What’s the best way to invoice clients when working remotely in the US?

Invoicing remote clients in the US: what “best” really means

Working remotely changes the day-to-day of client work, but it shouldn’t change your ability to get paid quickly, predictably, and with minimal friction. The “best” way to invoice clients when working remotely in the US isn’t one single format or one magical template. It’s a repeatable invoicing system that fits your service, matches how your client’s accounting team operates, and protects your cash flow. That system needs to answer a few basic questions every time: Who is paying? What exactly are they paying for? When is it due? How can they pay? What happens if they don’t?

Remote work adds a few extra variables: you may never meet the client in person, you might be in a different time zone, and you often rely on digital approvals, email threads, and online payment methods. The good news is that remote work also makes it easier to standardize your process. If you can deliver work online, you can invoice online—and you can do it in a way that looks professional and makes payment simple.

This guide breaks down a practical, US-focused approach to invoicing clients while working remotely. It covers setup, invoice structure, payment terms, automation, handling deposits and milestones, dealing with procurement and net terms, collecting late payments, keeping records for taxes, and creating a client experience that reduces back-and-forth. You can implement the entire workflow using a modern invoicing tool like invoice24 that supports professional invoices, recurring billing, digital delivery, and the client-friendly payment experience your customers expect.

Start with a simple invoicing policy (and share it early)

The fastest way to reduce invoicing problems is to define your invoicing policy before you send your first invoice. Think of it as the “rules of payment” for your business. It doesn’t need to be long or complicated, but it should be consistent. When you’re remote, clarity matters more because you can’t resolve misunderstandings in hallway conversations or quick in-person check-ins.

Your invoicing policy should cover:

1) When you invoice (upfront, on delivery, weekly, monthly, by milestone, or on a schedule).

2) Your default payment terms (Due on receipt, Net 7, Net 15, Net 30, etc.).

3) Your accepted payment methods (ACH/bank transfer, credit/debit card, check, wire, etc.).

4) Late fees and reminders (if you use them, say so).

5) Deposit requirements (if applicable).

6) Expenses and reimbursables (how they’re billed, and what documentation you provide).

Share this policy in your proposal, contract, onboarding email, or kickoff message. That single step prevents most disputes because clients know what to expect. Many payment delays aren’t malicious—they’re caused by unclear expectations or internal processes on the client side.

Choose the right billing model for remote work

Remote work covers everything from freelance design and consulting to software development and marketing services. The best invoicing approach depends on how your work is delivered and how your client measures value. Pick a model that minimizes confusion and aligns invoicing with progress.

Hourly billing (best when scope is fluid)

Hourly billing is common for consulting, ad-hoc support, and projects where requirements evolve. If you invoice hourly, your invoices need to answer “What did you do?” not just “How many hours?” You don’t want a client to feel like they’re paying for time; you want them to feel like they’re paying for outcomes.

Best practices for hourly invoicing:

• Use clear time entries or grouped summaries (for example, “Client onboarding and research,” “Design revisions,” “Implementation,” “Meetings and coordination”).

• Include the date range covered by the invoice.

• Keep descriptions professional and client-friendly (avoid internal shorthand).

• Set an invoicing cadence (weekly, biweekly, or monthly) so the bill doesn’t “surprise” the client.

• If possible, include a cap or estimate in your agreement to reduce anxiety.

Fixed-fee projects (best when scope is defined)

For many remote freelancers and agencies, fixed-fee project billing is the smoothest option. It’s easy for clients to understand and easy to approve internally. However, fixed-fee invoicing needs good scope definition to avoid scope creep.

Best practices for fixed-fee invoicing:

• Break the project into milestones tied to deliverables, not vague phases.

• Invoice by milestone (for example, 30% deposit, 40% after first delivery, 30% at completion).

• Specify what constitutes “acceptance” of each milestone (approval by email, sign-off in a project tool, etc.).

• Keep a simple change-order process for additional work.

Retainers (best for ongoing client relationships)

Retainers are ideal when you provide continuous support: marketing management, design services, fractional leadership, maintenance, or recurring consulting. The key advantage is predictable revenue. The key invoicing principle is consistency: invoice on the same day each month with the same structure.

Best practices for retainers:

• Define what the retainer includes (hours, deliverables, response times, or access).

• Decide what happens to unused hours (rollover, use-it-or-lose-it, or capped rollover).

• Set expectations for overages (rate and approval process).

• Use recurring invoices so billing never slips.

