How to Send Invoice Payment Requests Effectively in Minutes

When business is moving quickly, sometimes you can’t afford to wait weeks (or even days) to get paid. It's time to say goodbye to inefficient paper invoices and hello to a steady cash flow. With modern invoicing features, like secure payment requests via email and text or automated recurring invoices, professional invoicing can streamline operations, reduce customer friction, and speed up access to working capital. In this article, you'll learn everything you need to know about invoicing best practices, payment options, templates, and real-world use cases.

How to Send an Invoice Payment Request via Email or Text

Sending an invoice payment request is simple. Whether your customer prefers email or text (SMS), you can send them a secure, branded payment link in just a few clicks. Let’s take PayJunction’s invoice process for example:

1. Create a new invoice in PayJunction’s online portal or using our No-code Payments Integration® browser extension.
2. Choose the delivery method: email, text message, or both.
3. Enter the recipient's email address or cell phone number, the payment amount, and any other payment details
4. Customize the message, attach any relevant files (like a PDF invoice or estimate), and include notes, such as invoice date or contact details, as needed.
5. Send the request, and the customer receives a branded link to review and submit payment securely online.
6. Automatically store the receipt. Once approved, the invoice will show as “paid” in the Virtual Terminal, and an electronic receipt will be sent to you and the customer.

The customer experience is also simple. Customers will:

1. Open the email or text message payment request, which will contain the business name, amount due, and invoice details.
2. Open the link in the text message or press the “pay now” button in the email.
3. Enter the payment details and customer data into the online invoice form.
4. Press "pay."
5. Receive confirmation and a digital receipt.

That’s it. No apps to download. No account signups. Just fast and secure payment collection that fits right into your customer’s inbox or smartphone.Payment Options for Customers: Credit, Debit, ACH

Important Invoice Payment Options for Customers: Credit, Debit and ACH

Flexibility matters, not just for you but for your customers too. With PayJunction, your invoice payment requests can accept a variety of payment methods:

• Credit Cards (Visa, Mastercard, Amex, Discover)
• Debit Cards (Visa, Mastercard, Amex, Discover)
• ACH bank transfers (these are ideal for larger invoice amounts or recurring billing)

This flexibility makes it easier for customers to make timely payments using their preferred payment method, which increases the likelihood of getting paid faster. And from your perspective, it’s all deposited into your business account efficiently, with clear transaction records stored securely in your reporting dashboard.

General Invoicing Best Practices

Your invoice payment requests shouldn’t be generic, it should always be obvious that they came from you. Invoice payment requests should reflect your brand to ensure consistency across your invoicing process, while making it easier for customers to understand what’s expected.
With PayJunction, every text or email template can include your company name, business address, and custom message, reinforcing your brand while building customer trust.

Here are a few invoicing best practices to keep in mind:

• Use branded messaging so your customer knows it’s from a trusted source.
• Add a personal note when appropriate, like a thank you or service summary.
• Attach supporting documentation, such as a PDF version from your invoicing system, quote, or work order.
• Include contact info, just in case the customer has questions.

A clear, branded invoice request with a secure payment link reduces confusion and makes your business look more professional and polished.

Best Practices for an Invoice Template, Including Payment Terms and Conditions

A well-crafted invoice is more than just a bill, it’s a communication tool. A professional invoice template should clearly outline the transaction details and set expectations for payment. Most invoicing software allows you to create a custom invoice that clearly outlines the services provided.

Essential Elements of an Invoice:

• Invoice number
• Customer information, including client name and contact details
• Date of issue and due date
• Itemized list of goods/services
• Additional fees
• Subtotal, tax rate, and total
• Accepted payment methods
• Your business details: company logo, contact information

Payment Terms and Conditions:

• Use clear, professional language.
• Specify your payment window (e.g., Net 15, Net 30) or due date.
• Highlight any late fees or discounts for early payment.
• Include refund or cancellation policies, if applicable.

Send Upcoming Payment Reminders or Past-Due Reminders

Let’s face it, sometimes customers forget to pay, and unpaid invoices impede cash flow. That’s why PayJunction makes it easy to automate or send one-time payment reminders, whether it’s for an upcoming due date or a past-due invoice.

