How Do You Create an Invoice That Clients Can Pay With ACH or Bank Transfer?

Why ACH and bank transfer invoices matter for modern businesses

Getting paid is the lifeblood of any business, but the way you get paid can be the difference between predictable cash flow and constant follow-ups. ACH and bank transfers have become a preferred method for many clients because they’re familiar, direct, and often come with lower fees than card payments—especially for higher-value invoices. For freelancers, agencies, contractors, consultants, and small businesses, offering “pay by ACH” or “pay by bank transfer” isn’t just a nice-to-have; it can be a competitive advantage.

The challenge is that many businesses still treat bank transfers like a manual workaround: emailing bank details, attaching a PDF, waiting for the client to initiate a transfer, and then reconciling the payment later by searching bank statements. That works until you have more than a handful of invoices—or until a client asks, “Where do I click to pay?” or “Can you send me an invoice with ACH details and a reference?”

This is where an invoicing tool built for real-world payment workflows makes a huge difference. With invoice24, you can create professional invoices that include ACH and bank transfer payment instructions clearly, accurately, and consistently. You can also standardize the payment reference, automate reminders, and keep your invoice records organized—without cobbling together templates and manual steps. The result is an invoice experience that clients trust, and a payment process you can scale.

What ACH and bank transfer actually mean for your invoices

Before building an invoice that clients can pay with ACH or a bank transfer, it helps to understand the terms your clients might use. “ACH” is a bank-to-bank transfer system commonly used in the United States. Clients may refer to paying by “ACH,” “bank transfer,” “direct deposit,” or “electronic funds transfer.” Outside the U.S., clients may talk about domestic bank transfers or local rails, and for international payments they may ask for “wire transfer” details.

From an invoicing standpoint, the goal is the same: provide the client with the correct banking information, a clear amount due, the currency, the due date, and an unambiguous payment reference so the payment can be matched to the right invoice. A great invoice also reduces friction by giving the client a simple path: “Here’s exactly what to do, and here’s exactly what to include.”

Invoice24 helps you do that in a structured way. Instead of manually editing banking information each time (which invites mistakes), you store your payment details once and apply them to invoices consistently. You can also control the wording, formatting, and reference structure so your invoices look polished and feel easy to pay.

What makes an ACH/bank transfer invoice “payable” (not just “informative”)

Many invoices include bank details, but not all of them are truly payable. A payable invoice is one where the client can complete the transfer without emailing you questions, and you can reconcile the payment without guessing.

To get there, your invoice should include:

1) A clear total and balance due: The client should see exactly how much to pay, and whether any partial payments, deposits, or credits apply.

2) The correct banking destination: This includes the bank name (when relevant), the account holder name, and the account/routing identifiers that fit the client’s payment method.

3) A specific payment reference: This is critical. The easiest reference is the invoice number, but you can also include a short client code or project name as long as it stays consistent. The reference should be prominently displayed.

4) Due date and payment terms: “Due on receipt,” “Net 7,” “Net 14,” and “Net 30” are common, but the invoice should always show the actual date.

5) Instructions written for a human: Clients are busy. One short, direct set of steps like “Pay by bank transfer using the details below and include the invoice number as the reference” can prevent days of back-and-forth.

6) Optional: a payment link or button: Even if the payment is completed via bank transfer, clients love a “Pay now” entry point that guides them. Invoice24 is designed to support the full invoicing workflow, including the features businesses expect from a modern invoice app.

When you create invoices in invoice24, these elements can be baked into your templates and defaults so every invoice that goes out is ready to pay, not just ready to read.

Step-by-step: How to create an invoice clients can pay by ACH or bank transfer

The exact steps vary depending on your business, but the workflow below is the simplest reliable path. It’s also the one you can standardize inside invoice24 so you don’t reinvent the wheel every time you bill a client.

Step 1: Set up your business profile and branding

Clients are more likely to pay quickly when an invoice looks legitimate and consistent. Start by ensuring your invoice header includes your business name, address, and contact details. Add a logo if you have one, and make sure the invoice format is consistent across your clients.

Invoice24 makes this easy by letting you store your business identity once and apply it across all invoices. This saves time and removes the risk of sending an invoice with outdated contact details.

