Guides · Updated 24 October 2026

How do I send an invoice to a client by email or WhatsApp?

Make the invoice a PDF, send it the day the job finishes, and put the amount, due date and bank details in the message itself. Email is the best record; WhatsApp is fine if you also keep the PDF.

What the invoice must show

  • The word "invoice", a unique invoice number and the date.
  • Your name or business name and address, and the client's name and address.
  • What you did, with labour and materials on separate lines.
  • The total, and the VAT if you are VAT-registered (with your VAT number).
  • Payment terms: the due date, bank details and a reference for the client to use.

Sending it by email

  1. Attach the invoice as a PDF, not a photo or a Word file.
  2. Subject line: "Invoice 0042 - kitchen fit, due 14 November".
  3. In the body write one line: the total, the due date and how to pay. Many people never open the attachment.
  4. Keep the sent email. It is your proof of when the client received the invoice.

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Sending it by WhatsApp

Send the PDF, then a short message with the total, the due date and the bank details. A screenshot is not an invoice: it is hard to read, cannot be filed and looks careless. Keep the chat, because it shows the client saw it and when.

Send it the day you finish. The longer you wait, the harder it is to be paid on time.

After you send it

Put the due date in your calendar. If it passes, send a friendly reminder first; for the steps after that, see what to do when a client won't pay. You can make a clean invoice for free with the invoice generator.

JobGuard turns the finished job into an invoice and sends it to the client by email or WhatsApp.

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Questions

Is an invoice sent on WhatsApp valid?

Yes. An invoice is valid however you deliver it, as long as it shows the details above. Send it as a PDF and keep the message as proof it was received.

How long should I give the client to pay?

Say it on the invoice. 7 to 14 days is common for small jobs. If you agreed no terms, the Late Payment Act treats 30 days as the default for business customers.

Do I need to put VAT on my invoice?

Only if you are VAT-registered. If you are not, do not add VAT, and do not put a VAT number on the invoice.

Do I still need to send an invoice if the client paid cash?

Yes. Give a receipt or a paid invoice and keep a copy. Cash still counts as income, and the paperwork protects you if the amount is ever questioned.

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