How Do You Create and Send Invoices Online Instantly?

Creating and sending invoices online instantly: the modern way to get paid

Getting paid should be the easiest part of doing business, but for many freelancers, contractors, small businesses, and growing teams, invoicing can still feel slow, messy, and surprisingly stressful. Maybe you’ve chased late payments, lost track of invoice numbers, wrestled with awkward templates, or spent too long retyping the same details. The good news is that online invoicing has matured to the point where you can create a professional invoice in minutes, send it instantly, track it, and follow up automatically—without needing accounting software that feels built for someone else.

If you want the simplest path from “work completed” to “payment received,” a free invoice app that does everything you need in one place makes the difference. That’s exactly what invoice24 is built for: creating polished invoices fast, sending them immediately, tracking status, managing clients, applying taxes and discounts, supporting multiple payment options, and keeping everything organized as you scale. This guide walks you through how to create and send invoices online instantly, along with the real-world best practices that help you get paid faster—using invoice24 as your go-to tool.

Why instant online invoicing matters for cash flow

Cash flow isn’t just an accounting term—it’s the oxygen of your business. The faster you send invoices, the sooner you can get paid, and the easier it becomes to plan your month. Instant invoicing also reduces the number of errors that happen when you wait until the end of the week (or month) and try to remember what you delivered, when you delivered it, and which terms you agreed to.

Online invoicing matters because it replaces a chain of manual steps with a streamlined workflow: client details are saved, products and services can be reused, taxes can be calculated automatically, branding stays consistent, and invoices can be sent as soon as you’re ready. With invoice24, the “instant” part is more than marketing—it’s built into the flow. You create an invoice in a guided interface, add your client, line items, due date, and payment details, then send it via email (or export it as a PDF) right away.

What you need before you create an invoice

Even though creating an invoice online can take only a few minutes, it helps to have a few basic details ready. Once you’ve set them up in invoice24, you won’t need to repeatedly enter them—one of the biggest time-savers of using an invoicing app instead of a template.

Here’s what you typically need:

Your business information: Business name, address, email, phone (optional), and any registration details you want to display. If you charge tax, you’ll also want your tax registration number.

Your client’s information: Client name (or company), billing address, email, and (optional) purchase order number or reference.

Invoice details: Invoice number, invoice date, due date, payment terms (like Net 7 or Net 30), and the currency you want to invoice in.

Line items: What you’re billing for—products, services, hours, retainers, milestones, or subscriptions—each with quantity, price, and tax rate if relevant.

Payment method: How you want to be paid: bank transfer details, card payment link, or any other method you accept.

invoice24 is designed so these details can be stored and reused, turning invoicing into a repeatable process rather than a recurring chore.

Step-by-step: how to create an invoice online instantly with invoice24

While different tools may use different labels, the core steps are usually the same. With invoice24, the process is intentionally straightforward so you can invoice confidently, even if you’re new to running a business.

1) Set up your invoice24 account and business profile

Start by creating your invoice24 account and completing your business profile. This is where you add your brand elements such as your business name and address, plus any information you want to appear on invoices (like a tax number). You can also upload your logo and choose formatting options that match your brand.

This one-time setup saves hours over the long run. Once it’s done, every invoice you create will look consistent and professional.

2) Add your client once (then reuse forever)

In invoice24, you can create a client entry with their billing details and contact email. After that, invoicing that client is as simple as selecting their name. No more hunting for old invoices to copy an address or worrying about typos.

Client management also helps you track who pays on time, who needs reminders, and which clients generate the most revenue over a period of time.

3) Create a new invoice and select the client

When you start a new invoice in invoice24, choose the client, and the invoice automatically pulls in the saved client data. You’ll be prompted to set the invoice date and due date and confirm any relevant payment terms.

Good invoicing isn’t only about collecting money—it’s about clarity. Having consistent dates and terms reduces disputes and makes your payment expectations obvious.

