Creating invoices online can save you a lot of time if you regularly bill customers or clients.
Instead of going to Word or Google Docs to create an invoice from scratch every time, customizing it, saving it as a PDF, emailing it, and then keeping track of whether the client saw it or paid it, you can handle most of this process online.
You can create the invoice, send it to your customer, give them the option to pay online, and check whether the invoice has been viewed or paid.
Below, we'll talk about how to create an invoice online, what information you should include, and how to accept payments after you send it.
Creating an invoice online means using an invoice generator or invoicing software instead of creating it in Google Docs, Word, Google Sheets, or another program.
The invoice itself will still include the same information you would add if you made it manually, such as your business details, client information, services provided, amount due, and payment terms.
The main difference is what happens around the invoice.
For example, instead of changing the client name, invoice number, and other details inside an old invoice template every time, invoicing software can save your client information so you don't have to enter everything again from the beginning.
You can also send the invoice to the client from the software instead of downloading it, converting it to a PDF, opening Gmail or another email platform, attaching the file, and sending it from there.
If online payments are enabled, paying the invoice can also be easier for the client. They can open the invoice and use the Pay Now button, or whatever payment option your invoicing software provides, to pay online.
When you create an invoice online, especially for the first time, you should include all of the same information you would normally add to an invoice template or another invoice you created manually.
This includes your business name, contact information, the client's details, invoice number, due date, services or products provided, total amount due, and any other information that applies to the invoice.
You should also make sure the payment instructions are easy to find.
If you accept online payments, the client should be able to see a working payment button on the invoice so they can click it and pay.
If you accept bank transfers, include the bank information the client needs so they can send the payment.
Before sending the invoice, review everything one more time, especially the total, your bank information, client information, due date, and payment details, to make sure everything is accurate.
The exact process will depend on which invoicing software you choose to use. Here's how you can create and send an invoice online with Invoicer.ai.
Watch the video below on how to create an invoice with Invoicer.ai for a quick walkthrough of the process:
Yes. You can use AI to create a draft invoice from a simple prompt.
For example, in Invoicer.ai you could write:
Create an invoice for Sarah Brown for 12 hours of consulting at $75 an hour, add a $200 design fee, and make the invoice due in 14 days.
Invoicer.ai can then create the invoice for you based on that information.
From there, review the invoice, make any edits if needed, and then send it to the client. Watch this video to see how it works:
Once your online invoice is ready, you need to give the client a way to pay you.
As we discussed earlier, you can do this by adding bank transfer instructions to the invoice, or, if you're using invoicing software, you can also add an online payment option so the client can pay the invoice online.
Invoicer.ai integrates with Stripe to process online payments. Once you set up online payments, your client can open the invoice and use the payment option provided instead of asking you for separate payment instructions.
Depending on what's available through your Stripe setup, clients can pay using credit and debit cards, supported digital wallets such as Apple Pay and Google Pay, and supported bank payment methods.
If you want to compare the different options first, read our invoice payment methods guide. If you specifically want to offer card payments, you can also read our guide on how to accept credit card payments on an invoice.
Once you've set everything up, including the online payment option if you want to offer one, you're ready to send the invoice.
After you've checked that all of the information is correct, you can send the invoice through your invoicing software.
You can also download the invoice as a PDF and send it to the client yourself. If you choose to send it manually, make sure you save a copy of the PDF for your own records as well.
If you prefer to send invoices by email, read how to send an invoice by email, which includes seven templates for different situations.
However, sending the invoice through your invoicing platform is usually more convenient because it involves less manual work and keeps the invoice activity in one place.
If you decide to send invoices manually, you can use a spreadsheet to keep track of whether each invoice has been sent, paid, or is overdue. Learn how to track invoices and stay on top of payments in our guide.
Invoicing software can keep this information connected to the actual invoice instead. For example, with Invoicer.ai, you can see when an invoice has been delivered, viewed, or paid without having to update a separate spreadsheet yourself.
Sometimes, no matter how quickly you send the invoice, the due date passes and you still haven't received the payment.
Start by checking that the invoice went to the right person and that all of the information is correct. If you're using invoicing software, check the email address or other destination you used. If you sent the invoice manually, double-check the recipient and the payment details.
Keep in mind that the person who hired you might not be the same person who is responsible for paying invoices, so it's always worth checking who handles payments at the company.
Then, follow up.
Don't immediately assume the client is ignoring you on purpose. Sometimes people are genuinely busy or the invoice simply got missed. However, you also shouldn't just wait and hope the payment eventually comes through.
If you're not sure what to say, take a look at our payment reminder templates or try our free Payment Reminder generator.
And if the client still doesn't pay after you follow up, learn what to do with an overdue invoice.
You don't always need invoicing software.
If you only create and send one or two invoices a month, or even less often, you can use invoice templates in Word, Google Docs, Excel, or Google Sheets.
You create the invoice, save it, and then send it to your client yourself by email.
However, this can become more complicated once you have more clients to manage and need to send invoices regularly, because keeping everything updated yourself starts taking up much more of your time.
First, think about what currently takes up most of your time.
Maybe you're creating a lot of invoices, or you have so many clients that it's becoming difficult to manage everything yourself. In this case, look for invoicing software that offers unlimited invoices and clients, and maybe estimates as well, so you can manage everything in one platform.
If your clients often ask how they can pay you, look for invoicing software that offers online payment options.
If you're tired of using spreadsheets and trying to remember which invoices are paid, outstanding, or overdue, look for software that lets you track everything in one place and see who you still need to follow up with.
If you regularly bill the same client for the same amount, recurring invoices can also save you time because you won't have to create the same invoice again every month.
And if creating invoices manually takes too long, even when you're using a template, you can look for software with AI or voice invoice creation to make the process faster.
Remember, you don't need the platform with the most features. Start with something that solves the problems you're dealing with right now.
Creating invoices online can save you time, especially when you send them regularly and to several clients. With Invoicer.ai, you can create invoices, send them to clients, accept payments through Stripe, and keep track of invoice and payment status in one place.
You can create an invoice yourself or use the AI assistant to start one from a prompt. Try Invoicer.ai free for 14 days and create your next invoice online.
