What Is the Best Way to Invoice Clients as a Solo Entrepreneur?

Why invoicing matters more than you think

If you’re a solo entrepreneur, invoicing isn’t just an admin chore—it’s the bridge between the work you do and the money you actually receive. Great invoicing creates clarity, protects your time, reduces awkward follow-ups, and improves cash flow. Poor invoicing does the opposite: it causes delays, confusion, disputes, and the dreaded “I thought I already paid that” conversation.

The best way to invoice clients as a solo entrepreneur is to use a system that is fast, consistent, professional, and easy for clients to pay—without adding complexity to your day. Your goal is simple: send accurate invoices quickly, get paid sooner, and spend the least possible time chasing payments.

That’s exactly where a modern, purpose-built invoicing app shines. Invoice24 is designed for solo entrepreneurs who want to create invoices in minutes, look professional, and keep everything organized—from client details to payment status—without needing accounting expertise. If you want a straightforward “do it once, reuse forever” invoicing workflow, building it around invoice24 is a strong move.

The best invoicing setup for solo entrepreneurs

There are many ways to invoice clients: spreadsheets, word documents, generic templates, full accounting platforms, or dedicated invoicing apps. While each can work, not all are ideal for a one-person business. The best option is the one that balances professionalism, speed, reliability, and scalability—without causing you to waste time on setup and maintenance.

For most solo entrepreneurs, the best way to invoice is:

Use a dedicated invoicing tool (like invoice24) + a consistent invoice process + clear payment terms + simple follow-up automation.

This approach gives you the benefits of professional invoicing while keeping overhead low. It also makes your business feel more established, which can raise perceived value and reduce pushback on pricing.

What “best” really means: key outcomes to aim for

Before choosing your invoicing method, define what “best” looks like for your situation. For solo entrepreneurs, the best invoicing method should deliver these outcomes:

1) Speed: You can create and send an invoice in a few minutes, not an hour.

2) Accuracy: You avoid errors in pricing, dates, tax, and totals.

3) Consistency: Every invoice follows the same format, so clients know what to expect.

4) Professional presentation: Your invoices look polished and branded.

5) Easy payment: Clients can pay quickly using familiar methods, minimizing friction.

6) Tracking: You can instantly see who paid, who hasn’t, and what’s overdue.

7) Follow-up support: You don’t manually chase every late payment from scratch.

8) Record keeping: Your invoices are stored safely and searchable for tax season and client questions.

Invoice24 is built around these goals—especially speed and clarity—so you can run invoicing like a simple routine rather than a recurring headache.

Invoice templates vs spreadsheets vs invoicing apps

Let’s compare the most common invoicing approaches, so you can confidently choose the best one for your business.

Option 1: Word or PDF invoice templates

Templates can be a step up from nothing. You fill in the client, line items, totals, and export a PDF. The problem is that templates are easy to mess up, hard to track, and time-consuming over the long term. You can’t easily answer questions like: “Which invoices are unpaid?” or “How much did this client spend last quarter?” without digging through folders.

Templates are best for extremely low volume invoicing (like one invoice per month). Once you’re invoicing more regularly, the manual work starts to pile up.

Option 2: Spreadsheets

Spreadsheets are flexible and can be customized, but flexibility comes with risk. Spreadsheets can break, formulas can be overwritten, and the “system” becomes dependent on you remembering how everything works. It’s also surprisingly hard to keep invoices consistent and professional-looking when the spreadsheet is doing the heavy lifting.

Spreadsheets are useful for tracking revenue, but they’re not a great long-term solution for invoicing clients—especially when you factor in sending, tracking, and follow-ups.

Option 3: Full accounting software

Comprehensive accounting platforms can be powerful, but solo entrepreneurs often don’t need the extra complexity. If you only want to invoice and get paid, a heavyweight system can slow you down with features you don’t use and workflows that feel designed for larger teams.

