Originally published in January 2024. Last updated on February 5, 2025.
Want to get paid faster, have better cash flow, and save time? Using the right invoicing process can help with all three.
Follow these step-by-step instructions for how to send an invoice to service business clients and get paid on time and in full without having to chase down payments.
Steps for sending professional invoices:
1. Confirm the service was completed
Confirming a job is done is the first step in the invoicing process. You need to check with your team to:
- Confirm the job you initially sent a quote for was completed
- Check whether the scope changed, like if it required more materials or less time
- Make any necessary price adjustments, like additional labor costs or a discount
- Ensure the customer was satisfied, either through a call, sign-off, or follow-up visit
- Complete any necessary documentation, like photos of the work, expense reports, or employee timesheets
- Verify any warranty or guarantee information specific to the job such as a painting service that isn’t covered because it’s in an area exposed to moisture or humidity
- Ensure any legal or regulatory requirements have been met, like verifying a plumbing job passed a required inspection or that electrical work meets current building codes
What you need to do will depend on the service and client. For example, while biweekly mowing probably won’t need an inspection after each appointment, a major HVAC installation may.
Either way, this step helps you price accurately and prevents you from accidentally billing a client before a job’s done. Like if your team forgets to tell you they ended up working overtime or if the job goes longer than expected because of a scope change.
2. Create an invoice
Once you know the job is finished and what to bill for, you can create an invoice.
You can either make invoices manually using a platform like Microsoft Word or Google Docs, or invoicing software like Jobber.
No matter which method you choose, your invoice should include:
- Your business name and contact information
- The client’s name, phone number, and address
- An invoice number and invoice due date
- A list of the services or products you provided and their costs
- The total amount due
- Payment terms, like your preferred payment method(s) and when they need to pay by to avoid interest charges or late fees
READ MORE: What to include on an invoice
With Jobber’s invoicing software, you can customize your invoices even more by adding photos, a logo, and a thank-you note to impress clients. Plus you can use it to automate invoices as soon as a job’s done, preventing you from having to spend time on tedious admin work.
3. Choose a delivery method
The most popular ways to provide invoices to clients are:
- Through the mail
- Via email or text
- In-person
Which method you use depends on the client, job, and your preferences.
Mailed invoices
Mailed invoices are the least reliable method since they’re hard to track, easy to lose, and impossible to automate. However, some clients, like those who don’t have an email address or smartphone may prefer to receive invoices in the mail.
It may also make sense to send both a paper and digital invoice to a client. For example, if you haven’t been able to confirm a client’s email or phone number and want to make sure they get a copy.
To mail invoices to clients, you’ll need to print one out and send it. Just make sure you leave enough time for your client to receive the invoice before its due date.
Email and text invoices
Email and text invoices are the most popular methods for sending invoices to clients. Not only are they the fastest way to send a bill, but they’re also the easiest to track and automate.
To send an invoice email or text, you need to make sure you have the client’s email address or mobile phone number—not a landline.
From there, you can either manually send PDF versions of your invoices to each client at a time, or you can use invoicing software like Jobber to automate the process for you.
Pro Tip: If you decide to do it by hand or using an email template, make sure to update and confirm your client’s name and contact details before hitting send. You don’t want to make a bad impression by sending Kaitlyn an invoice addressed to Brett.
In-person invoices
In-person invoices only make sense if you’re at a job site. For example, if you’re visiting the property for a final inspection or if you prefer to fill out paper invoice templates at the end of a visit.
They’re a good way to confirm a client receives an invoice, but they’re harder to update, adjust, or customize than digital versions. If you use them, make sure:
- They’re for standard jobs that don’t need custom invoices
- You’ll be at the job site when (or soon after) a job’s finished
- You keep a copy for your records
4. Track your invoice
Next, track your invoice to ensure it reaches the client for timely payment.
If you use a payment platform like Jobber, Square, or PayPal to send digital invoices, you’ll be able to confirm receipt of your invoices and monitor when they’re viewed and paid.
If you mail your invoices or provide them in person, you can track them by:
- Sending mail with a tracking number or signature requirement
- Only handing invoices off to clients at job sites instead of leaving them at the door or with someone else, like a house sitter or neighbor
- Asking clients to confirm receipt of the invoice via phone or email
If you can’t confirm whether an invoice was received, try reaching out to the client to ask or send another invoice using a different method.
If there are complications, you risk having to adjust the payment due date, which can impact cash flow. That’s why automated email and text invoices are usually the best option.
5. Follow up
Some clients will pay you as soon as they get an invoice. Others will take their time. If a client doesn’t pay you by the due date, you’ll have an outstanding invoice on your hands and will need to send a payment reminder.
Invoicing software like Jobber can automate follow-ups for you, sending payment reminders at the intervals you choose. Or, you can remind customers about overdue payments with a phone call or by manually sending a text or email.
Best practices for sending invoices
Knowing how to send an invoice is a great start, but these best practices can help up your game. Follow these tips to make your invoicing process stress-free and get paid faster, in full more often.
1. Use a template
Whether you make invoices with software like Jobber, a word processor, or a free tool, use an invoice template. Manually creating an invoice every time you need one wastes time and leaves room for error.
A professional, organized template will prevent you from making mistakes and keep your client-facing documents consistent and clear.
2. Be timely
The best time to send an invoice is immediately after a job is done.
But at most, aim to send them within 24-48 hours of a job’s completion. The later you send an invoice, the later you get paid. And waiting too long to bill clients can come off as disorganized or forgetful.
However, if you provide recurring services, like house cleaning, lawn maintenance, or pool cleaning, send invoices monthly to minimize the amount of paperwork you have to do on a weekly basis.
READ MORE: When to send an invoice to get paid faster
3. Create an invoicing process
Develop a workflow or standard operating procedure around invoicing so you follow the same process each time based on the services you offer.
For example, a lawn care company’s invoicing workflow might look like this:
- Complete job
- Review work
- Create a digital invoice
- Send invoice via email
- Track payment
- Confirm payment and send receipt
- File invoice
That way you (and your team members) know exactly what to do every time you bill a client, preventing missed steps, delays, and inconsistent invoicing.
4. Accept multiple payment methods
In the payment terms of your invoices, list the different types of payment methods you accept, and be sure to provide multiple options. That way, clients can choose what works best for them, increasing your chances of getting paid quickly and without any hassle.
5. Keep a record of every invoice
Filing a copy of each invoice you send helps with tracking and provides a paper trail in case of disputes down the road, like if a client says they made a payment, but you never received it.
It’s also good practice for when you file your taxes, review job costing, and analyze your profit margin.
6. Consider invoicing software
If you only have a few clients, or you’re a solopreneur working with a small budget, manually sending invoices may be the best option for you.
But if your business is growing and you find yourself spending more time filing paperwork than out in the field, it might be time to consider invoicing software like Jobber.
It can automatically generate accurate digital invoices, send them to clients when a job’s done, process online payments, and send follow-ups—all while you focus on taking your business to the next level.