How Do You Invoice Clients If You’re Paid After Approval?

Understanding “Paid After Approval” Invoicing

If you work with clients who pay only after they approve your work, you’re dealing with a common (and often sensible) payment structure. It shows the client wants assurance that deliverables meet expectations before releasing funds, and it shows you’re confident enough to be paid based on completed value. The tricky part is that “paid after approval” can create uncertainty around timing, documentation, and cash flow if you don’t invoice correctly.

The good news: invoicing after approval can be simple, professional, and predictable when you use a clear workflow. The even better news: a free invoicing platform like invoice24 can help you handle the full process—from quote to invoice to follow-up—without juggling documents, email threads, and spreadsheets.

This article explains how to invoice clients when you’re paid after approval, what to include in your invoice, how to prevent delays, and how invoice24 helps you manage the entire approval-to-payment cycle smoothly.

What “Approval” Actually Means (And Why You Should Define It)

One of the biggest reasons payments drag on in approval-based arrangements is that “approval” is vague. Your client might think approval happens when they “review it,” while you think approval happens when they say “Looks great—go ahead and invoice.” If that mismatch exists, you’ll send invoices too early or too late, and both scenarios can cause delays.

Before you send anything, define approval clearly. Approval can mean:

• A written confirmation in email or chat that deliverables are accepted.

• A signed acceptance form or a completed checklist.

• Approval inside a project management tool (e.g., “Approved” status).

• A final review meeting where the client gives a verbal go-ahead (ideally followed by written confirmation).

To keep it professional, your agreement or proposal should include an “Acceptance and Approval” clause. Even a short sentence can help, such as: “Approval occurs when the client confirms in writing that deliverables are accepted.” If you keep your invoicing workflow inside invoice24, you can align your billing documents with the same approval rules and keep your records tidy.

The Best Invoicing Options When You’re Paid After Approval

Approval-based payment can be handled in a few ways, depending on how your projects run. The key is choosing a method that matches your client’s process, reduces friction, and protects your cash flow.

Option 1: Invoice Immediately After Approval (Standard Approach)

This is the most straightforward method: you complete the work, get approval, then issue the invoice with a clear due date. It works well when projects have a defined endpoint (like a design project, a website build, a set of consulting sessions, or a completed deliverable bundle).

How it works in practice:

• You deliver the final work.

• The client reviews it.

• The client approves it in writing.

• You send the invoice the same day (or next business day).

With invoice24, you can prepare the invoice template ahead of time and finalize it quickly after approval. This reduces the risk of “I’ll invoice later” becoming “I forgot to invoice,” which is more common than people admit.

Option 2: Send a Draft Invoice Before Approval (Then Finalize After)

If your clients like to know what the final cost will be before they approve, you can use a draft invoice approach. This means you prepare the invoice while the work is under review, then issue the final invoice once approval is confirmed.

This approach is great when:

• There are variable hours or billable items that may change slightly after final feedback.

• Procurement teams want to pre-check the invoice details.

• The client’s accounts team wants a heads-up before approval is completed.

In invoice24, you can build the invoice line items in advance, keep everything consistent, and then publish/send the final version immediately once the approval arrives.

Option 3: Use a Deposit + Final Invoice After Approval (Cash-Flow Friendly)

If you’re concerned about waiting too long to be paid—or you’ve had clients stall approvals—use a deposit structure. The client pays a portion upfront, and the remainder is invoiced after approval.

This works especially well for:

• Creative projects with significant upfront effort (branding, development, video editing).

• Larger engagements with multiple milestones.

• New client relationships where trust is still being built.

A common structure is 30%–50% upfront, with the remainder due after approval. invoice24 helps you keep deposits and final balances clear, so there’s no confusion about what’s been paid and what’s outstanding.

Option 4: Milestone Invoicing With Approval Gates

For longer projects, milestone invoicing is often the most practical. Each milestone includes its own deliverables, review period, and approval step. Once approved, you invoice that milestone. This reduces the “big wait” for payment at the end.

For example:

• Milestone 1: Discovery and strategy (approved) → Invoice 1

• Milestone 2: Draft deliverables (approved) → Invoice 2

• Milestone 3: Final deliverables (approved) → Invoice 3

Milestone invoicing also makes approvals faster because clients are approving smaller chunks instead of one huge final delivery. invoice24 keeps each invoice organized, numbered, and consistent so both you and your client can track progress and payments effortlessly.