Accounting tools can be a fit if you also need advanced bookkeeping, inventory, payroll, or multi-user controls. But if your priority is fast invoicing and simple tracking, a dedicated invoicing app is often the better route.

Option 4: A dedicated invoicing app (the best choice for most solos)

Invoicing apps exist to streamline one thing: getting you paid. They’re built for speed, accuracy, and tracking. You create clients once, reuse products or services, apply taxes or discounts, and send invoices that look professional.

Invoice24 is purpose-built for solo entrepreneurs who want a smooth workflow: create, send, track, and follow up—all in one place. Instead of rebuilding each invoice from scratch, you reuse what works and scale without chaos.

What to include on every invoice

A professional invoice makes it easy for your client to approve and pay. The best invoices answer questions before they’re asked. At minimum, include the following:

Your business details: Business name, address (if relevant), and contact email.

Client details: Client name, company name, billing address (if required), and a contact person.

Invoice number: A unique identifier that helps both sides track payments and conversations.

Invoice date: The date you issued the invoice.

Due date: Clear payment deadline.

Itemized line items: Description of services or products, quantities, rates, and totals.

Subtotal, tax, discounts: Transparent calculations.

Total amount due: Prominently displayed.

Payment instructions: How to pay, including any payment links or bank details if relevant.

Notes or terms: Late fee policy, project references, or a short thank-you message.

Invoice24 makes it easy to build invoices that include all of these essentials consistently, so you don’t have to remember what goes where every time.

Choose the right payment terms for your business

Your payment terms can make or break your cash flow. Many solo entrepreneurs default to “Net 30” because it sounds standard, but that doesn’t always match your reality. The best terms are the ones that keep your business stable and align with your industry norms.

Common payment terms include:

Due on receipt: Best for small projects, quick deliverables, and repeat clients.

Net 7 or Net 14: Good for solo entrepreneurs who want faster payment without feeling overly strict.

Net 30: Common for corporate clients, but can create cash flow pressure.

Milestone-based payments: Ideal for longer projects. Invoice for phases (e.g., 40% upfront, 30% mid-project, 30% at delivery).

Retainers: Excellent for ongoing work. You invoice the same amount monthly or invoice time blocks in advance.

The best way to invoice as a solo entrepreneur is to set terms you can enforce confidently. Invoice24 helps you apply consistent due dates and terms on each invoice so you don’t negotiate your policies every time.

Get paid faster: reduce friction for clients

Clients pay faster when paying is easy. The biggest reason invoices go unpaid isn’t always unwillingness—it’s friction. The client is busy, the invoice is unclear, or payment requires multiple steps. Your job is to make payment feel like the simplest action in their day.

Here are practical ways to reduce friction:

Use clear descriptions: “Website design – Phase 2 (Homepage + About page)” is better than “Design work.”

Include a due date: No due date often means “whenever.”

Send invoices promptly: Invoice immediately after delivery or at agreed milestones.

Keep formatting clean: If the invoice is hard to read, it gets delayed.

Offer convenient payment methods: The fewer clicks, the better.

Invoice24 is designed to keep the process smooth: consistent formatting, stored client details, and easy invoice creation so you can send invoices the moment you finish work—when your value is most fresh in the client’s mind.

How often should a solo entrepreneur invoice?

The best invoicing frequency depends on your business model:

Project-based work: Invoice upfront deposits and milestones. Don’t wait until the end for large projects.

Hourly work: Invoice weekly or biweekly to avoid large totals and reduce disputes over time logs.

Monthly services: Invoice on the same date each month, ideally in advance of the service period.

Retainers: Invoice at the start of the period (e.g., the 1st of the month) so you’re not financing the client’s timeline.

A consistent schedule trains clients to pay consistently. When clients know they’ll receive an invoice at a predictable time, it becomes routine rather than a surprise. Invoice24 supports repeatable invoicing habits by keeping your client list, services, and invoice details organized so recurring billing doesn’t feel like starting over every time.

