Invoicing Workflow Checklist

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Use this for every client, or paste it into a note and reuse it. The timings in the "if it is late" section are a suggested starting point, not a legal requirement. Your contract and local law decide what you can do when payment is late.

Client: ______________________ Project: ______________________ Invoice #: ____________

1. Before the work starts

• Payment terms agreed in writing (for example Net 15 or Net 30, deposit, milestones)
• Who receives invoices, and whether a PO number or special format is needed
• How the client will pay (bank transfer, card, other) and who covers any fees
• What happens if payment is late, written in neutral language in the agreement
• Tax form or details the client needs from you (for example a W-9 for some US clients)
• Deposit invoice sent, with a due date

2. When you deliver

• Invoice sent the same day the work is delivered, or the milestone is reached
• Invoice number, dates, line items and total checked against the quote
• Client's legal name, billing contact and PO number (if required) on the invoice
• Payment instructions or a payment link included
• Due date stated clearly (use the invoice due-date calculator if you are unsure)
• Sent to the right person, and the invoice logged in your tracker or software

3. Before the due date

• Reminder date added to your calendar, or an automatic reminder switched on
• Optional friendly heads-up sent a few days before the due date, offering to fix anything that blocks payment

4. If it is late

A suggested sequence. Adjust it to your terms and your client. The late-invoice guide has copy-ready emails for each step.

• Check your records first: has the payment arrived, and did the invoice reach the right person?
• A few days after the due date: gentle follow-up, invoice attached again
• About a week after: firm follow-up naming the amount and asking for a payment date
• About two weeks after: final notice stating the next step in your agreement
• Pause new work only if your agreement allows it, and say so first
• Notes kept in one email thread, with dates

5. When it is paid

• Payment recorded and the invoice marked paid
• Receipt or thank-you note sent if the client wants one
• Any processing fees recorded as a business expense
• Reminders for that invoice switched off

6. Once a month

• List every unpaid invoice and how many days overdue each is
• Work out how many days, on average, your invoices took to be paid
• Update your tracker (our free invoice tracker does the date maths) and back up your records
• Note any client who pays late repeatedly, and decide whether to change their terms