How Do You Invoice Clients If You’re Just Starting a Business?

Getting your first invoices right matters more than you think

When you’re just starting a business, invoicing can feel like an afterthought. You’re focused on finding clients, delivering great work, and keeping the lights on. But invoicing is not just paperwork—it’s how your business gets paid. A clear, professional invoice signals that you take your work seriously, reduces confusion for your client, and dramatically improves the odds you’ll be paid on time.

The good news: you don’t need an accounting degree or an expensive stack of software to invoice clients confidently. You need a simple process, a basic understanding of what an invoice should include, and a tool that makes it easy to create, send, track, and follow up. If you’re building momentum and want invoicing to be the easiest part of your week, invoice24 is designed for exactly that stage—when you’re moving fast and need everything in one place.

This guide walks you through practical, beginner-friendly invoicing: what to include, how to price and bill, when to send invoices, how to set payment terms, how to handle deposits, late payments, revisions, taxes, and recurring clients. Along the way, you’ll see how invoice24 can streamline the entire workflow so you spend less time on admin and more time growing your business.

What an invoice actually is (and why clients care)

An invoice is a formal request for payment. It documents what you provided, how much you’re charging, the payment deadline, and how the client can pay. For you, it’s a revenue record and a tool for cash flow. For clients, it’s a clear instruction sheet for their accounts payable process. Many businesses—especially larger ones—can’t pay you without an invoice that includes certain details.

Even if your client is a solo founder or a small team, an invoice sets expectations and prevents awkward back-and-forth. It’s also protection. If there’s ever a dispute, your invoice is evidence of what was agreed and billed. Invoicing well is a business skill, and it’s one you can learn quickly.

What to include on your first invoice

A strong invoice doesn’t need to be complicated, but it must be complete. The goal is to make it instantly understandable to a client and easy for them to approve and pay.

Core details every invoice should have

At minimum, your invoice should include:

1) Your business information: Your business name, address (or city/region), email, and phone number if you use one for billing.

2) Your client’s information: Client name, company name, billing address (or the contact person and their email).

3) Invoice number: A unique identifier for that invoice. This helps you and the client track payments and avoids confusion.

4) Invoice date: The date the invoice was issued.

5) Due date / payment terms: For example “Due on receipt,” “Net 7,” “Net 14,” or a specific calendar date.

6) Line item description: What you delivered. Clear descriptions reduce disputes.

7) Quantity and rate: Hours and hourly rate, units and unit price, or a fixed project fee.

8) Subtotal, taxes (if applicable), and total: Show the math so clients can confirm quickly.

9) Payment instructions: How to pay—bank transfer details, card payment link, or accepted payment methods.

10) Notes (optional): A short thank-you, late fee policy, or project reference.

How invoice24 helps

When you’re starting out, the hardest part is consistency. invoice24 simplifies the essentials by generating professional invoices with properly structured fields (invoice number, dates, line items, totals) so you don’t forget anything. You can save your business profile, store client details, and create new invoices in minutes—without having to rebuild the layout every time.

Choosing the right invoicing method when you’re new

There are several ways people invoice early on: word processors, spreadsheets, PDFs, or dedicated invoicing apps. Many beginners start with whatever is familiar, then gradually realize it’s causing problems: inconsistent formatting, forgotten invoice numbers, missing client details, and no way to track who has paid.

Spreadsheet or template: fast but easy to break

A spreadsheet template can be a decent starting point for a handful of invoices. But it’s easy to make mistakes—especially as you add taxes, discounts, partial payments, or multiple line items. It’s also hard to track payment status unless you build a system and update it manually.

Invoicing app: the best option when you want to get paid smoothly

A dedicated invoicing app is built around what matters: creating professional invoices quickly, sending them easily, tracking status, and staying on top of overdue payments. If you’re just starting a business, you want admin to be frictionless. invoice24 is designed to do exactly that—giving you everything you need to invoice confidently from day one, without adding complexity.