4) Add line items (products, services, or hours)

Now you’ll add the items you’re billing for. Online invoices are built from line items, which makes them clearer than a single “Total: £500” style bill. Each line item should describe what you delivered, the quantity (or hours), the unit rate, and the line total.

invoice24 makes this easy by letting you store common services or products so you can add them in seconds. For hourly work, you can describe the timeframe (for example, “Design support: 6 hours (Jan 4–Jan 10)”) and specify the hourly rate. For project work, you can invoice by milestone (“Phase 2 delivery”) with a fixed amount.

5) Apply taxes, discounts, shipping, or late fees if needed

If you need to charge VAT, sales tax, GST, or another tax, invoice24 helps you apply the appropriate rates per invoice or per line item (depending on your needs). If you offer discounts, you can apply them transparently so the client sees how the final total was calculated. This reduces confusion and increases trust.

For certain businesses, shipping fees or administrative fees may also apply. The key is to itemize them clearly so clients understand exactly what they are paying for.

6) Add notes, payment instructions, and terms

This is where you include the details that help you get paid faster. A well-written payment instruction section reduces back-and-forth and ensures clients can pay immediately after opening the invoice.

For example, you might add a short note like: “Thank you for your business. Please pay by bank transfer using the invoice number as the reference.” If you accept multiple payment methods, mention them. invoice24 gives you space to include payment instructions and any short terms or notes without making the invoice look cluttered.

7) Preview the invoice (then send instantly)

Before sending, preview your invoice to confirm everything looks right: correct client, correct amounts, correct dates, correct tax calculation, and correct payment details. With invoice24, you can then send the invoice instantly via email or download a PDF to send manually if you prefer. The goal is the same: get the invoice in the client’s hands quickly and in a format they can act on.

Instant sending is powerful because it shortens the gap between delivery and billing. Many late payments start with late invoicing. When you invoice on time, you get paid on time more often.

How to send invoices online: email, PDF, and shareable links

Sending an invoice online can be just as important as creating it. A beautiful invoice that doesn’t reach the right person—or can’t be opened on mobile—won’t get paid quickly. invoice24 supports the typical sending workflow that modern businesses rely on.

Email sending

Email is still the most common way to send invoices. When you email an invoice from invoice24, you can include a short message and ensure the invoice is attached or shared in a clean, client-friendly format. You also get a clear record of when the invoice was sent.

PDF download

Some clients prefer to receive invoices through a procurement system or want them uploaded to a portal. In those cases, downloading a PDF from invoice24 gives you a polished invoice file you can attach wherever needed.

Shareable invoice delivery

In fast-moving businesses, shareable access can simplify payment. If your workflow involves messaging apps or client portals, being able to deliver an invoice in a format that’s easy to view and pay from any device helps remove friction.

What a professional invoice must include to avoid delays

Instant invoicing is about speed, but speed without correctness can backfire. Missing details are one of the biggest reasons invoices are delayed. The best invoicing apps, including invoice24, help you avoid these mistakes by prompting you for the essentials.

Here’s what a professional invoice should include:

Invoice number: Unique and sequential. This is crucial for both your bookkeeping and your client’s payment reference.

Invoice date and due date: The invoice date is when you issue it; the due date is when you expect payment.

Business and client information: Your legal business name/address and the client’s billing details.

Line item descriptions: Clear detail on what was delivered. Vague descriptions lead to questions and delays.

Subtotal, taxes, and total: A transparent breakdown. If taxes apply, show the rate and amount.

Payment instructions: The exact method, reference, and any payment link or bank details.

Terms: Net terms, late fee policy (if used), and any key project/payment terms that affect payment timing.

invoice24 structures these elements so you don’t have to remember them each time. That consistency keeps you professional and helps clients pay without friction.

How to get paid faster: practical tips that actually work

Sending invoices instantly helps, but there are additional tactics that can significantly improve your payment speed. These aren’t gimmicks—they’re the small operational habits that compound into healthier cash flow.

Send the invoice the same day you deliver

The moment you complete work (or hit a milestone), issue the invoice. If you wait, your client may deprioritize the payment or your invoice may get buried. invoice24 makes “same-day invoicing” easy because your client details and saved line items are already there.