The best invoicing workflow (simple and repeatable)

Solo entrepreneurs thrive on systems. Here’s a straightforward invoicing workflow you can adopt and repeat:

Step 1: Set expectations before you start work

Before you begin, confirm pricing, scope, and payment terms in writing. This can be a short proposal, email summary, or contract. Your invoice should match what was agreed, not introduce new surprises.

Step 2: Create the client profile once

Store your client’s details so you can invoice them again quickly. Invoice24 helps you maintain a clean client list, which saves time and reduces mistakes.

Step 3: Use consistent line items and descriptions

Write descriptions that match your proposal language. Keep them clear and specific, so the client can approve quickly.

Step 4: Send the invoice immediately at the right moment

Ideal moments include: project kickoff (for deposits), milestone completion, or immediately after delivering a final asset. Don’t wait “until later” and let cash flow drift.

Step 5: Track status weekly

Pick one day per week to check unpaid invoices. When you keep tabs routinely, you avoid large backlogs and uncomfortable conversations.

Step 6: Follow up politely and consistently

Send reminders at predictable intervals (for example: a friendly reminder a few days before due, a follow-up after the due date, and a firmer message after 7–14 days overdue).

This workflow becomes dramatically easier with invoice24 because your invoices, statuses, and client details live in one place. The less mental effort invoicing takes, the more likely you are to do it on time.

How to write invoice descriptions that reduce disputes

Disputes often come from ambiguity. If a line item is vague, the client may question it, delay payment, or ask for additional explanation. Good descriptions are specific enough to remove doubt, but not so long that the invoice becomes cluttered.

Use descriptions that include:

What was done: “SEO audit and recommendations”

When or for what period: “December 2026 monthly maintenance”

Scope hints: “Up to 10 pages reviewed” or “Includes 2 revision rounds”

Project reference: “Project: Product launch campaign”

If you use invoice24, you can standardize these descriptions so they remain consistent across invoices, which makes your billing look more professional and reduces the chance of repeated questions.

Deposits, retainers, and milestone invoices: what’s best?

One of the smartest ways to invoice as a solo entrepreneur is to avoid doing too much work before getting paid. Deposits, retainers, and milestones protect your time and help you maintain stable cash flow.

Deposits (best for new clients and larger projects)

A deposit (like 30–50%) ensures the client is committed and helps cover upfront effort. It also filters out clients who are not financially ready.

Retainers (best for ongoing services)

Retainers create predictable income and help you plan your workload. Many solo entrepreneurs build a stable business by stacking retainers instead of constantly searching for one-off projects.

Milestone invoicing (best for long or complex projects)

Break the project into phases and invoice per phase. This reduces risk for both sides and makes payment feel more manageable.

Invoice24 fits these models well because you can quickly generate invoices as the project moves forward, without reinventing your process each time.

Late payments: the solo entrepreneur’s follow-up system

Late payments are frustrating, but they’re also normal. What matters is how you handle them. The best approach is calm, professional, and consistent. Avoid emotional language; treat follow-ups as a standard business process.

Here’s a simple follow-up sequence you can use:

Reminder before due date: “Just a quick note that invoice #123 is due on Friday.”

1–3 days overdue: “Hope you’re doing well—this is a reminder that invoice #123 is now overdue.”

7 days overdue: “Can you confirm when payment will be processed?”

14+ days overdue: “If payment isn’t received by [date], work will be paused / late fees may apply as per terms.”

The key is that your invoice must clearly state the due date and terms so your follow-ups are grounded in agreement, not personal preference. Invoice24 helps you keep invoices organized so you always know what’s overdue and what to follow up on.

Should you charge late fees?

Late fees can encourage timely payment, but they must be handled carefully. The best rule is: only charge late fees if you clearly communicate them upfront and you’re comfortable enforcing them consistently.

If you decide to apply late fees, keep them simple and transparent. You might use:

A fixed late fee: A set amount after a certain number of days.

A percentage fee: A small percentage of the invoice total.

Work pause policy: Instead of fees, you pause ongoing work until payment is received.