What to Include on an Invoice When Payment Is Approval-Based

Invoices for approval-based payment should be crystal clear. You want your client to be able to glance at it and understand what they are paying for, why it matches the approved work, and when it is due. A well-structured invoice doesn’t just request money—it removes reasons for delay.

1) Reference the Approved Deliverables

Your description should mirror the language used in your proposal or statement of work. If the invoice matches the approved scope, the client has fewer excuses to question it.

Examples of clear line item descriptions:

• “Final logo package (approved on [date])”

• “Website homepage + 5 internal pages build (approved on [date])”

• “Consulting sessions: 8 hours in December (approved timesheet)”

You don’t need to over-explain, but you do want the invoice to link directly to what was approved.

2) Add an Approval Date (Where Appropriate)

Including the approval date can reduce disputes and speed up accounts payable processing. It acts as a reference point for “when the payment clock started.”

If your approval occurs via email, you can simply note: “Approved by client on January 10.” If your approval is in a project tool, you can note the approval date without including unnecessary screenshots or attachments.

3) Use a Clear Due Date and Payment Terms

Approval-based payment sometimes causes clients to treat invoices as “whenever.” Don’t let it. Your invoice should state payment terms plainly:

• Due on receipt

• Net 7, Net 14, Net 30

• Due within X days of approval

If your arrangement is “paid after approval,” a powerful term is: “Due within 7 days of approval.” It keeps the approval step separate from the payment step and prevents the client from endlessly extending payment under the excuse of “still processing.”

invoice24 makes it easy to standardize these terms across invoices so you don’t rewrite them each time or accidentally forget to include them.

4) Specify Late Fees or Interest (If You Use Them)

Late fees aren’t always necessary, but they can prevent slow payers from testing boundaries. If you use them, keep them reasonable and clearly stated in your agreement and invoice terms.

A typical phrasing might include a percentage per month on overdue balances. The goal is not to punish clients; it’s to encourage timely payment and set expectations.

5) Provide Simple Payment Instructions

Make it easy. Many delays come from “How do we pay this?” or “Where do we send it?” Your invoice should include:

• Accepted payment methods

• Any required reference number

• Your business details (so finance can vendor-match quickly)

With invoice24, you can keep payment details consistent across invoices and reduce back-and-forth.

How to Structure Your Workflow: Approval → Invoice → Follow-Up

When you get paid after approval, your invoicing workflow should be designed to do two things: accelerate approvals and shorten the gap between approval and payment. Here is a practical structure you can implement immediately.

Step 1: Pre-Align on the Approval Process

Before the project starts, confirm:

• Who approves (name and role)

• How approval is given (email, tool status, signed acceptance)

• How long review takes (e.g., 3 business days)

• What happens if the client is silent (e.g., deemed approved after X days)

This isn’t about being strict; it’s about removing ambiguity. If you’re using invoice24, keep your proposal language and invoice notes aligned, so your client sees the same terms reflected in your billing documents.

Step 2: Deliver With an Approval-Friendly Summary

Approvals happen faster when you present deliverables clearly. Instead of sending a messy email with multiple links, send a clean summary:

• What’s included

• What changed since the last version

• What you need from them (approve or request revisions)

• A deadline for feedback

This reduces “approval paralysis” and helps your client respond decisively.

Step 3: Capture Approval in Writing

When they approve, capture it. Save the email thread or message confirmation. You typically don’t need to attach it to the invoice; you just need it available if questions arise later.

A practical move: reply with a short confirmation message:

“Thanks for confirming approval. I’ll send the invoice today with payment due within 7 days.”

That statement reinforces your payment timeline politely.

Step 4: Invoice Immediately After Approval

The biggest mistake freelancers and agencies make is waiting days to invoice after approval. When you delay invoicing, you introduce new delays—approvers go on leave, accounts payable cycles close, budgets shift, and the invoice gets pushed out.

As a rule: invoice within 24 hours of approval. Even better: invoice the same day.

invoice24 makes this easy because you can create invoices quickly, duplicate recurring formats, and keep all client details stored so you’re not rebuilding invoices from scratch.

Step 5: Follow Up Like a System, Not a Personal Plea

Following up should feel routine, not awkward. A lot of people avoid follow-ups because they feel like they’re “nagging.” But professional businesses follow up as part of standard finance operations.