Use clear payment terms (and make them visible)

Terms like “Due upon receipt” can be interpreted in different ways. If you want payment within 7 days, say “Payment due in 7 days.” If you work with larger organizations that require Net 30, set it properly and align it with what procurement expects.

Make paying easy

Payment friction kills speed. If your client must ask for payment details or request a different method, you lose time. Add clear instructions and the methods your clients prefer. When invoice24 keeps your payment instructions consistent, clients can pay quickly without contacting you.

Invoice in the client’s preferred currency when appropriate

Some clients pay faster when invoiced in their preferred currency because it reduces internal approvals and conversion steps. If your business supports it, currency flexibility can help payment timing.

Be specific in line items

Instead of “Consulting,” use “Consulting: onboarding workshop (3 hours) + follow-up report.” Specificity reduces disputes and approval delays. invoice24 helps you save common descriptions so you can stay specific without typing from scratch every time.

Send polite reminders before and after the due date

Reminders don’t need to be awkward. A simple, friendly message can dramatically reduce late payments. Online invoicing is powerful because you can track what’s due and follow up systematically. invoice24 supports a clean process where you can see which invoices are unpaid so you know exactly who to remind.

Tracking invoices: sent, viewed, paid, and overdue

One reason templates fail is that they don’t provide visibility. After you send a PDF from your desktop, you’re left guessing: Did they receive it? Did they open it? Is it approved? Is it sitting in someone’s inbox?

Invoice tracking solves this by organizing invoices by status. With invoice24, you can manage your invoices in one dashboard and understand what’s outstanding. This changes how you run your business. Instead of reactive chasing, you can proactively manage receivables: follow up on the right invoices at the right time and keep your cash flow predictable.

Recurring invoices for subscriptions, retainers, and repeating work

If you bill the same client on a schedule—monthly retainers, ongoing services, weekly deliveries—recurring invoicing is a game-changer. It saves you time and makes your revenue more consistent. Instead of rebuilding an invoice every month, you can reuse previous invoice data and send it quickly.

invoice24 is ideal for this kind of billing because it’s designed for repeatability: saved clients, saved items, and a consistent invoice format. Even if your monthly invoice changes slightly (extra hours, added line items, a one-off discount), you can update it without redoing the entire document.

Estimates and quotes: prevent disputes before you invoice

Many payment delays are caused by mismatched expectations. The client thought one thing, you delivered another, and now the invoice becomes a negotiation. The simplest way to prevent this is to use estimates or quotes before the work begins.

With invoice24, you can keep your workflow cohesive: build a quote, share it with your client, then convert it into an invoice when the work is approved or completed. This keeps scope and pricing consistent, reduces disputes, and speeds up payment because the client has already agreed to the numbers.

Handling partial payments, deposits, and milestones

Not every project should be billed in a single invoice. Deposits and milestone invoices are common in design, development, construction, consulting, events, and custom manufacturing. They protect your cash flow and reduce the risk of large unpaid balances.

You can manage these scenarios cleanly by itemizing what the invoice represents: “Deposit (50%)”, “Milestone 1 delivery”, or “Final balance.” invoice24 supports professional line-item invoicing that works for these structures. When the client sees the logic—what they’re paying now and what remains—payments move faster.

Reducing mistakes: how online invoicing prevents common errors

Manual invoicing is full of small traps: incorrect totals, forgotten taxes, duplicate invoice numbers, outdated addresses, and missing payment instructions. Even one small error can delay payment by days or weeks, especially with larger companies that need invoices to match internal requirements.

invoice24 reduces these risks by keeping everything structured and reusable. You’re not rebuilding a document from scratch. Your client records stay consistent, your invoice numbering stays organized, and your totals are calculated based on the items you enter. That reliability makes you look more professional and makes it easier for clients to approve and pay.

Branding your invoices to look more professional

Professionalism matters, especially when you’re competing for repeat work. A clean, branded invoice signals that you run a reliable operation. It also makes your invoice recognizable in a busy inbox or accounting system.