Subscription-style service packages (best for productized services)

If you sell a productized service—like “monthly SEO package” or “content creation plan”—subscription-style billing makes payment frictionless. Your invoices should look like a clear membership: what plan, what period, what’s included, and when the next invoice will arrive.

Best practices for subscription-style services:

• Use a consistent plan name and billing period (e.g., “Growth Plan – February 2026”).

• Keep add-ons separate and itemized.

• Automate recurring invoices and reminders for maximum reliability.

Set up invoices so clients can pay without thinking

The best invoice is the one that gets paid quickly. That happens when the invoice is easy to read, easy to approve internally, and easy to pay. Remote work often means the person you work with isn’t the person who pays you. Your invoice must succeed even when it’s forwarded to finance, procurement, or an accounts payable inbox.

What every professional US invoice should include

At minimum, your invoice should include:

• Your business name and contact info (email, phone if you use it, and mailing address).

• Your client’s correct billing name and address (and optionally the contact person).

• Invoice number (unique and sequential).

• Invoice date.

• Due date and payment terms (e.g., “Due on receipt” or “Net 15”).

• Line items describing services/products, quantities, rates, and totals.

• Subtotal, discounts (if any), taxes (if applicable), and total due.

• Payment instructions (how to pay, and what information to include).

• Notes or memo field for context (PO number, project name, billing period).

• Your tax ID information if required by the client (clients vary; some require a W-9 on file and certain vendor details).

This structure is important because most payment delays are “process delays.” For example, if the client requires a purchase order (PO) number and it’s missing, accounts payable may simply reject the invoice and wait for a corrected version. If the invoice lacks a due date, it may fall into a default net-30 or net-45 queue. If line items are vague, an approver may hold the invoice until they can confirm what it covers.

Use clear line items that match the agreement

Remote invoices should mirror your proposal and contract language. If your proposal calls a deliverable “Website homepage redesign,” don’t invoice “Design work.” Matching terms makes approvals faster and reduces client confusion.

Line item clarity tips:

• Use a short title plus a brief description (one to two lines).

• If billing hourly, summarize by category and provide additional detail only as needed.

• If billing a milestone, name the milestone exactly as defined in your agreement.

• Add the service period for retainers or subscriptions (billing period reduces disputes).

Include purchase order fields and project codes when needed

Many US businesses, especially mid-size and enterprise clients, require internal codes: PO numbers, cost center codes, project IDs, or vendor IDs. When you’re remote, you may not naturally hear about these requirements unless you ask. One of the best habits you can build is collecting this information during onboarding.

Ask these questions at kickoff:

• Do you require a purchase order number on invoices?

• Is there a specific billing email address for invoices?

• Do you need invoices submitted via a portal (and if so, who will submit them)?

• Are there specific line item requirements (like separating labor vs. expenses)?

Then consistently include the required fields so invoices don’t get bounced back.

Pick payment methods that fit US client expectations

The “best way” to invoice is closely tied to the “best way” to collect payment. In the US, clients commonly pay freelancers and remote vendors via ACH bank transfer, credit/debit card, or check. Wires are less common for domestic payments (and often carry fees), while checks still exist mainly because some businesses have legacy processes.

ACH/bank transfer (best for larger invoices and lower fees)

ACH payments are typically cost-effective and familiar to accounts payable teams. They’re often the preferred method for B2B payments. For remote work, ACH reduces the friction of mailing checks and speeds up receipt compared to “check in the mail.”

To make ACH smooth:

• Provide clear bank transfer instructions or an easy ACH payment option.

• Include the invoice number as the payment reference request.

• Confirm how long payments usually take to process on the client side.

Credit/debit card (best for convenience and fast payment)

Card payments are popular with small businesses and startups because they’re easy and fast. They can also be useful for deposits and smaller invoices, or when a client wants to earn card points. The tradeoff is fees, which may matter depending on your margins.

To make card payments smooth:

• Offer a “Pay now” experience that doesn’t require extra emails.

• Make sure the client can pay without creating an account if possible.

• If you pass fees to clients (not always recommended), disclose it upfront and ensure it’s allowed where you operate.

Checks (best when the client insists)

Some clients still pay by check, especially in traditional industries. If you accept checks, include your mailing address on the invoice and consider adding a reminder that checks can extend payment time. Because you’re remote, build extra lead time into your cash flow planning if a client pays by mail.