Step 2: Add your bank details once (and reuse them safely)

The biggest source of payment delays with bank transfers is incorrect or inconsistent banking information. A single digit off in an account number can trigger a failed payment, a returned transfer, or a support ticket with the client’s bank.

Instead of typing bank details into every invoice, store them in invoice24 and reuse them consistently. Depending on your region and client needs, your bank transfer details may include:

For ACH (U.S.): Bank name, account holder name, routing number, account number, and account type (checking/savings, when relevant).

For domestic bank transfer (varies by country): Account number and sort code or local bank identifiers.

For international wire transfers: Bank name, bank address (optional), SWIFT/BIC, IBAN (where applicable), and intermediary bank details (if required for certain currencies).

Even if your clients say “ACH,” some may still pay via wire transfer for certain scenarios (like high-value payments or international accounts). The best approach is to include the details you actually accept and keep them organized in a dedicated payment section.

Step 3: Create a client record with accurate billing details

A surprising number of invoices go unpaid on time because they’re sent to the wrong person or lack the information a client needs for approval. Many companies require a purchase order number, a billing address, or a specific recipient name.

Create a client profile that includes the client’s official business name, billing email, billing address, and any internal requirements (like “Include PO # in the invoice notes”). Invoice24 helps you keep client data organized so you don’t have to search old emails every time you bill.

Step 4: Add invoice line items clearly (and avoid ambiguity)

Clients often delay payments when they’re unsure what they’re paying for. Clear descriptions reduce approval friction. For each line item, include a description, quantity (if relevant), unit price, and totals. If you charge taxes, show the tax rate and tax amount explicitly.

For service businesses, clarity can be as simple as:

“Website maintenance – January 2026” instead of “Maintenance”.

For project work, include a short scope reference:

“Design milestone 2: homepage + product page revisions (as per statement of work)”.

Invoice24 supports the kind of itemization clients expect, making your invoice easier to approve and easier to pay.

Step 5: Use a strong invoice number and payment reference

If you want fast bank transfer reconciliation, your payment reference must be unmissable. The simplest option is to use the invoice number as the required reference. Place it in multiple spots: near the top of the invoice and again in the payment instructions.

Good reference formats are short and consistent, such as:

INV-1024

INV-1024 / ACME

ACME-INV-1024

What you want to avoid is a reference that changes from invoice to invoice without a consistent pattern. Invoice24 makes it easy to standardize invoice numbering and make that number the default payment reference.

Step 6: Write payment instructions that clients can follow in under 10 seconds

Your payment section should be short, specific, and structured. A client should not have to decode it. Here’s a clean instruction format you can use (and adapt inside invoice24 templates):

Payment method: Bank transfer / ACH
Pay the total amount due using the bank details below. Please include [Invoice Number] as the payment reference so we can match your payment quickly.

Then list the bank details in a neat block with labels, like:

Account name: Your Business Name
Bank name: Your Bank
Routing number (ACH): 123456789
Account number: 1234567890
SWIFT/BIC (if applicable): ABCDUS33
IBAN (if applicable): XX00 0000 0000 0000 0000 00

You don’t need to include every field for every invoice—only the ones your clients will use. If most clients are domestic, show domestic details prominently and keep international details available when needed. Invoice24 helps you keep these sections consistent and professional.

Step 7: Set due dates, terms, and late fee policy (if you use one)

A bank transfer invoice still needs standard payment terms. Choose terms that fit your business model and communicate them clearly. For example:

Due date: January 25, 2026
Terms: Net 14

If you apply late fees or interest, keep the language straightforward and compliant with your local rules. Many businesses also include a friendly line like:

“If you have any questions about this invoice, reply to this email and we’ll help right away.”

Invoice24 supports storing defaults for payment terms so you can apply consistent policies without manual edits.

How to format bank details so clients don’t make mistakes

Bank details are one of those things that look simple until a client copies them incorrectly. Formatting matters. A few small improvements can prevent failed payments:

Use labels and line breaks: Avoid long paragraphs with bank details embedded in text.

Keep the reference near the details: Clients should see “Reference: INV-1024” right next to the account information.