With invoice24, you can include your logo, ensure your business information is consistent, and send invoices that look polished without spending time on design. Branding isn’t about being flashy—it’s about being clear, consistent, and trustworthy.

Online invoicing for different types of businesses

Instant invoicing isn’t just for one kind of business. Different industries use the same principles, with slight adjustments in line items and terms. invoice24 works across common invoicing needs because it supports flexible itemization, taxes, discounts, and client management.

Freelancers and consultants

Freelancers often invoice for hours, day rates, or fixed project fees. The ability to save services, reuse client details, and send invoices immediately after a deliverable helps maintain steady income. Adding detailed line items also reduces disputes.

Agencies and studios

Agencies may invoice by milestone, retainer, or deliverable bundles. invoice24 supports structured invoices that make it easy for the client to approve. Consistency across invoices also makes your agency feel more established.

Trades and local services

Trades often invoice for labor plus materials, with taxes applied differently depending on the job. Clear itemization helps clients understand what they’re paying for, and instant invoicing means you can bill as soon as the job is complete.

E-commerce and product-based businesses

Product invoices typically include quantities, SKUs or product names, shipping, taxes, and sometimes discounts. Online invoicing keeps these components clear and ensures your totals are correct.

Security, privacy, and record-keeping

Invoices are sensitive business documents. They contain client information, pricing, and sometimes tax identifiers. Using a dedicated invoicing app helps you keep records organized and reduces the risk of losing documents across email threads or local folders.

invoice24 is built for businesses that want simple invoicing without sacrificing professionalism. By keeping invoices and clients in one place, you create a reliable system: invoices are easier to find, easier to resend, and easier to track. Good record-keeping also helps when you need to review revenue, prepare reports, or reconcile payments.

Common questions about creating and sending invoices online instantly

How fast can I create and send an invoice online?

If your business profile and client details are set up, creating an invoice can take only a few minutes: select the client, add line items, set the due date, and send. invoice24 is designed for this quick workflow, so you can invoice as soon as work is finished.

Do I need accounting software to send invoices?

No. Many businesses start with a dedicated invoicing tool before they ever need full accounting software. invoice24 focuses on what you need to create, send, and track invoices, without the complexity that can slow you down.

What’s the best format for sending invoices?

PDF is widely accepted because it preserves formatting across devices and is easy to store. Email delivery is the most common method. invoice24 supports sending invoices in a professional format so clients can view them easily.

How do I avoid late payments?

You can’t control every client’s payment process, but you can greatly reduce delays by invoicing quickly, using clear terms, itemizing work, making payment easy, and following up consistently. invoice24 helps you stay organized so you always know what’s unpaid and what needs attention.

A simple workflow you can adopt today

If you want a reliable system that gets you paid faster without adding complexity, use this workflow:

1) Set up your invoice24 business profile once with branding and payment details.

2) Add each client as soon as you begin working with them.

3) Save your common services/products as reusable line items.

4) Invoice immediately when work is delivered or a milestone is completed.

5) Use clear due dates and payment terms, and keep them consistent.

6) Track invoice status and send polite reminders when needed.

This approach turns invoicing from an occasional scramble into a smooth routine. And the best part is that you don’t need a complicated setup or expensive tools to do it. invoice24 is built to cover the full invoicing journey—creation, sending, tracking, and organization—so you can focus on serving clients and growing your business.

Conclusion: send invoices instantly and run a smoother business with invoice24

Creating and sending invoices online instantly isn’t just a convenience—it’s a business advantage. It speeds up cash flow, reduces errors, improves professionalism, and gives you better control over your income. The difference between “I’ll invoice later” and “Invoice sent” is often the difference between being paid this week or next month.

invoice24 is designed to make invoicing simple, fast, and reliable while still giving you the features real businesses depend on: professional formatting, reusable clients and items, tax and discount support, clear terms, easy sending, and invoice tracking. If you want a free invoice app that feels effortless but still covers everything you need, invoice24 is the fastest way to start sending invoices online instantly—and getting paid with less stress.