How to send an invoice to a client: Guide for Australian businesses

Late payments are a big challenge for Australian businesses. Research shows almost half of SME invoices are paid late, and on average payments arrive 6.4 days past the due date.¹ For a business, that delay isn’t just annoying, it disrupts cash flow, makes planning harder, and puts pressure on day-to-day operations.

Unclear or incomplete invoices are one of the major reasons payments get held up.

In this blog, we’ll discuss what to include in an invoice, how to avoid common pitfalls, and the best ways to send invoices so you can get paid faster.

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Guide on sending an invoice to a client

An invoice isn’t just a piece of paper asking for money. It’s a confirmation of what you delivered, what it cost, and when the payment is due. Beyond that, it’s also a vital business record. Invoices help you with tax filing, financial reporting, and forecasting.

Often, the problem starts with the invoice itself. Missing ABNs, vague payment terms on an invoice, or even a typo in bank details can be enough to hold things up. An unclear invoice can create confusion, lead to disputes, and slow everything down. If the details aren’t right, it can create problems for you and your client.

What needs to be in an invoice before sending it to clients

Before you start, work out the full value of what you’re billing for. Create an invoice based on the materials, production costs, overheads, and time spent so your pricing is clear and fair.

Some fields on an invoice are non-negotiable. Make sure to include:

1. Invoice number and dates: Each invoice must include a unique number. Also, include the date the invoice was issued and the date payment is due.

2. Business information: Include the name of your business, ABN, contact information, and logo if you have one.

3. Client information: Include the client's name and address for billing purposes.

4. Description of services or goods: Hours of work, units sold, or project phases completed should be added along with the breakdown of what you've supplied.

5. Totals and tax: Include each line item's cost, GST, if applicable, subtotals, and the total amount to be paid.

6. Payment instructions: Provide your bank account or other preferred payment method so there is no 'back and forth' in terms of communication.

7. Terms: State deadlines like “Net 21 days,” deposits, or late fee conditions if you have them.

8. References: Add purchase order numbers or internal project codes, if relevant.

9. Deposits: For projects with high upfront costs, include the deposit terms in advance.

Best practices for sending invoices

Sending an invoice is easy. Getting it paid quickly involves a bit more attention to detail. Here are several habits to make invoicing easier:

• Be prompt: As soon as the work is complete, or you have delivered the goods, send the invoice.
• Check all details: The smallest mistakes, errors with your ABNs, amounts, and banks accounts can cause the longest delays.
• Use a clear subject line: If you are sending your invoice through email, add your business name and the invoice number so your client immediately recognises it.
• Clearly lay out the terms: For example, "Payment due in 14 days", makes your intention clearer than general statements.
• Provide payment options : The more options you can provide to your client, the better. wherever possible, give them a direct link to make a payment. For overseas clients, allowing currency options that are more local can help speed the process.
• Follow up respectfully: A client not paying an invoice on time may just need to be reminded. Always try to be professional but with a firm approach.

Ways to send an invoice to a client

Different businesses use different channels, and clients often have preferences of their own. Here are four common approaches:

1. Invoicing software

With software like Xero, QuickBooks, FreshBooks, Wave, Zoho Invoice, or Square, invoicing is a lot easier. You can see if an invoice has been viewed, include links for instant payments, and add automatic reminders for overdue payments. The best part is that invoicing software tools don’t just speed up payments; they also link with your bookkeeping, help streamline tax for your business, and keep your financial data organised.

2. Email

Email is also one of the most preferred methods to send invoices. Always send the invoice as a PDF rather than the body of the email. PDFs can also be saved, printed, or uploaded into accounting systems easily, and cannot be accidentally amended. Write a brief email with your business name, amount due, due date, and purchase order numbers/identifiers. If your client is international, an email template which has your terms, deadlines and currencies can be useful.

3. Customer portals

Typically, large corporations and public sector organizations prefer to have their invoice directly inserted/received into their procure to pay (P2P) systems like SAP Ariba, Oracle NetSuite, or Coupa. Instead of emailing the invoice to the client, the invoice is uploaded to their P2P work flow where it becomes part of the client's tracking progress. It may feel like one extra step, but the advantage is the added visibility, you know when your invoice was approved, and when to expect payment.

4. Physical mail

Mailing an invoice is less common today, but there are still industries that may have clients in healthcare, government, and some traditional sectors that still rely on paper invoices. Mailing an invoice is a formal way to create records, and it might also be thought of as acceptable business practice. If you do mail an invoice, make sure that you have addressed it to the intended party with the correct address, as well as any related documents such as purchase orders, acknowledgements, confirmations, etc. so that there are no unnecessary delays.

Wise Business: Send and track global client invoices

Invoicing is usually simple if done right. The real challenge starts when you bill international clients. Currency conversions, transfer delays, and hidden fees can all drag out payments and shrink your earnings. Even when the invoice itself is clear, the payment process can still slow things down because banks often take days to move money across borders, and they rarely do it without adding extra costs. For a business that depends on steady cash flow, those delays can be frustrating and sometimes risky.

Wise Business is designed to simplify this process further. It makes invoicing across borders as easy as invoicing locally, giving you one place to manage payments, track what’s been received, and keep money moving without the usual complications.

Wise Business helps streamline overseas business payments without foreign transaction fees, saving up to 3x compared to other providers.

• Free to register — Send money to 140+ currencies with no hidden exchange rate markups
• Make up to 1,000 transfers at once with the Wise batch payments feature
• Fast, low-cost payouts to customers, freelancers, employees, investors, and suppliers globally
• Automate invoice payments, recurring transfers, and international payroll
• Fast and fully secure payments through Wise, even for large amounts

Tired of hidden fees and complex processes when making overseas payments?

Start sending with a Wise Business account! 🚀

This general advice does not take into account your objectives, financial circumstances or needs and you should consider if it is appropriate for you.

Source:

1. Late payment in Australia