How you invoice your customers has changed significantly over time. Nowadays, most bills are digital instead of printed and sent with a stamp. Knowing how to send an invoice is one of the practical skills you need to grow your business.

When it comes to invoicing, it all boils down to working fast, tracking payments, and preventing mistakes that hamper your cash flow. Tools like the free invoice generator from QuickBooks also make it easier to create and send professional invoices in minutes.

You can work more quickly, comply with Canadian tax laws, and provide customers with simple payment choices by sending your invoices with QuickBooks. In this article, we'll take you through every step of the process and offer helpful hints along the way.

Table of Contents

• How to send an invoice in 5 steps
• Invoicing best practices to get paid faster
• Why many businesses use invoicing software
• FAQ

How to send an invoice in 5 steps

Sending invoices doesn’t have to be difficult. With the right tools, you can spend less time chasing customers for payments and more time growing your business. Follow these 5 steps to create and send professional invoices that get you paid faster.

Step 1: Choose your tool

As a business owner, you need a dependable method for creating, sending, and tracking your invoices.

While custom Word documents, Excel spreadsheets, or even handwritten bills may work as invoices in certain situations, they tend to slow down the invoicing process. 

Invoicing software is generally a better option because it: 

• Keeps track of every invoice sent, viewed, and paid
• Automates payment reminders for past-due accounts
• Saves client information, so you don't ever have to enter it again
• Allows you to accept a variety of payment options, including bank transfers and credit cards

Pro-tip: You don't have to manage spreadsheets or manually follow up on payments—QuickBooks Online can handle it all from a single dashboard.

Step 2: Create invoice

Every invoice needs certain details. Payment delays are common when invoice information is missing, which is why it helps to understand how invoicing works.

Here's what’s included on an invoice and what you should add to yours:

• Your business’s name, address, phone number, and email address 
• The client’s name, address, and email 
• A unique invoice ID number that helps with invoice tracking and your bookkeeping
• Date of issue and due date that provide clear deadlines for payment
• Line items like the name, amount, and price of each product or service
• The total amount owed by your client

Also, be sure to include any applicable sales taxes—such as GST, HST, PST, or QST—depending on the province where you do business.

You can create your invoices by hand or use our free invoice generator to quickly and easily make professional-looking invoices. If you’ve ever wondered how to send an invoice as a freelancer, this free invoicing software takes the guesswork out of the process and helps you get paid faster.

Step 3: Customize your invoice

Your branding adds a more professional touch to your invoices. For the best results, use your company colours, include your logo, and format all your invoices the same. 

If you have clients in Quebec or other francophone regions, consider sending them invoices in English and French.

With QuickBooks, you can quickly change invoice templates to fit your brand and your audience.

Step 4: Send the invoice

There are many ways to send your invoices. If you’re wondering how to send an invoice through email, by mail, via PayPal or in person, here are a few advantages and disadvantages for each method to consider.

How different invoice delivery options stack up

Step 5: Track and follow up

Sending an invoice is just half the job. You should also check that your clients received and paid your invoices.

That means keeping track of whether an invoice has been sent, viewed, or paid. For past-due accounts, setting up payment reminders can help you get paid faster and make sure your invoices never slip through the cracks. 

With invoicing software like QuickBooks, you can automate payment follow-ups in seconds and see when clients view an invoice or when payments arrive—all in real time.

Invoicing best practices to get paid faster

Small details can make a big difference when it comes to getting paid on time. Be sure to always double-check the following before sending an invoice:

• Names
• Numbers
• Tax rates

Always describe your products or services in clear, simple language. Consistent formatting across all invoices helps your clients follow the information quickly and reduces confusion.

While some invoices take weeks to get paid and others are settled the same day, timing matters. Send your invoices as soon as the job is complete, and make sure your payment terms are easy to understand—for example, “Net 30” means your client has 30 days to pay.

Offering multiple payment options, such as credit cards, bank transfers, or Apple Pay, makes it easier for customers to pay their bills promptly. To prevent delays, set up automated reminders that go out before and after the payment due date.

Finally, keep your records organized and secure for tax and reporting purposes.

QuickBooks accounting software offers these features, helping your business get paid on time and keep cash flow predictable.

Below is an example of a standard invoice between a coffee shop and their supplier:

Why many businesses use invoicing software 

If you only send a few invoices a month, manual invoicing can work. As your business gets bigger, the time you spend on the same invoicing tasks over and over again starts to add up.

With invoicing software like QuickBooks, you can create recurring invoices for repeat clients and track the status of each one in real time—whether it’s been sent, viewed, or paid. Plus, you can offer clients easy-to-use digital payment links, access your invoicing dashboard from anywhere, and generate detailed collection reports.

QuickBooks also makes it easier to collaborate. You can view and handle invoices without worrying about version control problems that usually come with spreadsheets or PDFs. It’s all part of streamlining your invoicing with QuickBooks. To scale your business even further, see how to build a complete financial management solution for growing businesses.

Use QuickBooks Online to create, send, and track invoices all in one place. Plus, offer your clients a much simpler way to pay. To get started, find the right plan for your business.