what works best. In general, here are some simple guidelines to follow: 

• Project-based work: Invoice after the project is completed or at milestones for larger projects. 

• Hourly work: Invoice at the end of each week or month. 

• Retainer clients (long-term contracts): Invoice upfront or on a set schedule, such as the first of every month. 

2. Tracking Time and Projects Like a Pro 

If you’re charging by the hour, keeping track of your time is a must. Even if you’re working on a flat-rate project, tracking your hours can help you make sure you’re getting paid fairly. Here are a couple of easy ways to do it: 

• Manual tracking: Jot down your start and end times for each work session, then add them up yourself. A simple Google Sheet can help keep your workflow organized. 

• Time-tracking apps: Tools like Clockify do the work for you by recording your hours automatically and generating reports. 

3. How to Create an Invoice That Looks Professional 

It’s important to include all the key details on your invoice to help you get paid on time. Here’s what every invoice should have: 

• Your name and business name (if applicable). 

• Client’s name and contact details. 

• Invoice number (e.g., Invoice #001, #002). 

• Date issued and due date (e.g., “Due upon receipt” or “Net 30” if payment is due in 30 days). 

• A detailed breakdown of services (include hours worked if you’re charging hourly). 

• Total amount owed and accepted payment methods (PayPal, bank transfer, etc.). 

So, how do you create an invoice? You can use free tools like Excel, PayPal, or Canva, which offer ready-made templates. If you prefer a paid option, QuickBooks is simple to use, but it’s not a must. 

4. How to Send an Invoice 

After creating your invoice, be sure to save a copy on your computer or smartphone. The best way to send it is by email—attach a PDF along with a short message summarizing the work completed and the billing period. If you’re using PayPal, you can send the invoice directly through the platform, allowing the client to pay instantly without needing a separate email. 

5. Following Up and Avoiding Late Payments 

One important thing to track in your spreadsheet or calendar is when you get paid. If you’ve set a payment deadline—say, 30 days—and the client hasn’t paid, send a polite reminder after 3 to 5 days. A simple email letting them know you’re still awaiting payment is usually enough to prompt action. 

If payment is still delayed, you can offer flexible options, like allowing them to pay in installments. Some businesses also apply a late fee, such as 5% after 7 days. Always keep things professional, but if weeks go by without payment, it may be best to pause work until the invoice is settled. 

Key Takeaways 

Invoices are a big part of running a professional business as a young entrepreneur. Use tools to track your time, communicate clearly to avoid payment delays, and take advantage of free invoicing platforms to keep everything simple. Setting phone reminders can also help you stay on top of sending invoices so you and your clients are always on the same page. 

Calling all young entrepreneurs! The Kantner Foundation offers college scholarships. Click here to see if you qualify.