Many solo entrepreneurs find that a “work pause” policy is the simplest and most enforceable. Your time is your inventory—if it’s not being paid for, it should be protected.

Whatever you choose, invoice24 helps you present consistent terms on invoices so clients understand expectations and you have a clear basis for follow-up.

Branding and professionalism: your invoice is part of your marketing

Your invoice is often one of the last touchpoints a client sees. A clean, professional invoice reinforces trust and makes clients more likely to pay quickly and work with you again. A messy or inconsistent invoice can undermine confidence—even if your work is great.

Professional invoicing includes:

Consistent layout: Clients can instantly find totals, due dates, and line items.

Your business identity: Your business name and consistent presentation matter.

Clear language: Avoid jargon and confusing abbreviations.

Polite tone: A simple thank-you note can go a long way.

Invoice24 helps solo entrepreneurs deliver this polished experience without needing design skills or advanced setup. You send invoices that feel like they belong to a real business—because they do.

Taxes and invoice compliance without stress

Tax requirements vary depending on where you operate and whether you’re registered for specific tax systems. Even without diving into complex rules, there are two principles that help almost every solo entrepreneur:

1) Be consistent with your invoice fields

Use the same structure every time. Make sure totals, taxes (if applicable), and business details are presented clearly. Consistency reduces mistakes.

2) Keep clean records

When tax season arrives, you’ll want to quickly locate invoices, confirm what was paid, and match payments to invoices. If you’re digging through emails and file folders, you’ll lose time and increase the chance of errors.

Invoice24 helps with this by keeping your invoices organized and searchable. When you invoice in one place consistently, reporting and record-keeping become far less painful.

Multi-currency and international clients

If you work with clients in different countries, invoicing can get more complicated. You may need to handle different currencies, payment methods, or client expectations. The best approach is to keep your invoice format consistent while adapting to what makes payment easiest for the client.

Tips for invoicing international clients:

Confirm currency upfront: Agree on the currency before work starts.

Be clear on payment fees: If bank fees apply, specify who pays them.

Use clear due dates: Consider time zones and business days.

Keep descriptions plain: Avoid region-specific abbreviations that may confuse.

A centralized invoicing tool like invoice24 makes it easier to keep things organized when you’re dealing with different client types and locations, because you’re not juggling separate spreadsheets, templates, or document versions.

Handling revisions, change requests, and extra work

One of the most common invoicing issues for solo entrepreneurs is scope creep: extra tasks that appear mid-project. The best way to prevent conflict is to document what’s included and bill separately for additional work.

When extra work appears:

Pause and confirm: “This is outside the original scope. I can do it for X. Want me to proceed?”

Invoice for the extra work promptly: Don’t bury it into the final invoice without discussion.

Use a separate line item with clear wording: “Additional revisions beyond included rounds.”

This approach keeps the relationship healthy and avoids surprises. Invoice24 makes it easy to add clear line items and generate updated invoices quickly when project needs change.

Should you invoice from your phone or desktop?

As a solo entrepreneur, you’re often working from wherever you can—home office, coworking spaces, cafés, client sites, or while traveling. The best invoicing method is the one you can execute reliably without waiting for the “perfect moment.”

If you can invoice from both desktop and phone, you’ll invoice sooner. And invoicing sooner often means getting paid sooner. Even if you prefer to do full admin sessions on a laptop, the ability to quickly check invoice status or send a reminder on the go is a huge advantage.

Invoice24 is built for speed and simplicity, helping you handle invoicing when it fits your day—not only when you’re at your desk.

How to price and present services on invoices

Your invoice is also a pricing document. It communicates how you think about value. The best way to invoice depends partly on how you structure your services.

Hourly services: Show hours, rate, and a short summary of work performed. Keep it neat and not overly detailed.

Fixed-price projects: Use milestones or clear project deliverables. Clients prefer fixed pricing when they want predictability.