Build payment terms that protect your cash flow

Payment terms define when you get paid and how you manage risk. Remote work can make it tempting to be flexible, but flexibility often translates into slower payment. A balanced approach is best: reasonable terms that align with industry norms, plus deposits or milestones to reduce exposure.

Common US payment terms (and when to use them)

• Due on receipt: Best for small projects, deposits, or when you want immediate payment before starting. Works well for freelancers and small businesses when clients are used to paying quickly.

• Net 7 / Net 14 / Net 15: Best for small-to-medium clients and recurring relationships. These terms signal professionalism while still keeping cash flow healthy.

• Net 30: Common for B2B work, especially with larger organizations. If you accept Net 30, protect yourself with a deposit or milestone billing.

• Net 45 / Net 60: Often requested by enterprise clients. If you accept these, consider adjusting pricing, requiring larger upfront payments, or setting milestones so you’re not funding the project for two months.

Deposits and upfront payments (a remote-work best practice)

When you work remotely, you can’t always gauge client commitment in the same way you can in person. A deposit does that for you. It also reduces the risk of non-payment and aligns incentives: both parties are invested.

Typical deposit structures include:

• 30–50% upfront for fixed-fee projects.

• First month upfront for retainers.

• Setup fee paid upfront for subscriptions or onboarding-heavy services.

Deposits also help with scheduling: you can confirm a start date once the deposit is paid, which avoids awkward situations where you reserve time and then the client delays.

Milestone billing (the best compromise between risk and fairness)

Milestones are ideal for remote projects because they keep payments aligned with progress and reduce end-of-project invoice shock. They also create natural checkpoints for approvals and scope alignment.

Good milestones are:

• Tied to clear deliverables (“Design draft delivered,” “First iteration shipped,” “Final assets handed off”).

• Timed to keep exposure low (avoid doing 80% of the work before receiving 20% of the payment).

• Defined in the contract (what’s included, acceptance criteria, revision rounds).

Make invoices easy to approve: the “forwardable” test

Here’s a simple test: if your main contact forwards your invoice to accounts payable with no explanation, will it still make sense? If the answer is yes, you’re doing it right.

To pass the forwardable test:

• Include the project name or service period in the invoice.

• Keep line items clear and consistent with the agreement.

• Put due date and terms in a prominent spot.

• Include any required PO number or vendor details.

• Add a short note like “Thank you—please include the invoice number with payment.”

Send invoices the right way when you’re remote

Remote invoicing is mostly about delivery and follow-up. You won’t be handing someone a paper invoice after a meeting, so you need a process that ensures the invoice reaches the right place and doesn’t get buried.

Email delivery: keep it short, clear, and searchable

Email is the default invoicing channel for many remote service providers. The trick is to make your invoice email easy to find later and easy to act on immediately.

Best practices:

• Use a clear subject line: “Invoice [#1234] – [Project Name] – Due [MM/DD/YYYY]”.

• Address the person responsible for payment when possible (or CC them).

• Include a one-sentence summary in the email body.

• Provide a direct link or attachment in a standard format.

• Ask for confirmation if it’s the first invoice: “Please confirm this reached the right accounts payable contact.”

Client portals and invoice links: reduce friction

Many clients prefer an invoice link they can open, review, and pay without downloading files. This approach is particularly effective with remote clients because it shortens the path from “received” to “paid.” A modern invoice app can provide a clean invoice page with payment options and a receipt trail.

Portal/link advantages:

• Clients can pay immediately from any device.

• You reduce the chance of “I can’t open the attachment” issues.

• You can track status more easily (sent, viewed, paid).

Automation: the real “best way” for remote invoicing

If you want the best way to invoice clients remotely, focus on repeatability. Manual invoicing tends to slip when you’re busy, traveling, or deep in project work. Automation ensures invoices go out on time, reminders go out consistently, and you don’t lose money to forgetfulness.

Recurring invoices for retainers and subscriptions

Recurring invoices are the simplest automation win. Set them once, and the system generates and sends invoices on schedule. This keeps your billing consistent and reduces awkward conversations because you’re not “remembering” to charge a client—you’re following a standard process.

For best results:

• Invoice on the same day each month.

• Use the same line-item naming conventions each time.

• Include the service period covered (especially for monthly billing).

Automated payment reminders that preserve the relationship

Reminders are not rude; they’re a service. They reduce the chance that your invoice gets lost in someone’s inbox. When you work remotely, you don’t have in-person touchpoints to naturally surface unpaid bills, so reminders are essential.

