When to Send an Invoice to Get Paid Faster

Invoicing immediately after a job is finished

Invoicing clients as soon as a job is done is the most common way for service businesses to bill their customers, and for good reason. It works well for: 

• One-off and short-term jobs
• New clients 
• Selling products or materials
• Jobs where the client is on-site

This invoicing strategy usually works great for plumbing, HVAC, and handyman businesses but it can be used in any service industry that has similar job types. 

For example, an appliance repair person popping in to fix a broken dryer in a client’s home that only takes an hour will probably want to bill the client on the spot. 

How to invoice customers at the end of a job

When you bill a client at the end of a job, it’s an invoice best practice to:

1. Have the invoice ready to go as soon as the job’s done. Having a professional invoice to send to the client boosts your professionalism, shows that you’re on the ball, and keeps the job top of mind. To speed things up, use an invoice template and save time. 
2. Send the invoice by the end of the business day. You don’t necessarily have to send the invoice the second a job is done. Either send it before you leave the job site or before the end of the same business day. If you aren’t sending it immediately, let the client know when to expect it. 

WATCH: When to send an invoice to customers

You can also use Jobber to instantly create professional invoices when the job is done. With one click, you’ll generate a branded invoice complete with accurate job details and convenient payment options that’s ready to send to your customer.

Invoicing within 48 hours of a finished job

Sending an invoice a couple days after a job is done is another invoicing strategy that works well for some service businesses. You may want to send invoices up to 48 hours after a job if: 

• You need (or want) the client’s sign-off on the work beforehand
• You have long or complex invoices
• The client is not available on-site
• Your employee completed the job and you want to take a look first
• You need for any safety checks or inspections 

For example, after a large-scale landscaping job, you may need to wait a day or two before sending an invoice so that the client has a chance to review your work. 

This gives them an opportunity to ask questions, request additional services, or order more materials—all things that have the potential to change the invoice total. 

How to send an invoice to a customer 48 hours after a job

Before sending an invoice to a client a few days after a job is done, take some time to: 

1. Send a customer service follow-up email. Ask the client if they’re happy with the work. If they are, send along the invoice. If not, reach out to ask what you can do to make things right. Wait until any issues are resolved to bill them. 
2. Create your invoice. Since you don’t need a ready-to-go invoice for this type of billing, you’ll need to make one after the job’s complete. Refer back to your quote and remember to include materials, labor, discounts, taxes, and deposits in the total. With particularly complex jobs, drafting an invoice may take some time so make sure it’s correct before sending it along. 

Invoicing once a month

Monthly invoices help you to have a predictable cash flow, ensure you get paid for the services you’ve completed, and give you a chance to cover the expenses for long-term and recurring jobs. 

Sending an invoice once a month works best for: 

• Recurring services, like house cleaning, lawn care, and pool services
• Large jobs that will take a few months to complete
• Jobs that are being paid for in installments

For example, if you have a long-term contract with a client for weekly or bi-weekly services, billing them after each job can be a hassle for both of you. Instead, billing them once a month enables you and your client to have predictable expenses so you can plan ahead and anticipate costs. 

How to send monthly invoices

Ideally, when sending out monthly invoices to clients, you should: 

1. Send them on the same day each month. The purpose of monthly billing is to ease your accounting burden and make tracking invoices and payments easier. Bill clients on the same day each month (often the last business day) so they know when to expect your bills and can budget accordingly.
2. Bill all monthly clients on the same day. Not only should you keep each client’s billing cycle consistent, consider using batch invoicing to bill all your monthly clients at the same time. That way, all your bills go out at the same time, meaning you don’t need to track multiple payments due dates. 

Jobber makes it easy to send multiple invoices at once with batch invoicing. Simply select the jobs you’d like to create invoices for, and send them to customers with a couple of clicks.

Can you send an invoice before the work is done?

You can invoice before the work is done if you require payment before the job starts or at a midway point to maintain cash flow.

You should send an invoice before the jobs starts when:

• You need a deposit. If you need to collect some payment upfront, invoice your client for a deposit before you start the job. Many businesses ask for a deposit to cover job expenses or to secure working capital early on for large projects.
• You have pre-planned project milestones. You might request payment at major steps throughout a large project (e.g., after an installation) to improve your cash flow. Letting clients pay in installments can also make payment easier for them. Put those milestones in writing and tell your client how much is due at each one.
• The client has a history of not paying on time. If you have clients that delay payment often, invoice them for a deposit before the job starts. This way, even if a customer won’t pay for services days or weeks after the job is done, you’ll still have some cash flow from that first payment.

Should I invoice after a payment is made?

No. You shouldn’t send an invoice after a payment. 

You should always invoice before a client makes a payment. In fact, most clients won’t pay you without receiving an invoice first.

Instead, after a client pays for your services, send a receipt as proof of a paid invoice. This will confirm you’ve received the payment and provide the client with a record of it. 

READ MORE: Invoice vs. receipt: What’s the difference?

What should you include on an invoice?

Every invoice should include:

1. Invoice number for record-keeping purposes 
2. Invoice issue date and the payment due date
3. Company info, such as business name, logo, phone number, email, and address
4. Client details, including name, address, and phone number
5. Line items with product and service descriptions
6. Costs associated with each line item such as, labor costs, materials and quantities, hourly rates, overhead costs, any special discounts)
7. Subtotal before applicable taxes, discounts, and service fees
8. Total amount owed, including applicable taxes and discounts
9. Personal note to show the customer you appreciate their business. You can also use this section to add your payment terms, including payment instructions, accepted payment methods, and late fees

Here’s what that looks like:

Best practices for sending invoices to customers

No matter when you send your invoices, there are some best practices to follow to boost your chances of getting paid. Add these tactics to your invoicing strategy as needed: 

1. Send digital invoices. Paper invoices are easy to miss, lose, or damage. Even if you hand a physical invoice to a client when you finish a job, it’s still good practice to send a digital copy via email or text as well. Not only is it harder for clients to misplace, it also acts as a record if you need to refer back to it. 
2. Accept online payments. The easier you make it for a client to pay you, the more likely they are to do it. Including online payment links on your invoices makes paying you convenient and straightforward, increasing your chances of getting paid fast. 
3. Communicate about your payment terms in advance. Before you start a job, let the client know you’ll be expecting payment as soon as it’s finished. Include your payment terms in your quote and be upfront about any potential late fees. 
4. Follow up. If you don’t receive a payment on time, send a quick follow-up email to nudge your client. You don’t even have to wait until a client misses a payment—you can always send a follow-up after sending an invoice to confirm it was received. 
5. Automate invoicing. Manually creating, sending, and tracking invoices is a lot of work. Especially if you use different invoicing methods between clients, services, and jobs. Using software like Jobber, you can automate invoicing to make your job easier. 
6. Adjust your invoicing strategy as needed. While monthly billing works great for some clients, invoicing right after the end of a job is best for others. Adjust your invoicing strategy to fit the clients and projects you take on to increase your chances of getting paid on time and in full. 

Originally published in June 2019. Last updated on July 25, 2024.