How to decide what to charge and how to present it on an invoice

Before you create an invoice, you need clarity on pricing. Many new business owners undercharge because they’re uncertain. The invoice becomes the moment where uncertainty turns into a number. You’ll feel more confident if you choose a pricing model that fits your work.

Common pricing models

Hourly: You bill for time spent. This works well for consulting, coaching, and services where scope changes often.

Fixed project: One price for a defined outcome. Great for design projects, websites, packages, and deliverables.

Retainer: A set amount paid regularly for ongoing access or a fixed number of hours/deliverables.

Milestone-based: You bill at key project stages (e.g., 30% upfront, 40% after first draft, 30% at completion).

How to write line items so clients understand them

New businesses sometimes write vague descriptions like “Services” or “Work completed.” That invites questions and delays. Instead, be specific. Include dates, project names, and concrete deliverables. For example:

“Brand identity package: logo concept development + 2 revision rounds”

“Consulting call (60 minutes) – strategy session for onboarding flow”

“Website copywriting – 5 pages (Home, About, Services, FAQ, Contact)”

How invoice24 keeps pricing clean

invoice24 makes it easy to build line items with clear descriptions, quantities, and rates. If you frequently sell the same service (like a “Starter Package” or “Monthly Retainer”), you can reuse items so your invoices stay consistent and accurate as you grow.

When should you invoice a client?

Timing matters. Invoice too late and you forget details, the client’s budgeting window passes, or the payment gets pushed to the next cycle. Invoice too early without an agreement, and it can feel premature.

Typical invoicing timelines

For one-off projects: Invoice immediately after delivery, or invoice based on milestones defined in your agreement.

For hourly work: Invoice weekly, biweekly, or monthly. Weekly is ideal for cash flow when you’re new.

For retainers: Invoice at the start of each period (e.g., the 1st of the month) so you’re paid before you provide the work.

The cash-flow rule for beginners

If you’re just starting, cash flow is often tighter than you expect. A simple rule helps: invoice as close to the value delivery moment as possible, and don’t let invoices pile up. The more you delay invoicing, the more you delay payment.

Make invoicing a habit with invoice24

invoice24 is built to make invoicing a repeatable habit. You can generate invoices quickly, send them immediately, and keep an eye on what’s outstanding without juggling spreadsheets and email threads.

Setting payment terms that actually get you paid

Payment terms tell your client when and how to pay. Clear terms reduce misunderstandings and protect you if a payment becomes overdue.

Common payment terms for new businesses

Due on receipt: Payment is expected immediately. Works well for small invoices and one-off services.

Net 7 / Net 14: Payment due 7 or 14 days after the invoice date. Good for maintaining friendly flexibility while protecting cash flow.

Net 30: Common with larger companies, but can be tough when you’re starting. If you accept Net 30, consider asking for a deposit first.

Late fees and boundaries

Late fees can encourage timely payment, but the biggest factor is clarity. If you charge late fees, state them on the invoice and in your agreement. Keep it reasonable and professional. Even if you don’t enforce late fees often, having a policy signals that you run a serious operation.

invoice24 makes terms visible and consistent

When you set your payment terms in invoice24, you can apply them consistently across invoices so clients know what to expect. Consistency is a secret weapon: it trains clients to pay you on schedule.

How to invoice for deposits, upfront payments, and milestones

Deposits are one of the best ways to stabilize cash flow and reduce risk. A deposit ensures the client is committed and covers your initial time. Many service businesses ask for 30–50% upfront, then invoice the remaining balance at completion or on milestones.

How to structure a deposit invoice

Be explicit. Label it clearly as a deposit and reference the project. Examples:

“50% deposit for Website Design Project – Phase 1”

“Deposit to reserve project start date – Branding Package”

Milestone billing keeps projects healthy

Milestones reduce the chance you’ll do all the work and then struggle to collect. They also make it easier for clients to approve payments because they align with progress. A simple milestone plan might be:

30% upfront to start

40% after first delivery

30% upon final approval

invoice24 supports structured billing

With invoice24, you can create deposit invoices and milestone invoices with clear line items and notes so clients know exactly what they’re paying for. That clarity reduces payment delays and keeps projects moving.