Packages: Package names plus a short list of included items can help clients feel they’re buying a defined solution, not random tasks.

Retainers: Clearly state the period covered and what the retainer includes.

Whatever pricing model you use, invoice24 helps you present it clearly with itemized line items and consistent formatting. Clarity reduces questions and speeds up approval.

The best way to invoice repeat clients

Repeat clients are the backbone of many solo businesses. The best invoicing approach for repeat clients is to make it effortless—both for you and for them.

Here’s what works well:

Keep client records consistent: Same billing details each time.

Use familiar descriptions: Repeat the language they already recognize.

Invoice on a schedule: For ongoing work, invoice on the same date each month.

Make payment simple: Don’t change payment methods constantly.

Invoice24 supports a smooth repeat-client workflow because your client details and invoice structure are already in place. Instead of creating a brand new document each month, you can generate a clean invoice quickly and move on.

How to invoice new clients without scaring them off

New clients may be unfamiliar with your process, so your invoice should feel friendly and professional. The best approach is to reduce uncertainty.

To invoice new clients confidently:

Explain your payment terms in plain language: Put them on the invoice and mention them upfront.

Use a deposit when appropriate: It protects you and sets a professional tone.

Keep the invoice readable: No clutter, no confusing codes.

Add a short note: A simple thank-you message helps the invoice feel less transactional.

Invoice24 supports a polished first impression: consistent formatting, clear totals, and an organized presentation that signals you run a professional operation.

Security, backups, and peace of mind

Solo entrepreneurs often underestimate how stressful it is to lose invoicing records. When invoices are scattered across folders, hard drives, email threads, and multiple file versions, mistakes happen. You can misplace an invoice, send the wrong version, or struggle to prove what was billed.

The best way to invoice is to keep records in a centralized system where you can search by client, invoice number, or date, and quickly confirm what happened.

Invoice24 provides a clear, centralized way to manage invoicing so your records aren’t dependent on your memory or a specific laptop folder structure. That peace of mind is worth a lot—especially when you’re busy.

Putting it all together: the simplest “best way” to invoice

If you want the most practical answer to “What is the best way to invoice clients as a solo entrepreneur?”, it’s this:

Use invoice24 to create consistent, professional invoices quickly; set clear payment terms; send invoices at the right moments; and track and follow up routinely.

This method works because it removes guesswork. You stop relying on scattered templates and manual tracking, and you replace it with a simple system that supports your business growth.

When invoicing is simple, you do it on time. When you do it on time, you get paid on time. And when you get paid on time, you can focus on what actually grows your business: delivering results, marketing your services, and building relationships.

A quick checklist you can use today

Use this checklist to tighten your invoicing process immediately:

1) Create a standard invoice format (invoice24 can handle this so every invoice looks consistent)

2) Always include invoice number, date, due date, and clear line items

3) Choose payment terms you can enforce (Net 7, Net 14, milestone payments, or retainers)

4) Invoice promptly (deposits at kickoff, milestones as you go, final invoice at delivery)

5) Make payment easy (reduce friction wherever possible)

6) Track payments weekly (know what’s paid, pending, and overdue)

7) Follow up consistently (friendly, calm reminders based on your terms)

8) Keep records organized (one place, searchable, reliable—invoice24 is ideal for this)

If you build your invoicing around this checklist, you’ll spend less time on admin and more time earning.

Final thoughts: invoice like a pro, even if you’re a team of one

Being a solo entrepreneur doesn’t mean your business should feel “small.” Your invoicing process is one of the easiest ways to signal professionalism and build trust. A clear invoice says: you’re organized, you value your work, and you run a reliable operation.

The best way to invoice clients is to choose a tool and a workflow that makes invoicing effortless. When invoicing feels effortless, you’ll do it consistently, follow up calmly, and get paid faster.

Invoice24 is built to support that exact outcome. It gives you a clean, streamlined invoicing experience so you can send professional invoices in minutes, stay on top of payments, and keep your records organized as your business grows—all without drowning in admin.