Here’s what’s possible:

• Upcoming payment reminder: Send a polite nudge a few days before the due date to encourage prompt payments.
• Due today reminder: Reinforce payment expectations with a day-of reminder.
• Past-due reminder: Automatically follow up with customers who haven’t paid on time.

Each reminder can be delivered via email or text and include a direct link to the payment page. By keeping communication timely and professional, you reduce late payments and improve collection rates without being pushy.

Recurring Payment Schedules: Automate Repetitive Billing

For businesses that bill clients on a regular schedule (think monthly service plans, memberships, or maintenance agreements) recurring billing is a game-changer.

Instead of manually recreating invoices each month, you can:

• Set up a recurring schedule (weekly, monthly, quarterly, custom)
• Choose a start and end date
• Add fixed or variable charges
• Automatically send email or text notifications to customers and include necessary details

Recurring billing saves time for your team. It also provides a more predictable revenue stream and a convenient, consistent customer experience.

Benefits of Email and Text Invoice Payment Requests

The old way of billing (printing invoices, mailing them, waiting for checks) just doesn’t cut it anymore. Modern businesses need faster, more flexible invoicing tools that generate a healthy cash flow. Here’s why email and text invoice requests are a better way to go:

• Faster Payments: Digital invoice requests can be delivered instantly and paid within minutes. No stamps. No delays. No excuses.
• Better Customer Experience: Your customers are already on their phones and computers. Meet them where they are with a secure, branded experience that’s easy to use and always available. Let them pay with their preferred method.
• Fewer Administrative Tasks: With a modern payment processor, like PayJunction, staff can create an invoice, track sent invoices, view payment status, and follow up as needed all from one central dashboard.
• Increased Cash Flow: Quicker payments = improved working capital. That means more flexibility to invest in your business, pay vendors, or plan for growth.

PayJunction’s invoice feature eliminates the need for clients to mail payments, drop off payments and transmit their payment information via fax and email. It’s made our firm’s billing processes more efficient.

DeLonda K. Coleman, Esq. Owner and Attorney at Law Offices of DeLonda K. Coleman, P.C

How to Invoice: Real World Examples

Let’s break down how different types of businesses benefit from email and text invoice features:

Veterinary Clinics
Vets often treat pets first and bill owners later. With email or text invoicing:

• Front desk staff can quickly send a bill post-visit.
• Pet parents can pay remotely, ideal for curbside or drop-off appointments.
• ACH is perfect for large-ticket procedures or treatment plans.

Dental Practices
Dental offices use invoice requests to:

• Bill patients after insurance adjustments.
• Automate recurring invoices for monthly or weekly treatment (like orthodontics).
• Send friendly reminders for balances due post-procedure.

Text to pay is especially useful for busy professionals who prefer a quick click-and-pay experience.

Automotive Dealerships
Auto dealerships, especially dealerships that have invoice payment requests to deal with across multiple departments, can benefit from:

• Sending invoices for parts, repairs, or service before pickup.
• Reducing wait times by collecting payments in advance.
• A system that keeps records organized with invoices linked to the customer or VIN.

Bonus: Recurring billing works great for monthly protection plans, detailing services, or fleet maintenance.

Why PayJunction Makes Invoicing Easier Than Ever

PayJunction was built with flexibility, security, and ease of use in mind. Unlike other platforms, there’s no coding required and no need to switch systems. You can use PayJunction as a standalone Virtual Terminal or integrate it into your existing software using No-code Payments Integration.

That means:

• Your front desk staff can send payment requests without training or technical help.
• Your admin team can track and follow up without spreadsheets.
• Your customers can pay faster, and your cash flow improves as a result.

And with powerful features like fraud protection, detailed reporting, and a clean, intuitive dashboard, your invoicing process becomes a competitive advantage. Whether you’re trying to reduce paper clutter, cut down on A/R follow-up, or just give your customers a smoother way to pay, email and text invoice requests are a smart move. With PayJunction, it’s easy to implement, easy to use, and easy to scale across your team or locations.