A professional reminder cadence could look like:

• Reminder 1: 3 days before due date (“Friendly reminder—invoice due soon”).

• Reminder 2: On due date (“Invoice is due today—thank you”).

• Reminder 3: 3–7 days after due date (“Invoice is now past due—please advise on payment timing”).

• Reminder 4: 14 days after due date (“Past due—please confirm date of payment; late fee may apply”).

The best systems let you customize tone and timing so your reminders match your brand and relationships.

Status tracking: sent, viewed, paid

Status tracking is particularly helpful when working remotely because it removes guesswork. If you can see that an invoice was viewed, you know it reached someone. If it hasn’t been opened, you can follow up with the right question: “Can you confirm the correct billing email for invoices?” rather than “Just checking in.”

Handle expenses and reimbursables cleanly

Remote work often includes reimbursable costs: software licenses, stock assets, ad spend, travel, subcontractors, or shipping. The best invoicing approach is transparent and well documented so clients can approve reimbursables without friction.

Best practices for reimbursables:

• Separate reimbursable expenses from labor line items.

• Add brief descriptions (e.g., “Stock photos for campaign,” “Hosting – January”).

• Attach receipts when appropriate or provide a simple summary.

• Clarify whether you bill expenses at cost or with a markup (define this in your agreement).

• For ad spend, clarify whether the client pays the platform directly or reimburses you.

Sales tax and compliance basics for US remote services

Sales tax in the US is complicated because it varies by state and sometimes by local jurisdiction, and rules differ depending on what you sell (digital goods, SaaS, professional services, tangible products). Many remote service providers don’t charge sales tax on most professional services, but there are exceptions depending on the state and the nature of the service.

The best practice is to:

• Know whether your specific services are taxable in your state and in your client’s state when required.

• If you sell digital products or software-like services, confirm whether sales tax applies.

• Keep your invoices consistent: show tax as a separate line when applicable, and show “Tax: $0.00” only if that’s meaningful for your clients.

If you’re unsure, consult a tax professional familiar with your state and your service category. Even a short consultation can prevent compliance issues later.

W-9 requests, vendor onboarding, and enterprise clients

If you work remotely with US businesses, especially larger ones, you may run into vendor onboarding. This is the process where the client collects information like your legal business name, address, tax classification, and taxpayer identification number, typically using a W-9 form. This is normal and often required before they can pay you.

Best practices:

• Keep a completed W-9 ready to share when requested.

• Ensure your invoice “from” details match your W-9 and contract.

• Ask early if there’s a vendor onboarding process, because it can take time.

• If the client uses an invoice submission portal, learn the steps and confirm who is responsible for uploading invoices.

When working with enterprise clients, you may also need to include their vendor ID, PO number, or specific billing address. Again: get these details before you invoice.

How to avoid the most common payment delays

Remote invoicing problems tend to repeat. If you build a system that addresses the top causes, you’ll dramatically reduce late payments.

Problem: invoice sent to the wrong email

Solution: Ask for the billing email during onboarding. Many companies use a dedicated accounts payable address. Send invoices there and CC your main contact.

Problem: missing PO number or project code

Solution: Ask whether a PO is required before work begins. Add a field on your invoice for PO number and include it every time.

Problem: unclear scope or vague line items

Solution: Use invoice descriptions that match your proposal and contract, and reference the billing period or milestone.

Problem: invoice hits an approval bottleneck

Solution: Send invoices immediately after the milestone is delivered or at the scheduled time. Don’t wait. The sooner it enters the approval queue, the sooner it exits.

Problem: client “forgot”

Solution: Use automated reminders. Maintain a friendly tone. Consistency prevents awkwardness.

Problem: client cash flow issues

Solution: Use deposits, milestones, and shorter terms. If a client requests extended terms, negotiate: partial upfront payment or a higher rate for longer terms.

Late payments: a remote-friendly escalation path that works

Even with a perfect invoicing system, late payments happen. The best approach is calm, structured escalation. You want to preserve the relationship while protecting your business. Remote communication can make this tricky because tone is harder to read—so be concise and professional.

Step 1: friendly reminder

Assume good intent first. Sometimes invoices are missed, especially when employees travel, change roles, or deal with end-of-month volume.

Step 2: ask for a payment date

If payment is late, shift from “Did you see this?” to “What’s the expected payment date?” Getting a date moves the conversation toward resolution and helps you plan cash flow.

