AvoHow to Send an Invoice: Email, Text, Mail or App (And What to Write)
How to send an invoice so it gets paid: the best way for each kind of client, what to write in the email or text, file naming, when to send, how to confirm it.
Which way to send
| Client | Send it | Why |
|---|---|---|
| Homeowner or individual | Text with the PDF, or email; from the job if you can | Paid when read; the phone is where they are |
| Small business | Email to the owner or bookkeeper with the PDF attached | They file it from the inbox |
| Company with accounts payable | Email to the AP address with the PO number in the subject, or upload to their portal | AP pays what is in its system, nothing else |
| Property manager or GC | Their portal or the format in the contract (pay app, lien waiver attached) | Contract terms decide |
| Anyone who pays by check | Email the PDF and mail a copy if they ask | Some AP departments still want paper |
Before you hit send
- Check the three fields that get invoices rejected: PO number (for companies), the exact legal name of the client, and the due date.
- Name the file by invoice number and client: 2026-014-whitfield.pdf. Not “invoice.pdf”.
- Send a PDF, never an editable file or a photo of paper.
- Attach what the client needs to approve it: timesheet, receipts for materials, signed BOL, lien waiver.
The email
Hi Dana,
Thanks again for having us out. Attached is invoice 2026-014 for the garage framing: $2,084.30, due March 29. The deposit is credited on the invoice.
You can pay by Zelle to 208-555-0142, by check to Ridgeline Carpentry LLC, or by card here: [link].
Let me know if anything on it needs a tweak.
Jake Morrison, Ridgeline Carpentry, (208) 555-0142
The text message
When to send
- The same day the work is done, from the job if your tool allows it. Invoices sent a week later are paid weeks later.
- For milestones, the day the milestone is reached; for monthly services, the same day every month.
- Not Friday evening or the day before a holiday if you can help it; Tuesday morning gets opened.
Confirming it arrived
- For companies, ask AP to confirm receipt or check the portal status; a “received” status starts the Net 30 clock.
- For individuals, a read receipt is unnecessary; if there is no reply within a few days, a one-line “did the invoice come through?” is normal.
- Keep the sent email; it is your evidence of the date in a dispute.
Portals and AP systems
- Many companies require invoices through a portal (Coupa, Ariba, Bill.com) or a specific AP email. Ask before the job; set up the vendor record once.
- Match their fields exactly: legal name, PO, remit-to, tax ID. The PDF is still attached as the document of record.
- Keep the invoice number identical across the portal and the PDF.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
What is the best way to send an invoice?
As a PDF attached to a short email that repeats the amount, the due date and how to pay; by text for homeowners who prefer it; through the client's portal when they have one. The invoice should be payable from the message without opening the attachment.
Can I send an invoice by text message?
Yes, and for residential clients it is often the fastest way to get paid. Attach the PDF or a link to it, and put the amount, due date and payment method in the text.
How do I send an invoice to a company?
To the accounts-payable address or portal they specify, with the PO number in the subject and on the invoice, the exact legal name, and any required attachments. Ask for the AP contact before the first job.
Should I send an invoice before or after the work?
After the work, the same day, unless the agreement calls for a deposit invoice before or milestone invoices during. Sending the full invoice before the work confuses the client and the records.
How do I know the client got the invoice?
For companies, a portal status or an AP confirmation; for individuals, a reply or a payment. If nothing in three days, send a one-line check-in. Keep the sent email as your record.