Agree scope and billing terms first, track the work or delivery, create an itemized invoice that matches the agreement, send it to the correct contact and record each payment.
To invoice a client, connect the bill to the work and the agreement: confirm the scope and price, deliver or reach the agreed billing point, itemize the charges, state payment terms and send the invoice to the right contact. Record payment and any later adjustment against the same invoice reference.
Client billing workflow
- Agree the scope and price. Use a quote or estimate if the amount or scope needs approval before work starts. Record accepted changes.
- Track the work or order. Keep a project note, delivery record, approved timesheet or work order when it supports the bill.
- Confirm the billing point. Check whether the agreement calls for billing after delivery, at a milestone, on a schedule or for an agreed deposit.
- Create the invoice. Include the client’s details, a unique number, dates, clear line items, currency, agreed discounts or deposits and any applicable tax you have determined.
- State the terms and payment instructions. Show a clear due date, accepted methods and a useful project or PO reference.
- Review and send. Confirm the totals, attach the document or deliver it through the agreed platform, and keep a copy.
- Record payment and issue a receipt if appropriate. Match each received amount to the invoice. If paid in part, show the remaining balance. See invoice to receipt.
Work-order to invoice handoff
For job-based work, a work order can preserve the job reference, site, assigned work and planned materials. After completion, verify actual billable labor, materials and any approved changes before creating the invoice; a work order is a supporting record, not itself a payment request.
Example: a freelance project
A designer agrees to a $2,400 fixed-fee website refresh and sends a quote. After the client accepts and the agreed milestone is complete, the designer bills the milestone amount with a reference to the quote and project. If the client pays a $1,200 deposit, the designer records that payment and the remaining balance separately instead of treating the whole project as paid.
When the amount or scope changes
Discuss and record changes before billing them where practical. Link the invoice to the approved change or updated quote. If a previously issued invoice needs a reduction or correction, a credit note may be appropriate in your workflow; use the document type and process that fit your circumstances.
Start with the invoice generator, or create a quote first when the client needs to approve the work.
Frequently asked questions
When should I send the invoice to a client?
Send it at the billing point set by the agreement—after delivery, on a milestone, or on the agreed schedule. Confirm the correct contact and references first.
What if the client disputes the invoice?
Pause escalation, compare the invoice to the quote or contract, and resolve quantity, rate or scope differences before updating status or adding late charges.
General information only—not legal, tax or accounting advice. Requirements can vary by jurisdiction, transaction and agreement. Confirm what applies to your situation.