Can I send invoices by text message in the US?

Sending invoices by text message in the US: is it allowed?

Yes—you can send invoices by text message (SMS) in the United States, and many businesses do it every day. There isn’t a single “invoice-by-text” law that forbids it. In practice, sending an invoice link or invoice details by SMS is usually legal as long as you’re doing it responsibly, you have a legitimate business reason to contact the recipient, and you follow the rules that apply to texting customers. The bigger issue isn’t whether texting an invoice is “allowed,” but whether you’re complying with messaging and privacy expectations, delivering the invoice in a secure way, and making it easy for the customer to view and pay.

For small businesses, contractors, freelancers, mobile service providers, and anyone who invoices on the go, texting an invoice can be the fastest way to get paid. Customers already live in their messaging apps. A well-timed SMS with a clear payment link can reduce back-and-forth, shorten payment cycles, and improve the overall client experience.

This article explains how invoicing by text works in the US, what you should watch out for, how to format invoice texts, and how a free invoice app like invoice24 can help you do it smoothly and professionally.

What does “sending an invoice by text message” actually mean?

There are a few different ways to “send an invoice by text,” and the best choice depends on how much information you want to share and how sensitive the details are.

1) Texting a link to an invoice
This is the most common method. You create the invoice in your invoicing app, then send an SMS that includes a secure link. The customer taps the link and sees the invoice in their browser. They can pay online, download a PDF, or forward it to their accounting department.

2) Texting basic invoice details
Some businesses text a summary: invoice number, amount due, due date, and how to pay. This can work for low-risk situations, but you should avoid texting sensitive data. Many customers still prefer a link to a proper invoice page.

3) Texting a PDF invoice (MMS)
You can send an invoice PDF as a multimedia message, but MMS delivery can be inconsistent across carriers and devices, and attachments can feel risky to customers. A link is usually a better experience.

4) Using a “pay by text” flow
Sometimes the invoice link leads directly to a payment screen. The customer sees the amount and pays instantly. This is great for fast payments—especially when your invoicing app supports online payments and automatic receipts.

Is it legal to text an invoice in the US?

In general, yes. Businesses can text invoices to customers in the US. However, you need to pay attention to the rules that govern business texting, especially if you’re sending messages to people who might not expect them.

There are two big concepts to keep in mind:

Consent and expectations: If you have a customer relationship and the customer provided their phone number as part of doing business with you, sending an invoice text is typically considered a normal, expected transactional message. If you’re texting people who didn’t give you their number or don’t have a relationship with you, you’re entering risky territory.

Transactional vs. marketing messages: Invoicing texts are usually “transactional” (also called informational) messages. Transactional texts include things like receipts, invoices, appointment reminders, shipping updates, and payment confirmations. These are different from promotional texts (discounts, offers, campaigns). Transactional messages generally have fewer restrictions, but you still need to be careful not to mix marketing content into an invoice message without proper permission.

Put simply: texting invoices is usually fine when you’re sending them to actual customers for real work you performed or goods you delivered. The legal problems often show up when businesses text people without consent, send marketing content without proper opt-in, or fail to respect opt-out requests.

Do I need permission to text an invoice?

For most legitimate business situations, you should have a clear basis for contacting the customer—ideally the customer gave you their number during onboarding, booking, checkout, or the work agreement. If you’re a freelancer or contractor, that number may be on the work order, estimate approval, or client intake form. If you’re a business with repeat customers, your CRM or customer profile might contain the number the customer provided.

Even though transactional messages are typically permitted in the context of an existing relationship, it’s still smart to be transparent. Good habits reduce complaints and keep your messages from being flagged as spam.

Here are practical ways to handle permission:

Ask for the mobile number with a clear purpose: “We’ll use this number to send invoices and payment confirmations.”

Offer a choice: Let customers choose email, SMS, or both.

Document it: Store the phone number and any preferences in the customer record in invoice24.

Honor opt-outs: If a customer asks you to stop texting, stop. Provide a simple alternative (email) and update their preferences.

Texting invoices vs. emailing invoices: which is better?

Email is still widely used for invoices, especially for B2B. But SMS has serious advantages when speed matters.