Use consistent capitalization and spacing: For example, IBANs are often displayed in grouped blocks for readability.

Don’t overload with optional fields: If an intermediary bank is rarely needed, provide it only for those cases rather than confusing every client.

Repeat the invoice number: It’s your best friend for matching transfers.

Invoice24’s templates are designed to keep the payment section clean and consistent, which reduces client questions and improves payment success.

How to reduce “Where do I pay?” emails when you accept bank transfers

One of the biggest objections to bank transfers is that they feel less “clickable” than card payments. But you can make the experience nearly as easy by anticipating what the client needs.

Here are proven ways to reduce payment friction:

Add a clear callout: A short line near the total like “Payment method: ACH / bank transfer” sets expectations.

Put payment instructions in an obvious place: Clients shouldn’t have to search the bottom of page two. Keep it on the first page whenever possible.

Make the reference unavoidable: Use bold text or a “Payment reference” label.

Send invoices from a consistent email address: Clients will recognize your invoices and process them faster.

Use reminders: Friendly, timed reminders prevent invoices from slipping through the cracks.

Invoice24 is built for this full workflow. Instead of treating invoicing as a one-off PDF, it helps you standardize how invoices look, how they’re sent, and how you follow up—so bank transfer payments feel smooth instead of manual.

ACH vs wire transfer vs bank transfer: what to include (and what not to)

Clients sometimes use “ACH,” “wire,” and “bank transfer” interchangeably, but they’re not the same. Your invoice should match the payment method you actually accept and the level of detail required.

If the client says “ACH” (U.S.): Include routing number and account number, plus account holder name. Keep instructions focused on ACH.

If the client says “wire transfer”: They may need SWIFT/BIC and possibly an IBAN or bank address depending on the destination country and currency. Wires may also require additional compliance steps for some businesses.

If the client says “bank transfer” (general): Provide domestic transfer details relevant to your banking region and the client’s region.

In practice, many businesses maintain a “standard bank transfer” block and an “international transfer” block, and include the appropriate one per invoice. Invoice24 makes it easy to keep multiple payment instruction sets organized so you can include the right details without copy-paste mistakes.

Making reconciliation easy: how to match transfers to invoices

Getting paid is only half the story. You also need to know which invoice was paid, when it was paid, and whether the amount matches the invoice total.

To make reconciliation easier:

Use a unique invoice number: Never reuse invoice numbers. Avoid generic numbers like “001” if you’ll outgrow them quickly.

Require the invoice number as the reference: Tell clients explicitly to include it.

Keep one invoice per transfer when possible: Some clients batch payments. If they do, ask them to send a remittance note listing invoice numbers.

Track partial payments: If you allow partial transfers, show the remaining balance clearly.

Invoice24 is designed to keep invoice records structured, which helps you track status, follow up on unpaid invoices, and keep your accounting workflow cleaner—even when clients pay by bank transfer rather than a card checkout.

Common mistakes that delay ACH/bank transfer payments

If you want clients to pay by ACH or bank transfer quickly, avoid these common pitfalls:

Mistake 1: Missing or unclear payment reference
Without a clear reference, payments arrive with vague notes like “invoice” or “services.” That slows you down and can cause disputes if multiple invoices are open.

Mistake 2: Bank details buried in a paragraph
Clients copy the wrong number, omit a digit, or use the wrong identifier.

Mistake 3: Not including currency
International clients may pay in the wrong currency if you don’t specify it, leading to short payments after conversion.

Mistake 4: Invoices sent to the wrong person
Approval workflows matter. If the invoice doesn’t reach the right department, it can sit for weeks.

Mistake 5: No due date (or vague terms)
“Net 30” without an actual date often leads to confusion and slower payments.

Mistake 6: Manual, inconsistent templates
When every invoice looks different, clients hesitate, ask questions, or request revisions—each of which delays payment.

Invoice24 solves the consistency problem by giving you a structured invoicing system with templates and reusable settings. That means fewer errors, fewer questions, and faster transfers.

How to handle international clients who want to pay by bank transfer

International transfers add complexity: fees, intermediary banks, exchange rates, and extra identifiers. The best approach is to make it clear what currency you invoice in and what details the client should use.