Step 3: confirm internal process

If the client says, “We’re processing it,” ask what they need. Do they require a portal submission? Is a PO missing? Is there a vendor onboarding delay?

Step 4: pause work (if your contract allows)

For ongoing work, it’s reasonable to pause future deliverables until the account is current. This should be described in your agreement so it’s not a surprise.

Step 5: late fees or collections (last resort)

Late fees can encourage on-time payment, but they need to be disclosed upfront. Collections or legal action is a last resort and depends on the amount and your willingness to pursue it. For most small invoices, prevention is far better than escalation.

Remote invoicing etiquette: keep relationships strong

Invoicing is part of your client experience. When done well, it reinforces professionalism. When done poorly, it can create stress. Because remote relationships rely heavily on written communication, your invoices and emails should feel organized, friendly, and confident.

Etiquette guidelines:

• Send invoices at predictable times.

• Don’t apologize for invoicing. Be polite, but treat billing as normal business.

• Use consistent naming and numbering.

• Thank clients for their business, especially on first invoices or milestone completions.

• Avoid overly emotional language in payment follow-ups. Be direct and calm.

Make it easy for clients: offer multiple payment options

When clients are remote, convenience often determines speed. If the client can pay in two clicks, they’re more likely to do it immediately. If they have to request banking details, print a PDF, or get approvals for a complicated method, payment slows down.

A strong approach is to offer:

• ACH/bank transfer for low-friction B2B payments.

• Card payments for convenience and speed.

• Clear instructions for any offline methods (like checks) when necessary.

Also consider the client’s context. Startups may love card payments; enterprises may require ACH and internal approvals. If you can accommodate both without adding complexity for yourself, you’ll win more business and get paid faster.

Use professional branding without overcomplicating your invoices

Branding matters, but clarity matters more. A clean invoice with your logo, consistent typography, and organized line items looks trustworthy. Remote clients, especially those who have never met you in person, make judgments based on the professionalism of your documents and process.

Branding best practices:

• Add your logo and business name prominently.

• Use consistent colors sparingly (don’t overwhelm the content).

• Keep the layout readable on desktop and mobile.

• Put the amount due and due date where they’re easy to see.

A great invoicing tool helps you apply branding once and reuse it automatically, so every invoice looks consistent.

Keep records for taxes and bookkeeping (without becoming an accountant)

In the US, invoicing is closely tied to your financial records. Whether you file as a sole proprietor, LLC, S-corp, or C-corp, you need good documentation. Remote work doesn’t change tax obligations, but it can increase the volume of digital records—emails, payment confirmations, receipts, and software subscriptions.

Best practices:

• Store all invoices in one system, with consistent invoice numbers.

• Track paid/unpaid status and payment dates.

• Keep copies of receipts for expenses (especially reimbursables and business deductions).

• Keep client details consistent (legal name, address, and contact).

• Export reports as needed for your accountant or for tax filing.

For many remote service providers, having clean invoicing records also simplifies year-end workflows, including client payment summaries and reconciliation.

A practical remote invoicing workflow you can implement today

If you want a single “best way” that works for most remote service providers in the US, use this workflow. It’s designed to reduce delays, protect cash flow, and keep clients happy.

Step 1: confirm billing details during onboarding

Collect:

• Client legal billing name and address.

• Billing email address (accounts payable, if applicable).

• PO number requirements and project codes.

• Preferred payment method.

• Any vendor onboarding steps (W-9, portal submissions).

Step 2: select a billing model and terms

Pick one:

• Hourly + weekly/biweekly/monthly billing.

• Fixed-fee + deposit + milestone invoices.

• Retainer + monthly recurring invoice.

Then set payment terms that match the client and your risk tolerance, ideally with a deposit or partial upfront payment for new relationships.

Step 3: create a clean invoice template

Set up your invoice template once so you don’t redesign every time:

• Your logo and business information.

• Standard line item naming conventions.

• Payment instructions and accepted methods.

• Default terms and reminder language.

Step 4: invoice immediately when the trigger happens

Your trigger could be:

• Project start (deposit).

• Milestone delivered.

• Month start or month end (retainer/subscription).

• Weekly timesheet cutoff (hourly).

Send invoices immediately when the trigger happens. Delays on your side almost always become delays in payment.

Step 5: automate reminders and track status

Set reminders so you don’t have to remember. Use invoice status tracking so you know whether the invoice was viewed and whether payment is pending.