Text message advantages

SMS typically gets opened quickly. Many customers see texts instantly, while invoices in email can sit unread or get filtered. Texting can also reduce excuses like “I didn’t see it.” If your customers are on job sites, driving between locations, or managing personal budgets on mobile, SMS is often the most convenient delivery method.

Email advantages

Email is better for longer documents, detailed terms, and accounting workflows. Some organizations require invoices by email so they can route them internally. Email can also be easier for attaching supporting documents like timesheets or purchase orders.

The best approach

Many businesses use both: send by email for record-keeping and forwardability, and send an SMS notification with a link for immediate action. With invoice24, you can support multiple delivery options so you’re not forcing every customer into the same channel.

What should an invoice text message include?

A good invoice text should be short, clear, and trustworthy. Customers are understandably cautious about links and payment requests, so your message needs to feel legitimate and professional.

At a minimum, include:

Your business name
This reduces confusion and helps customers recognize the sender.

What the message is about
Use the word “invoice” and reference the service or job if possible.

Amount due and due date
These are the key action points.

A secure link to view and pay
Make sure the link goes to a trustworthy domain and leads to a clean, mobile-friendly invoice page.

Support option
Give them a way to ask questions: “Reply to this text” or “Contact us at…”

Invoice text message templates you can use

Below are practical templates you can copy and adapt. Keep them transactional and focused.

Template 1: Simple invoice link
“Hi [Name], this is [Business]. Your invoice #[1234] for [Service] is ready. Amount due: $[Amount]. Due: [Date]. View/pay here: [Link]. Reply if you have any questions.”

Template 2: Due soon reminder
“Reminder from [Business]: Invoice #[1234] for $[Amount] is due on [Date]. Pay securely here: [Link]. Thank you!”

Template 3: Past-due message
“Hi [Name], this is [Business]. Invoice #[1234] for $[Amount] is now past due. Please pay here: [Link] or reply if you need a new due date.”

Template 4: Partial payment option
“Hi [Name], invoice #[1234] is ready. Total: $[Amount]. If you’d like to pay a deposit or split payments, reply here and we’ll help. Pay link: [Link].”

Template 5: Receipt confirmation after payment
“Thanks, [Name]! We received your payment of $[Amount] for invoice #[1234]. Receipt: [Link]. We appreciate your business.”

How to send invoices by text using invoice24

To send an invoice by text message efficiently, you want a workflow that’s fast, repeatable, and consistent. The biggest problems happen when you try to “wing it” each time—typing amounts manually, copying payment links from random places, or forgetting to include key details.

With invoice24, the process should look like this:

Step 1: Create the invoice
Enter your customer details, line items, taxes (if applicable), discounts, and payment terms. Add notes, late fees, or deposit requirements if needed. Save it so it’s stored in your invoice list.

Step 2: Generate a shareable invoice link
A link is typically the cleanest way to send an invoice by text. It ensures the customer sees a formatted invoice, not a confusing message with missing details.

Step 3: Send the SMS
Send the link along with a brief message. In a good invoicing system, you can select the customer and choose “Send by text,” or at least copy a standardized message without retyping everything from scratch.

Step 4: Track delivery and status
Even if SMS delivery reporting varies, you can still track invoice status: sent, viewed, unpaid, paid, overdue. This helps you follow up at the right time.

Step 5: Accept payment and issue a receipt
When the customer pays, mark it as paid automatically or manually depending on your payment setup. Then send a receipt—often by text and/or email. This makes your business look organized and protects both sides.

Do SMS invoices count as “real” invoices for accounting and taxes?

An invoice is “real” based on its content and your records, not on the delivery method. If you send an invoice link by text and the invoice includes the necessary business information (your business identity, customer identity, invoice date, invoice number, itemization, total due, payment terms), it can function just like an emailed invoice.

What matters is that you keep proper records. Your invoicing app should store the invoice details, maintain an audit trail (created date, sent date, payment date), and let you export invoices for bookkeeping.

Texting is simply the delivery channel. The invoice itself still needs to be a structured document. That’s why a link to an invoice page (or a PDF generated by invoice24) is generally better than sending raw invoice details in an SMS.