How to handle revisions, scope changes, and extra work

One of the most common invoicing problems for new businesses is scope creep—extra requests that weren’t included in the original price. The fix isn’t just better communication; it’s a billing system that makes change orders easy.

Use a simple rule for extra work

If the client asks for something outside the agreed scope, respond with a quick, calm clarification:

“Happy to do that. It’s outside the original scope, so I’ll add it as an additional line item at £X (or X hours). Would you like me to proceed?”

Invoice extras as separate line items

Adding a separate line item for additional work makes the invoice transparent. It also creates a record that the work was requested and billed. Avoid burying extra charges inside a single vague project fee.

Keep change billing tidy in invoice24

invoice24 makes it easy to add additional line items, so you can document extra work without rebuilding your invoice. This helps you protect your time, stay profitable, and maintain healthy client relationships.

Getting paid: payment methods that reduce friction

The easiest way to get paid is to make paying easy. If your client has to ask how to pay, hunt for details, or request alternative methods, payment slows down.

Popular payment methods for small businesses

Bank transfer: Common and low-cost, especially for B2B work.

Card payments: Convenient and fast, especially for smaller invoices.

Digital wallets / online payment links: Helpful for clients who want speed and simplicity.

Put payment instructions directly on the invoice

Your invoice should clearly state how to pay. If you accept bank transfers, include the exact details your client needs. If you accept card payments or online payments, include a straightforward option so the client can pay immediately.

invoice24 keeps payment instructions consistent

Instead of rewriting payment info each time, invoice24 helps you standardize your payment instructions so every invoice is clear and complete. As you grow, this reduces errors and saves time.

How to send invoices professionally (without awkwardness)

Sending an invoice shouldn’t feel uncomfortable. You delivered value. Billing is a normal part of the relationship. The key is to make your communication simple and confident.

Use a short, clear email message

Here’s a simple message structure:

1) Polite greeting

2) What the invoice is for

3) Amount and due date

4) Payment instructions (or a note that it’s included)

5) Friendly closing

Set expectations before you send the first invoice

The best time to make invoicing easy is before the project begins. Let the client know your billing schedule, your payment terms, and whether you require a deposit. When it’s agreed up front, your invoice feels expected—not surprising.

invoice24 helps you look established from day one

Professional presentation matters. invoice24 invoices are clean and client-friendly, which helps you look organized even if you’re in your first month of business. That perception can influence how quickly clients take your invoice seriously.

Tracking invoices: knowing what’s paid, what’s late, and what needs a follow-up

When you’re new, you might only have a few invoices at a time. But it doesn’t take long for things to get messy—especially if you’re delivering projects, handling leads, and trying to remember who owes what.

Why tracking matters

If you don’t track invoices, you might:

Forget to follow up

Miss late payments

Undervalue your work because cash flow feels unpredictable

Lose time searching through emails

A simple follow-up schedule that works

1–2 days after due date: Friendly reminder

7 days after due date: Firmer reminder + request a payment date

14 days after due date: Final notice + pause work until paid (if your agreement allows)

invoice24 helps you stay on top of payments

invoice24 is built to keep invoicing organized—so you know which invoices are outstanding and can follow up confidently. That visibility is one of the biggest upgrades from manual methods, especially once you have multiple clients.

What to do if a client doesn’t pay

Late payments happen to almost every business at some point. The goal is to handle it calmly and professionally. Most of the time, late payments aren’t malicious—someone missed an email, a payment run hasn’t happened, or the invoice needs approval.

Step-by-step approach

Step 1: Assume it’s an oversight. Send a short reminder with the invoice number, amount, and due date.

Step 2: Ask for a payment date. If they don’t respond, ask when payment will be made.

Step 3: Pause work (if appropriate). If you’re still working for them, consider pausing until payment is received.

