Use this invoice structure
Start with your business name and contact details, the client name, an invoice number, issue date, due date, and payment terms. Then use a short set of line items that mirror the work your client recognizes.
Copyable line-item example: Strategy review and recommendations, August 1-15, 2026, 6.5 hours x $150/hour, $975.00. Add a subtotal, any approved expenses or taxes, and a total due. Keep your invoice numbering sequential so both sides can find the record later.
Include payment terms in plain language
Make the payment deadline and accepted method visible near the total. For example: “Payment due within 14 days. Pay securely using the card link below.” Your agreement and local requirements should govern late fees, deposits, taxes, and payment timing.
Put one payment route in the document
A payment link belongs next to the amount due, not buried in a separate email thread. The client should be able to open the PDF, see the amount, and pay from the same document. Once payment succeeds, the invoice should be marked paid and that link should no longer accept another charge.
Use a short invoice email
Keep the note factual: “Hi [Client name], attached is invoice [number] for [project] totaling [amount]. Payment is due [date]. You can pay securely using the link in the invoice. Thank you.” This keeps the invoice as the source of truth while giving the client an obvious next step.
Review before you send
Check the client name, time range, descriptions, rate, amount, due date, and payment link. Make sure the supporting time entries agree with the summary. A two-minute review prevents a correction cycle that delays payment.
Create a dIme invoice