When to Send An Invoice

Knowing when to send an invoice can affect how quickly you get paid. If you wait too long, the payment timeline may be delayed and your cash flow can become harder to manage.

The right time to send an invoice depends on your type of business, agreement with the customer, and the stage of the project.

Send an Invoice When the Payment Is Due Under Your Agreement

The most important rule is to follow the payment schedule agreed upon with your customer.

You may send an invoice:

• Before work begins
• After a product is delivered
• When a project is completed
• On a regular monthly date
• When a project milestone is reached
• After the customer approves the work

The timing should be clear in your contract, quote, or service agreement.

When to Send an Invoice for a One-Time Project

For a small, one-time project, you may send an invoice when the work is completed and delivered.

For example, a freelance writer may send an invoice after submitting the final article. A designer may send an invoice after delivering the final logo files.

Send the invoice as soon as the agreed work is complete. Delaying the invoice only delays the start of the payment process.

A completed-project invoice may include:

• Project name
• Description of the completed work
• Delivery date
• Total amount due
• Payment terms
• Due date
• Payment instructions

When to Send an Invoice for Ongoing Services

For recurring work, send invoices on a regular schedule.

Common options include:

• The first day of each month
• The last day of each month
• The final day of the billing period
• A specific date listed in the contract

For example, a virtual assistant may send a monthly invoice on the last day of the month for services provided during that month.

The invoice should clearly state the billing period, such as:

“Monthly administrative support services for July 1–July 31.”

This helps the customer understand what the invoice covers.

When to Send an Invoice for a Deposit

If your business requires a deposit, send the deposit invoice before beginning the work.

Deposits are common for:

• Construction projects
• Custom orders
• Large consulting projects
• Website development
• Event services
• Projects that require materials

A deposit helps cover early costs and shows that the customer is committed to the project.

• Your invoice should clearly state:
• Deposit percentage or amount
• What the deposit covers
• When the remaining balance is due
• Whether the deposit is refundable
• The expected project start date

When to Send an Invoice at a Project Milestone

For larger projects, it may be better to invoice at different stages instead of waiting until the end.

For example:

• 25% deposit before work begins
• 25% after planning is approved
• 25% after the main work is completed
• 25% after final delivery

Milestone invoices help businesses receive income throughout the project and reduce the risk of completing a large amount of work before receiving payment.

Each invoice should explain which milestone has been completed.

When to Send an Invoice for Hourly Work

If you charge by the hour, send invoices based on the billing schedule in your agreement.

You may invoice:

• Weekly
• Every two weeks
• Monthly
• At the end of the project

Include:

• Dates worked
• Number of hours
• Hourly rate
• Description of the work
• Total amount due

For example:

• Website maintenance: 8 hours
• Hourly rate: $75
• Total: $600

Detailed hourly invoices are easier for customers to review and approve.

Should You Send an Invoice Before or After Delivery?

This depends on the product, service, and agreement.

Send an invoice before delivery when:

• You require a deposit
• The product is custom-made
• You need to purchase materials
• The customer agreed to prepayment
• The project involves a high level of risk

Send an invoice after delivery when:

• The customer pays after receiving the service
• The final amount depends on completed work
• You provide professional services
• The customer requires proof of completion

Make sure the timing is agreed upon before you begin.

Common Invoice Timing Mistakes

Avoid these mistakes:

• Waiting several weeks to send an invoice
• Sending an invoice before completing agreed work
• Forgetting to invoice recurring services
• Not explaining the billing period
• Sending the invoice to the wrong contact
• Failing to check the customer’s approval process
• Not including an exact due date

Sending a correct invoice at the right time can reduce payment delays.

How Invoice Software Can Help

Invoice software can help you:

• Create recurring invoices
• Schedule invoices
• Track billing periods
• Calculate due dates
• Send payment reminders
• Monitor unpaid invoices

Invoice Zip helps you create and send invoices quickly while keeping billing records organized.

Conclusion

The best time to send an invoice is usually as soon as the agreed work is completed or the agreed billing date arrives.

Before sending an invoice, check:

• What the contract says
• Whether a deposit is required
• Whether a project milestone has been reached
• Which billing period the invoice covers
• Who should receive the invoice
• What the payment due date is

A consistent invoicing schedule helps you get paid faster and manage your business cash flow.