Step 4: Escalate professionally. If needed, mention late fees (if you have them), and ask if there’s an issue with processing the invoice.

Keep the relationship while protecting yourself

Stay factual and polite. Reference dates, the invoice number, and what was delivered. Avoid emotional language. The more professional you are, the more likely you are to get paid without damaging your reputation.

Invoicing for different types of work

Your invoicing style will vary depending on what you sell. Here are quick examples that can help you set up invoices that clients understand instantly.

Freelancers and creatives

Include the project name, deliverables, revision limits, and any usage rights if relevant (for example, licensing terms for design or photography). Break down phases if the project is large.

Consultants and coaches

Invoice per session, per package, or per month. Include dates of sessions and a short description such as “Strategy session” or “Coaching call.” For retainers, note the period covered (e.g., “January 2026 retainer”).

Trades and local services

List labor and materials separately. Include quantities and unit costs where appropriate. Clients appreciate transparency, and it reduces disputes.

Agencies and teams

Use line items that map to your statement of work: discovery, design, development, testing, management. This helps clients understand value and internal stakeholders approve invoices faster.

Should you add taxes, and how do you show them?

Taxes can be confusing when you’re just starting, especially if you’re unsure what applies in your location or whether you need to register. The most important principle is to be accurate and clear on your invoice.

If you charge tax, show it explicitly as a separate line or section: subtotal, tax rate, tax amount, then total. If you do not charge tax, avoid adding a tax line that implies you’re collecting it.

Because tax requirements vary depending on your country, region, business type, and registration status, it’s wise to confirm what applies to you early on. Even a short conversation with an accountant or a look at your local government guidance can prevent mistakes later.

invoice24 keeps totals clear

invoice24 helps you present subtotals, taxes (when applicable), and totals in a structured, easy-to-read format. That clarity is not only professional—it reduces the chance your invoice gets rejected by a client’s finance team.

Creating a simple invoice numbering system

Invoice numbers help you stay organized and help clients reference payments. A common beginner mistake is using random numbers or reusing the same number. You want a system that’s unique and easy to track.

Easy invoice number formats

Sequential: 001, 002, 003…

Year + sequence: 2026-001, 2026-002…

Client code + sequence: ACME-001, ACME-002… (useful for long-term clients)

invoice24 can keep numbering consistent

When you create invoices in invoice24, you can keep your invoice numbers organized so you don’t accidentally duplicate an invoice or lose track. This becomes increasingly valuable as your business scales.

How to invoice international clients

If you work with clients in other countries, your invoices should be even more explicit. The main goal is to eliminate assumptions—especially around currency, payment methods, and bank details.

International invoicing checklist

State the currency clearly (e.g., GBP, EUR, USD).

Include payment details that work internationally (bank transfer details if needed).

Be clear about payment deadlines and time zones if relevant.

Keep descriptions straightforward for easier approval.

Professionalism wins trust

International clients often compare vendors quickly. A clean invoice helps you look credible, and credibility speeds up payment. invoice24 supports professional invoices that can be understood and processed easily, even when you’re working across borders.

Recurring invoices: the easiest way to stabilize income early

When you’re starting a business, unpredictable income is stressful. One of the simplest ways to reduce that stress is to create recurring revenue—monthly retainers, maintenance packages, subscription services, or ongoing support.

Examples of beginner-friendly recurring offers

Monthly design support (X hours per month)

Website maintenance

Social media management

Monthly consulting or coaching package

Bookkeeping support

Invoice consistently, and clients will pay consistently

Recurring clients love predictability. If your invoice arrives on the same date each month with the same structure, approval becomes routine. invoice24 is a great fit for recurring work because it keeps your client details, services, and invoice format consistent—so you can send invoices quickly without reinventing the wheel.

Common invoicing mistakes beginners make (and how to avoid them)

Most invoicing problems don’t come from bad intentions. They come from rushing, uncertainty, or not having a system yet. Here are the most common pitfalls and how to fix them.