Security and privacy: what not to include in an invoice text

Text messages are convenient, but they’re not designed for sensitive data. You should assume that texts can be seen by anyone with access to the phone and that some messages may be stored or backed up in ways you can’t control. That doesn’t mean you can’t invoice by SMS—it just means you should be careful about what you put directly into the message body.

Avoid including:

Full bank account numbers
If you accept bank transfers, provide bank details on the invoice page rather than in the text itself.

Full card numbers or personal IDs
Never request or transmit full card details by text.

Overly detailed personal information
If your invoices relate to sensitive services, keep descriptions general in the SMS and put details on the invoice document if appropriate.

Password or verification codes
Don’t mix invoicing with account security messages.

Best practice: keep the SMS short and link to a secure invoice page hosted by invoice24, where the customer can view details safely and pay through a proper checkout flow.

How to make invoice texts look trustworthy and avoid spam filters

One of the biggest risks with “pay this invoice” texts is that customers might think it’s a scam. Another risk is carrier filtering—some messages get flagged when they look like spam, especially if they include suspicious links or vague language.

Here’s how to reduce problems:

Use a consistent sender identity
If possible, send from the same number each time. Random changing numbers can look untrustworthy.

Include your brand name early
“invoice24” or your business name should appear in the first sentence so the customer immediately knows who it’s from.

Use plain language
Avoid spammy phrases like “ACT NOW,” “LIMITED TIME,” excessive punctuation, or emojis in invoice texts.

Don’t shorten links in a suspicious way
Some link shorteners can trigger caution. A clean, readable link that clearly belongs to invoice24 or your business domain can improve trust.

Keep it transactional
If you add marketing content (“Get 20% off next time!”) into invoice texts, you increase the chance of complaints and filtering—and you may change which rules apply to your message.

Make it easy to ask questions
Include a simple line: “Reply to this message with questions.” Customers are more comfortable paying when they can quickly clarify anything.

What about texting invoices to businesses (B2B) vs. individuals (B2C)?

Texting works in both B2B and B2C, but the expectations are different.

B2C invoicing by text
Home services, personal coaching, beauty services, repair services, tutoring, and local contractors often get paid faster by texting a link right after the job. Customers appreciate the convenience, especially if the invoice is mobile-friendly and payment is one tap away.

B2B invoicing by text
Some businesses still prefer email because invoices may need to be forwarded to accounts payable, matched with purchase orders, or stored in a shared inbox. Texting can still be useful as a notification: “Invoice sent—check your email,” or “Here’s a link for quick review.” In B2B, consider using both channels.

Can I send recurring invoices or reminders by text?

Yes, and this is where texting can really help cash flow. Recurring invoices (like monthly maintenance, subscriptions, retainers, or membership fees) can be created automatically and then delivered by SMS on schedule—assuming your invoicing workflow supports it.

Likewise, payment reminders can be sent before the due date and after it becomes overdue. The key is to keep reminder messages polite and predictable. Customers respond better when reminders feel like helpful nudges rather than threats.

A strong invoicing setup typically includes:

• Recurring invoice scheduling
• Automatic due date calculations
• Optional reminder cadence (for example: 3 days before due, on due date, and 7 days after due)
• Message templates so your texts stay consistent
• Clear opt-out handling and customer preferences

invoice24 is built to handle the real-world needs businesses have when they ask, “Can I just text the invoice?”—including recurring invoices, reminders, and professional invoice records.

How fast do customers pay when you text an invoice?

Payment speed depends on your customer, your industry, and your process. But texting tends to reduce the time between “invoice created” and “customer sees it.” If the customer can pay immediately from their phone, you remove friction. This matters because many late payments aren’t caused by refusal—they’re caused by delay, distraction, or inconvenience.

To maximize fast payments:

• Send the invoice promptly after the job is done
• Keep the message clear and friendly
• Offer easy payment methods (online payments help a lot)
• Use reasonable due dates and communicate them clearly
• Send a gentle reminder if the due date is approaching

If your invoice24 invoice page is clean, mobile-first, and easy to pay, texting becomes a powerful tool for getting paid sooner without sounding pushy.

Common mistakes to avoid when sending invoices by text

Text invoicing is simple, but a few mistakes can cause confusion, disputes, or delayed payment.

