Invoice & Payment Workflow

1

Service Delivery Confirmation

Confirm all deliverables have been completed and accepted by the client before issuing the invoice. Get written sign-off if needed.

⏱ 1 day EmailProject management tool

2

Create Invoice

Generate a professional invoice with itemized line items, clear descriptions, payment terms (Net 15/30), and accepted payment methods.

⏱ 30 min FreshBooksQuickBooksWaveInvoice generator

3

Send Invoice

Email the invoice to the correct billing contact (not just the day-to-day contact). Include a brief note referencing the completed work.

⏱ 15 min GmailFreshBooksStripe

4

First Follow-Up (3 days before due)

Send a friendly reminder email 3 days before the due date. Include the invoice as an attachment and a direct payment link.

⏱ 5 min GmailInvoice software

5

Second Follow-Up (due date)

On the due date, send a polite follow-up reminding the client that payment is now due. Check if there are any issues with the invoice.

⏱ 5 min GmailInvoice software

6

Escalation (7 days overdue)

If unpaid after 7 days, escalate with a more direct email. CC a finance contact if available. Consider pausing new work until resolved.

⏱ 30 min GmailCRM

7

Payment Received

Once payment clears, send a confirmation receipt, update your accounting records, and add the payment to your cash flow tracker.

⏱ 15 min QuickBooksFreshBooksStripeBank

8

Reconciliation & Reporting

At month end, reconcile all invoices, mark paid/unpaid, and generate a monthly receivables report to track outstanding amounts.

⏱ 1-2 hours QuickBooksGoogle SheetsXero