1) Being vague about what you delivered

Fix: Write clear line items that match your agreement and describe deliverables or time periods.

2) Forgetting a due date

Fix: Always include terms or a specific date. If there’s no due date, clients will assume “whenever.”

3) Making it hard to pay

Fix: Put payment instructions on every invoice and keep them consistent.

4) Not following up

Fix: Set a simple reminder routine. Friendly follow-ups are normal and expected.

5) Not using deposits for bigger projects

Fix: Ask for a deposit to start. It protects your time and improves commitment.

6) Inconsistent formatting across invoices

Fix: Use one tool and one template. invoice24 keeps your invoices consistent and professional automatically.

How to create your first invoice in invoice24

If you want a simple, reliable way to invoice clients from the start, invoice24 can be your home base. The goal is to get you from “I need to bill this client” to “Invoice sent” quickly and confidently.

A straightforward workflow looks like this:

Step 1: Add your business details. Set up your business profile once so every invoice includes consistent information.

Step 2: Add your client. Save the client’s name, company details, and billing email so you can invoice them again easily.

Step 3: Create the invoice. Add line items with clear descriptions, quantities, and rates. Include the project name or service period.

Step 4: Set payment terms. Choose your due date or terms like Net 7/Net 14.

Step 5: Review and send. Confirm totals and send the invoice. Keep a copy for your records and tracking.

When you keep this workflow consistent, invoicing becomes routine. Routine creates reliability, and reliability creates trust—both with clients and with your own financial planning.

What to say when a client asks for an invoice before work starts

Sometimes a client will ask for an invoice upfront—especially if they need to pay before their finance department closes the month. This is normal and can be beneficial for your cash flow.

If you’re billing upfront, label it clearly (for example: “Project kickoff payment” or “Deposit to begin work”). If the client wants to pay the full amount upfront, you can invoice the full project fee and note the project scope in the line item description.

invoice24 makes it easy to generate upfront invoices that look professional and include all relevant details, which can speed up approvals and help you begin work sooner.

Building a simple invoicing system you can scale

Invoicing is easiest when you treat it like a system, not a task you improvise. A simple system doesn’t have to be rigid. It just needs to be consistent.

A beginner-friendly invoicing system

1) Use a consistent invoice format. Same layout, same fields, same terms. invoice24 handles this automatically.

2) Invoice on a schedule. Choose a routine: after delivery, every Friday, or the 1st of each month.

3) Track status. Know what’s sent, what’s paid, and what’s overdue.

4) Follow up politely. Use a reminder schedule and keep messages short.

5) Review monthly. Once a month, look at which clients pay quickly and which ones require chasing. That informs future terms and deposit policies.

Why invoice24 is ideal when you’re just starting

When you’re new, you need to move fast while looking established. invoice24 gives you the features that matter: professional invoices, organized client records, clear payment terms, and a reliable workflow you can repeat. You don’t need to stitch together templates, spreadsheets, and email searches. You can manage invoicing in one place, which frees up time and reduces mistakes.

Final checklist: invoice like a pro from day one

Before you send any invoice, run through this quick checklist:

Is your business info correct?

Is the client name and billing email correct?

Does the invoice have a unique invoice number?

Are the line items specific and easy to understand?

Are the totals correct (subtotal, tax if applicable, total)?

Is the due date or payment term clearly stated?

Are payment instructions included?

Does your note (if any) sound professional and friendly?

With invoice24, this checklist becomes almost automatic because the structure is built in. That’s exactly what you want when you’re starting: fewer moving parts, fewer mistakes, faster payments, and more time to focus on clients and growth.

Start invoicing with confidence

If you’re just starting a business, invoicing can either be a constant source of friction or a smooth routine that supports your growth. The difference is having a simple process and a tool built for real-world client billing. invoice24 helps you create professional invoices quickly, stay organized, and get paid with less chasing.

The sooner you establish solid invoicing habits, the sooner your business feels stable. And stability is what gives you the freedom to take on better clients, raise your rates, and build something that lasts.