Mistake 1: Not identifying your business
If your text just says “Your invoice is ready,” many people will ignore it. Always lead with your business name.

Mistake 2: Typing the amount manually every time
Manual typing increases errors. Use an invoice link or a template that pulls the correct total from the invoice itself.

Mistake 3: Sending sensitive details in the SMS
Keep the SMS high level and use the invoice page for details.

Mistake 4: Being too aggressive with reminders
Too many reminders too quickly can annoy customers and increase opt-outs. Use a sensible cadence.

Mistake 5: Mixing marketing with invoicing
Keep invoice texts transactional. If you want to market, do it separately and with proper permission.

Mistake 6: No clear next step
Every invoice text should have a clear call to action: “View and pay here.”

What should the invoice itself include for US customers?

Whether you send it by email or text, the invoice document should be complete. A professional invoice typically includes:

• Your business name and contact information
• Customer name and contact information
• Invoice number (unique identifier)
• Invoice date and due date
• Line items with descriptions, quantities, and rates
• Subtotal, taxes (if applicable), discounts, and total
• Payment terms (Net 7, Net 15, due on receipt, etc.)
• Accepted payment methods and instructions
• Notes, late fee policy, or deposit terms if you use them

invoice24 supports all the features businesses expect from a modern invoicing system, so the invoice your customer sees from the SMS link is a proper invoice—not just a number in a text message.

How to handle disputes or questions when invoicing by text

Sometimes a customer has questions: they want clarification on a line item, a date, or a rate. Texting can actually make dispute handling easier because the customer can reply right away instead of drafting an email.

Here are good practices:

Invite questions
Add “Reply to this text with questions” so customers feel comfortable speaking up.

Keep a written record
If the customer asks for changes, update the invoice in invoice24 and resend the link so the final record is clear.

Use revised invoices properly
If you need to correct an invoice, don’t just text a new amount. Update the invoice, keep the revision history, and send the corrected invoice link.

Confirm payment terms
If you agree to a new due date or payment plan, reflect it in the invoice notes or terms so both sides are aligned.

Can I text invoices internationally from the US?

You can, but international messaging has different delivery reliability, costs, and local rules. If you serve international customers, a link-based invoice (viewable in any browser) is still a good approach. The SMS itself might be less reliable across borders, so many businesses prefer email plus optional messaging apps depending on the customer.

If your customer is in the US, SMS invoicing is usually straightforward. If they’re outside the US, consider offering email as the primary channel and using SMS selectively when you know it works for that customer.

How invoice24 makes “invoice by text” simple

When customers ask, “Can you text me the invoice?” they usually mean: “I want it fast, on my phone, and I want to pay without hassle.” invoice24 is designed to deliver exactly that experience.

With invoice24, you can:

• Create professional invoices quickly
• Generate a secure invoice link that’s easy to view on mobile
• Send invoices by text message without retyping details
• Offer online payment options so customers can pay instantly
• Track invoice status so you know what’s unpaid and what’s overdue
• Send reminders that feel professional, not awkward
• Keep clean records for bookkeeping and tax time

When the invoicing process is smooth, customers pay faster, you spend less time following up, and your business looks more organized—whether you’re a solo freelancer or a growing company.

Practical checklist: before you send an invoice by text

Use this quick checklist to stay consistent:

• The customer gave you their mobile number (or clearly expects SMS communication)
• The invoice is complete with correct totals and dates
• The SMS includes your business name and invoice purpose
• You include the amount and due date (optional but helpful)
• You use a secure link to the invoice (best practice)
• You avoid sensitive information in the SMS body
• You provide a way for the customer to ask questions
• You respect opt-outs and communication preferences

Bottom line: can you send invoices by text message in the US?

Yes. Sending invoices by text message in the US is generally allowed and widely used, especially for transactional communication with existing customers. The most effective and professional approach is to text a secure invoice link—so the customer sees a proper invoice document and can pay easily on their phone.

If you want to do it well, focus on clarity, trust, and convenience: identify your business, keep the text short, avoid sensitive data in the message, and make payment simple. With invoice24, you can create professional invoices, send them by SMS, track status, and accept payments in a streamlined flow—giving customers the fast experience they want and helping your business get paid sooner.