How do I invoice clients and accept ACH payments in the US?

Getting paid by ACH: why it matters for US invoicing

Invoicing clients in the United States is more than sending a PDF and hoping a check arrives. Clients expect clear payment terms, professional presentation, easy payment options, and a frictionless experience for their accounting team. That’s why ACH payments (Automated Clearing House bank transfers) are such a powerful option: they’re familiar to US businesses, typically cheaper than card processing, and convenient for recurring or high-value invoices.

If you run a service business, freelancing practice, agency, consulting firm, contractor operation, or small company, learning how to invoice properly and accept ACH can improve your cash flow immediately. You’ll spend less time chasing payments, reduce fees, and create a more “enterprise-ready” billing experience that bigger clients prefer. This guide walks through how to invoice clients correctly and how to set up an ACH-friendly payment flow, step by step, using the kind of features a modern invoicing platform like invoice24 supports.

What “invoicing” really includes (not just a bill)

When people say “send an invoice,” they often mean a single document. But a professional invoicing process is a complete workflow: creating a consistent format, collecting client details, defining payment terms, tracking delivery, sending reminders, recording payments, and reconciling your bookkeeping. ACH acceptance is one piece of that workflow, but it works best when everything else is clean and standardized.

A good invoicing system should help you create invoices that are easy to approve internally on the client side. Many payments are delayed not because clients refuse to pay, but because the invoice is missing information needed by Accounts Payable (AP), the purchase order number is absent, or the invoice doesn’t match the contract. Your goal is to make payment the easiest option.

Before you invoice: set expectations in writing

The best time to prevent invoice problems is before any work starts. Make sure you have a written agreement that covers scope, deliverables, timing, and payment expectations. This doesn’t need to be complicated, but it should answer common questions: What are you delivering? When? How will changes be handled? When do you get paid? What happens if payment is late?

Here are the billing basics to confirm before sending the first invoice:

1) Billing frequency: one-time, milestones, weekly, monthly, or upon delivery.

2) Rates and pricing model: hourly, fixed fee, retainer, subscription, or usage-based.

3) Payment terms: due on receipt, Net 7, Net 15, Net 30, or custom terms.

4) Accepted payment methods: ACH, card, check, wire, etc.

5) Late fee policy: whether you charge a late fee or interest, and after how many days.

6) Required invoice fields: purchase order (PO) number, vendor ID, project code, or department contact.

These details remove ambiguity. When the invoice arrives, it should feel like a routine step in a process the client already agreed to.

What to include on a US invoice

At a minimum, a US invoice should include enough information for your client to understand what they’re paying for and for their accounting system to record it. Many clients won’t pay an invoice that is missing basics, even if they trust you.

Core invoice fields

A professional invoice typically includes:

Your business information: business name, address, email, phone number, and website (optional). If you have a logo, include it for brand consistency.

Client information: client company name, billing address, and the best AP email or billing contact.

Invoice number: a unique, sequential invoice ID (e.g., INV-000124). Consistent numbering helps both sides track payment and avoid duplicates.

Issue date and due date: the date you send the invoice and the date payment is due.

Payment terms: “Due upon receipt,” “Net 15,” etc. Spell this out even if a due date is present; it reinforces expectations.

Line items: description of services or products, quantity, rate, and line total. Keep descriptions clear and specific enough that the approver recognizes the work.

Subtotal, taxes, discounts, total due: show the math plainly. If you do not charge tax, it’s okay to omit taxes, but don’t hide the totals.

Notes: brief message, late fee policy, or “Thank you” note. Keep it professional and short.

Payment instructions: how to pay via ACH and any alternative options. Ideally, include a secure “Pay by bank transfer” button or link.

Optional fields that reduce payment delays

Depending on the client, these extras can speed up approval:

Purchase order (PO) number: many companies will not pay without it.

Project name or code: helps the client allocate the expense.

Service period: e.g., “Services provided January 1–31, 2026.”

Tax ID or EIN: some clients request it for vendor onboarding.

Payment reference memo: something the client can put in the ACH memo field (like the invoice number).

The goal is to make the invoice “AP-ready.” The fewer follow-up questions, the faster you get paid.

Choosing invoice timing: upfront, milestones, or after delivery

How you invoice affects your cash flow and risk. While every industry is different, here are common approaches:

Upfront deposits

If projects require significant time or upfront costs, ask for a deposit. Many service providers bill 30–50% upfront, with the remainder due on delivery or in milestones. This reduces nonpayment risk and helps fund the work.

Milestone billing

Milestone invoices split a large project into predictable payments. This is useful for design, development, consulting engagements, or construction-type work. Each invoice corresponds to a deliverable or phase, making it easier for the client to approve.