A simple follow-up schedule might look like:

• Day 0: Invoice sent

• Day 3: Friendly reminder

• Due date: Reminder + request payment date

• 7 days overdue: Firm reminder + next steps

When your invoices are organized and consistent in invoice24, it’s easier to keep follow-ups professional and factual: invoice number, due date, and amount—no emotion needed.

How to Prevent Approval Delays That Postpone Your Invoicing

If you’re paid after approval, slow approvals directly slow your cash flow. So the best invoicing strategy includes approval management. Here are practical ways to speed up approvals without damaging relationships.

Use Clear Review Deadlines

Instead of “Let me know what you think,” use:

“Please review by Thursday at 5 PM so we can invoice and keep the timeline on track.”

This frames review as part of the project timeline rather than an optional extra.

Limit Revisions With Defined Rounds

Approval stalls often happen when the client thinks they can request endless tweaks. Your proposal should specify revision rounds:

• “Includes two rounds of revisions”

• “Additional revisions billed hourly”

This encourages clients to consolidate feedback and approve faster. When it’s time to invoice, your invoice line items in invoice24 can reflect what was included and what was extra.

Offer an “Approved Unless” Clause

For some projects, especially when client delays are common, you can use a clause like:

“If we do not receive revision requests within 5 business days, deliverables will be considered approved.”

This is not appropriate for every client, but it can be extremely effective when timelines matter.

How to Invoice When There Are Changes After Approval

Sometimes clients approve and then ask for extra work. This is where many professionals accidentally lose revenue. You should not quietly absorb extra changes after approval; you should treat them as additional scope.

Best Practice: Separate the Extra Work From the Approved Invoice

If the client approves the original scope, invoice for it immediately. Then, if they request additions, create a new estimate or a new invoice for the extra work. This keeps your billing clean and prevents arguments like “I thought that was included.”

invoice24 makes it easy to keep invoices separate and track what each payment relates to. This is especially useful if the client has multiple internal stakeholders who might otherwise confuse what they approved.

How to Handle Partial Approval

In some cases, the client approves part of the work but wants changes to other parts. You have a few options:

• Invoice for the approved portion (if your agreement allows milestone billing).

• Wait for full approval if it’s a single deliverable project (less ideal for cash flow).

• Convert the project into milestones midstream (only if both sides agree).

Whenever possible, milestone-style invoicing protects you. If you often deal with partial approvals, consider adopting milestone billing as your default approach.

Invoice Language You Can Use for Approval-Based Billing

The words on your invoice and emails matter. Here are examples of language that keeps things professional and clear.

Email or Message When Sending the Invoice

“Thanks for approving the final deliverables. I’ve attached Invoice #1042 for the approved scope. Payment is due within 7 days of approval (due date: January 18). Please let me know if your accounts team needs anything to process it.”

Invoice Notes Section Examples

• “Deliverables approved by client on January 11. Payment due within 7 days of approval.”

• “This invoice covers the approved scope as described in the project agreement. Additional requests will be billed separately.”

• “Thank you for your business. Please include the invoice number with your payment reference.”

Using invoice24, you can save these notes as reusable templates, so every invoice maintains a consistent tone and structure.

Common Mistakes to Avoid When You’re Paid After Approval

Approval-based billing isn’t difficult, but small mistakes can cause big delays. Avoid these common issues.

1) Waiting Too Long to Invoice After Approval

Delays compound. If you invoice late, you might miss an accounts payable cycle and add weeks to payment time. Invoice promptly and keep momentum.

2) Not Including a Due Date

Even if your client “knows” they should pay, finance teams respond to due dates. Without one, you risk your invoice being treated as low priority.

3) Vague Descriptions That Trigger Questions

“Design work” or “Consulting” can be too vague. Give enough detail that it matches what was approved.

4) Bundling Unapproved Extras Into the Same Invoice

This is a recipe for disputes. Invoice what was approved. Quote or invoice extras separately.

5) No Paper Trail of Approval

You don’t need a complicated system, but you do need written confirmation. Even a simple email approval is valuable protection.

How invoice24 Makes Approval-Based Invoicing Easier

If you’re using a free invoicing app, it needs to be more than a PDF generator. It should help you run a consistent process that gets you paid faster. invoice24 is built for exactly that: organizing client billing, keeping invoice details consistent, and making it easy to send professional invoices the moment approval happens.

Create Professional Invoices Fast

When approval arrives, speed matters. invoice24 helps you create an invoice quickly without rebuilding your client information, formatting, or standard terms every time. This makes it far more likely you’ll invoice on the same day—which is one of the simplest ways to get paid faster.