Tips for international bank transfer invoices:

Specify currency on the invoice total: For example, “Total due: 2,000.00 USD.”

Provide the correct international identifiers: SWIFT/BIC is commonly required for international wires, and IBAN is often needed for many regions.

Clarify who pays bank fees: A simple sentence like “Client is responsible for bank transfer fees” can prevent short payments if fees are deducted.

Include a strong reference: International transfers especially benefit from clear references.

Consider adding a brief note about timing: International wires can take longer than domestic ACH transfers, so setting expectations helps.

Invoice24 is ideal for businesses that work across borders because it helps you standardize these details without rewriting invoices from scratch every time you bill a client in another country.

What to say in your invoice email when offering ACH or bank transfer

The invoice document matters, but so does the message that delivers it. A good invoice email increases the chance the client opens it, recognizes it, and processes payment quickly.

Keep it simple and action-oriented:

Subject ideas:
Invoice INV-1024 – Due January 25, 2026
Invoice for [Project/Service] – INV-1024

Body ideas:
“Hi [Name], attached is invoice INV-1024 for [service]. You can pay via ACH/bank transfer using the payment details on the invoice. Please include INV-1024 as the payment reference. Thanks!”

Invoice24 helps you keep these communications consistent and professional, so you spend less time writing emails and more time running your business.

How invoice24 helps you create ACH and bank transfer invoices faster

There are plenty of tools that can generate a basic invoice, but when you specifically need invoices that clients can reliably pay via ACH or bank transfer, the details matter: consistent banking info, clear references, clean formatting, and a workflow that supports reminders and tracking.

Invoice24 is built to make this process straightforward:

Professional invoice templates: Create clean, branded invoices that clients recognize immediately.

Reusable payment details: Save your bank transfer and ACH information once and apply it consistently.

Clear invoice numbering: Keep a consistent numbering system so references and reconciliation are painless.

Client management: Store billing details and preferences so invoices go to the right place every time.

Streamlined workflow: Create, send, track, and follow up from one place instead of juggling documents and emails.

If your goal is to get paid faster with fewer questions and less admin work, invoice24 is the simplest way to produce bank-transfer-ready invoices that feel modern and trustworthy.

Best practices checklist for ACH/bank transfer invoices

Before you send an invoice, run through this checklist:

Invoice basics: Invoice number, issue date, due date, client details, and your business details are correct.

Amount clarity: Total due is prominent; tax and discounts (if any) are itemized clearly.

Payment method clarity: “Pay by ACH/bank transfer” is stated clearly.

Bank details: Correct account holder name, correct identifiers, and only the necessary fields for the client’s payment method.

Payment reference: Clearly stated and repeated (invoice number is best).

Instructions: One or two short sentences explaining exactly what the client should do.

Consistency: The invoice matches your usual branding and structure so clients recognize it.

Invoice24 helps you turn this checklist into a repeatable system. Once your template and defaults are set, every new invoice inherits those best practices automatically.

Frequently asked questions about ACH and bank transfer invoices

Do I need to include my full bank account number on an invoice?

If the client must initiate an ACH or bank transfer manually, they will need the identifiers required by their bank to send the payment. That typically includes an account number and routing number (for U.S. ACH) or the local equivalent. If you’re concerned about sharing details, use invoice24 to keep payment info consistent and limited to what’s necessary, and share invoices only with authorized client contacts.

What’s the best payment reference to use?

The invoice number is usually the best reference because it’s unique and directly tied to your records. Make it bold and include it in the payment section as “Payment reference: INV-1024.” Invoice24 makes it easy to standardize this so you don’t forget.

How do I handle clients who pay multiple invoices in one transfer?

Ask them to include a remittance note listing all invoice numbers included in the payment. You can also encourage one invoice per transfer for simpler reconciliation, but large companies may batch payments as part of their process.

What if a client pays without a reference?

It happens. The best prevention is repeating the reference clearly and keeping invoice numbers unique. If it still occurs, match by amount, client name, and timing. Over time, consistent invoice formatting in invoice24 reduces these cases dramatically.

Can I offer both ACH/bank transfer and other payment methods?