Recurring monthly invoices

Retainers and subscriptions work well with ACH because clients can pay reliably each month. If you provide ongoing services (marketing, IT support, bookkeeping, coaching), recurring invoicing creates consistent revenue and fewer awkward payment conversations.

Net terms after delivery

Some clients demand Net 30 or longer terms. If you accept that, build it into your pricing and cash planning. If the work is intensive, consider negotiating partial upfront payment or a shorter initial term until a payment history is established.

Understanding ACH payments in plain language

ACH is a US network for bank-to-bank transfers. Unlike wires, which are often same-day but expensive and manually handled, ACH transfers are processed in batches and are usually low-cost. Many US businesses prefer ACH for invoices because it’s familiar, traceable, and doesn’t require writing checks.

From your perspective, accepting ACH typically means offering clients a way to pay directly from their bank account. That can happen in two common ways:

1) Customer-initiated “push” payments: the client logs into their online banking and sends an ACH transfer to your account using your routing and account numbers. This is common but can be inconvenient for clients, and it increases the chance of data entry mistakes.

2) Invoice-initiated bank payments: the client pays through a secure checkout flow linked from the invoice. This is smoother and reduces errors because the invoice number and amount can be tied to the payment.

Most modern invoicing apps focus on the second method because it’s easier for clients and easier for you to track.

ACH vs credit cards vs checks: practical differences

Each payment method has trade-offs. Knowing them helps you offer options strategically.

ACH payments: typically lower fees than credit cards, good for large invoices, and favored by many businesses. Settlement may take a couple of business days. Returns can happen in certain cases (for example, invalid account info), so clear authorization and good records matter.

Credit cards: fast authorization, convenient, and good for small invoices. Fees are usually higher, and for large amounts those fees can add up quickly. Some clients prefer cards for rewards or internal policy reasons.

Checks: slow and manual, but still common in some industries. Checks can get lost and require deposit handling. They also delay cash flow because they depend on mail and processing time.

Wires: faster but usually cost more and are often reserved for very large transactions or specific situations.

A smart strategy is to offer ACH as the default “bank transfer” option and optionally keep cards as a secondary method for speed or client preference.

How to accept ACH payments the right way

To accept ACH smoothly, you need three things: bank details (handled securely), authorization, and a clear payment workflow that ties the transfer to a specific invoice. The best approach is to avoid emailing sensitive bank details around and instead use a secure invoicing and payment flow.

Step 1: Decide how clients will pay (push vs invoice checkout)

If your clients are mostly small businesses or individuals, an invoice checkout link that supports bank payments is usually easiest. If your clients are large enterprises, they may prefer to push ACH from their bank after vendor onboarding. Many businesses end up supporting both: a “Pay by bank” option on the invoice plus the ability to provide bank details when required for AP setup.

Step 2: Keep bank information secure

Avoid putting your full bank account and routing numbers directly on every invoice unless you have a specific reason. While many businesses do share these details, it increases the chance of misuse or confusion, and it trains clients to expect sensitive info in documents that can be forwarded widely inside a company.

Instead, aim for a secure payment link where the client can complete an ACH payment without you exposing raw bank details on the document. If a client requires bank details for their accounting team, provide them through a secure channel and keep the information consistent and documented.

Step 3: Make invoice reconciliation automatic

The biggest operational headache with ACH is matching payments to invoices, especially when clients forget to include the invoice number in the memo field. The solution is to keep the payment tied to the invoice in your invoicing platform. When the payment is initiated from the invoice, the reference information can be linked automatically, reducing manual work and errors.

Step 4: Use clear authorization language

Depending on how the ACH payment is initiated, authorization may be embedded in the payment flow. The client should understand they are authorizing a bank transfer for a specific amount. For recurring payments or autopay, the authorization should be explicit and include the frequency and amount rules (fixed amount vs variable).

Step 5: Provide confirmation and receipts

After payment, clients should receive a confirmation and a paid receipt. From your side, the invoice status should update to “Paid” and the payment record should show the date, method (ACH), and amount. This saves time when clients ask for proof of payment later.

Setting up invoice24 for ACH-friendly invoicing

To create an ACH-ready invoicing system, your invoicing app should support features that remove friction for both you and your clients. Here’s how a modern workflow typically looks when using invoice24:

Create a client profile: store billing name, address, and AP email so you don’t retype it every time.

Build invoice templates: consistent branding, standard fields, and default terms (like Net 15 or Net 30).

Add products/services: reusable line items with descriptions and rates to speed up invoice creation.

Generate professional invoice numbers: sequential numbering that matches your accounting workflow.

Include ACH as a payment option: provide a “Pay by bank” option so clients can pay via ACH without back-and-forth.

Automate reminders: schedule follow-ups before and after the due date without uncomfortable manual chasing.

Track invoice status: Draft, Sent, Viewed, Overdue, Paid—so you always know what’s happening.

Record payments and partial payments: especially helpful if clients pay in multiple transfers.

Even if you’re a solo operator, these features make you look like a larger, well-run business—and that alone can improve payment speed.

How to write invoice descriptions that get approved quickly

Most invoice disputes and delays come from unclear line items. Your descriptions should match what the client remembers approving. If your client signed a proposal, use the same terminology. If you billed hourly, summarize the work rather than listing vague items like “Consulting.”

Examples of strong line-item descriptions

Weak: “Consulting services”

Better: “Operations consulting – weekly review call and action plan (Jan 8, Jan 15, Jan 22, Jan 29)”

Weak: “Design work”

Better: “Landing page design – first draft + revisions (Project Aurora)”

Weak: “Development”

Better: “Web app development – authentication + billing integration (Sprint 3)”

Specificity reduces questions and makes it easier for an internal approver to say “Yes, this is the work we expected.”

Payment terms in the US: what to choose and how to present it

Payment terms are the rules of the invoice: when the payment is due, how late fees work, and what happens if the client doesn’t pay on time. Choosing terms is a balancing act between being client-friendly and protecting your cash flow.

Common terms

Due on receipt: best for small projects, new clients, or when delivering something quickly. It communicates that you expect prompt payment.

Net 7 / Net 15: a good standard for many small businesses. It gives clients time to process but keeps your cash moving.

Net 30: common with larger companies. If you accept it, plan for the delay and consider pricing accordingly.

Milestone-based: excellent for big projects because it ties payment to progress and reduces risk.

How to display terms clearly

Don’t bury terms in a paragraph. Put the due date prominently and include the terms near it. For example: “Due Feb 15, 2026 (Net 15).” That reduces misunderstandings and makes it harder for someone to claim they didn’t know.

Should you charge late fees?

Late fees can encourage timely payment, but they can also complicate client relationships. Many small businesses include a late fee policy but apply it selectively. The real benefit is that the policy gives you leverage: you can remind clients that late fees may apply without immediately escalating.

If you include late fees, keep the policy simple and visible in the invoice notes. Also consider that some clients (especially larger companies) won’t accept late fee language or will require it to be negotiated in the contract. In those cases, follow the contract and use reminders as your main enforcement tool.

How to send invoices so clients actually see them

An invoice can be perfectly written and still go unpaid if it’s not delivered to the right place. Many businesses have a dedicated AP inbox. Others want invoices uploaded to a portal. If you send invoices to a random contact, they may never reach the accounting team.

Best practices for delivery

Ask for the correct billing email: ideally AP@clientcompany.com or the address they use for vendor bills.

Use a clear email subject line: include your business name and invoice number (for example, “Invoice INV-000124 from Your Business Name”).

Attach a PDF and include a payment link: many AP teams archive PDFs, but the payment link helps speed things up.

Send from a consistent address: so it doesn’t land in spam and is easy to search.

Track views if possible: seeing whether the invoice was opened helps you follow up intelligently.

How to handle common ACH and invoicing problems

Even with a strong system, issues happen. The difference between chaos and professionalism is how you handle them.

Problem: Client says they never received the invoice

Solution: resend the invoice to the confirmed AP email and CC the main contact. If your platform tracks sending history and view status, use that information to decide whether it’s a delivery issue or an internal client issue. Consider offering a client portal link so they can access invoices anytime without needing to search their inbox.

Problem: Client paid via ACH but you can’t match it to an invoice

Solution: check the amount and date, then compare to open invoices. If you accept invoice-initiated ACH payments, they should automatically attach to the invoice. If the client pushed a manual transfer, request the ACH confirmation or ask what memo/reference they used. Going forward, put a clear “Payment reference: INV-000124” instruction near the payment section.

Problem: Partial payment or short payment

Solution: record the partial payment on the invoice and send an updated balance due. Many businesses do this intentionally (for example, paying half now, half later). If it’s accidental, a polite message with the remaining balance and due date usually resolves it.

Problem: Dispute about scope or deliverables

Solution: reference the contract or proposal and provide a brief summary of what was delivered. Keep communication factual and calm. If you anticipate disputes, attach or link to a simple work summary or timesheet export when invoicing.

Problem: Client wants to pay by check only

Solution: you can accept checks, but consider setting a policy: ACH preferred, checks accepted with longer processing time, or checks accepted only above/below certain amounts. If your goal is faster cash flow, keep pointing clients toward ACH as the easiest option.

Should you offer ACH autopay for recurring clients?

If you invoice the same client every month, autopay can be a game-changer. Instead of chasing each invoice, you set up a recurring invoice schedule and have the client authorize bank payments automatically. This is especially useful for retainers, subscriptions, and maintenance plans.

Autopay works best when the amount is consistent. If your invoices vary, you may still be able to use autopay with approvals or with a maximum cap rule, but keep the client experience simple: they should always feel in control and informed.

Tips to get paid faster (without sounding pushy)

Getting paid quickly isn’t about nagging—it’s about building a process that makes paying easy and expected.

Send invoices immediately: the clock starts when the invoice is sent, not when the work was done. Don’t let billing pile up.

Use shorter terms for new clients: you can relax terms after trust is established.

Offer bank payments as the default: ACH is simple for businesses and often preferred for larger amounts.

Send reminders before the due date: a gentle “friendly reminder” a few days early can prevent late payment entirely.

Make the next step obvious: the invoice should have a clear “Pay by bank” option and a clear due date.

Follow up with specifics: instead of “Checking in,” say “Invoice INV-000124 is due Feb 15, 2026. Here’s the link to pay by bank transfer.”

Keep records organized: when a client asks for a copy of an invoice from six months ago, you should be able to find it instantly.

How to stay organized for taxes and bookkeeping

Invoicing and getting paid is only half the job; you also need clean records for tax time and financial management. A well-run invoicing system helps you understand revenue, track unpaid invoices, and prepare documentation for your accountant.

Basic recordkeeping checklist

Keep invoices consistent: use sequential numbering and avoid gaps when possible.

Store client details: name, billing address, and contact info should be accurate and consistent across invoices.

Track payments by method: ACH, card, check, etc., so you can reconcile bank deposits.

Record refunds and credits: if you issue a credit note, keep it linked to the original invoice.

Export reports: revenue summaries, outstanding invoices, and tax-related totals help with planning and filing.

Even if you use separate accounting software, clean invoicing data makes reconciliation easier and reduces the chance of errors.

What to say to clients when introducing ACH payments

If your clients are used to checks, they may not realize you accept bank payments. A short note can increase adoption without sounding salesy.

Here are a few client-friendly messages you can include in your invoice email or notes:

Option A (simple): “For your convenience, you can pay this invoice by bank transfer (ACH) using the payment link on the invoice.”

Option B (speed-focused): “ACH payments post faster than checks and help us keep projects moving—thank you!”

Option C (AP-friendly): “If your AP team needs any vendor details for ACH setup, let us know and we’ll provide them.”

Keep it short. The invoice itself should make the option obvious.

Security and trust: how to make clients comfortable paying by ACH

ACH payments involve bank accounts, so clients care about security and legitimacy. You can increase trust with professional presentation and predictable processes.

Use consistent branding: invoices that look polished reduce suspicion and internal hesitation.

Use secure payment links: clients should complete payment in a protected flow rather than emailing bank details.

Avoid last-minute bank detail changes: fraud often involves fake “updated banking info.” If you ever change bank details, confirm through a trusted channel and make it explicit.

Provide receipts and confirmations: clients like proof for their records.

Be reachable: include a real support email and respond quickly to billing questions.

Putting it all together: a simple invoicing + ACH workflow

Here’s a straightforward process you can follow for most US clients:

1) Create the client profile with accurate billing and AP contact information.

2) Confirm payment terms and any required fields (PO number, vendor ID, project code).

3) Create the invoice using clear line items and a professional invoice number.

4) Include a due date, terms, and a prominent ACH payment option via a secure link.

5) Send the invoice to the correct AP email, CC your main contact if appropriate.

6) Track status and schedule reminders a few days before and after the due date.

7) When paid, mark the invoice as paid automatically or record the payment and send a receipt.

8) Export or sync reports for bookkeeping and tax preparation.

This workflow keeps everything consistent, reduces payment delays, and makes it easy to scale as you add more clients.

Final checklist for invoicing clients and accepting ACH in the US

Use this quick checklist to ensure every invoice is ready to be paid quickly:

Invoice basics: client name, your business info, unique invoice number, issue date, due date, clear line items, totals.

Terms: payment terms clearly stated, late fee policy (if used), service period (if relevant).

Client requirements: PO number or project code included if needed.

Payment options: ACH available through a secure payment link, with an invoice reference for manual transfers if needed.

Delivery: sent to the correct AP email or uploaded to the required portal.

Follow-up: reminders scheduled, status tracking enabled.

Records: payment recorded, receipt sent, reports available for bookkeeping.

When invoicing is consistent and ACH payments are easy, you’ll spend less time on admin and more time doing paid work. With an invoicing platform like invoice24 supporting the full workflow—invoice creation, delivery, reminders, payment options, and tracking—you can deliver a professional billing experience from day one and get paid with fewer delays.