An invoice often sits unpaid for ordinary reasons: the client can't find it, isn't sure how to pay, or has to type bank details into their own system before they can send anything. Removing that friction is mostly about how you build and send the invoice, not which software you use.
This guide walks through sending invoices that a client can pay online by card or ACH bank payment, from the invoice itself to the follow-up. We build SaturnShift, so we use it for the concrete examples near the end, but the steps apply to most invoicing tools.
Step 1: Put everything the client needs on the invoice
An invoice that gets paid quickly answers the payer's questions before they ask them:
- Who it's from and who it's to, including the person or team who approves payments, if you know it.
- A unique invoice number. It's the reference both of you will use if anything needs to be matched later.
- Clear line items. What you did or delivered, quantities and rates. "Consulting, October" is harder to approve than "Website audit, 12 hours at $120."
- Tax as its own line, if you charge it, at the rate you have confirmed applies to you. Ask your accountant if you're not sure.
- The total, the due date and the payment terms. "Due on receipt" or "Net 15" are fine; what matters is that the date is written down.
- How to pay. One clear "Pay online" link or button beats a paragraph of bank instructions.
Step 2: Offer card and ACH on the same invoice
Card and ACH suit different invoices. Card is convenient for smaller amounts and for clients who put supplier spend on a company card. ACH, a bank payment from a US bank account, often suits larger invoices because percentage fees grow with the amount. We compared the two in detail, with worked fee examples, in Card or ACH for B2B invoices.
The practical point: don't make the client choose before they open the invoice. Send one invoice with one payment link, and let them pick the method on the checkout page. That way you don't end up sending a bank-details PDF, then a separate card link, then matching both against the same invoice by hand.
Before you turn card payments on, find out what each method will cost you. Processing fees are usually a percentage plus a fixed amount, and some tools add their own platform fee on top of the processor's charges.
Step 3: Deliver the invoice where the client will see it
- Email is the default, and gives the client a record to forward.
- Text message works well for clients who live on their phones, such as homeowners or small business owners. Keep email as a backup, because a text can be missed.
- A QR code on a printed invoice or a job-completion sheet lets someone pay from their phone on the spot.
Whichever channel you use, the link should open a checkout page with the amount, the invoice number and the payment options, so nothing has to be re-typed.
Step 4: Set up reminders before you need them
Reminders work best when they are routine rather than personal. A simple pattern:
- A friendly note a few days before the due date.
- A reminder on or just after the due date.
- A firmer note once the invoice is overdue, restating any late fee in your terms.
Two rules keep reminders from annoying good clients: stop them the moment an invoice is paid, and don't send one while a payment is already in progress. A client who paid by ACH yesterday should not get a "you're overdue" email today.
Step 5: Track what happens after "Pay"
"The client clicked pay" and "the invoice is paid" are different states. Keep them separate in your own tracking, and record the payment method on each paid invoice, because fees and refunds differ by method. If you ever refund a payment, record it as its own event against the original invoice rather than editing the invoice.
A quick checklist
- [ ] Unique invoice number, clear line items, due date and terms
- [ ] One online payment link with card and ACH
- [ ] Fees for each method checked before you send
- [ ] Delivery by email, plus text or QR where it helps
- [ ] Automatic reminders before and after the due date
- [ ] Paid, in progress and refunded tracked separately
How this looks in SaturnShift
SaturnShift is an invoicing and payments platform for US small businesses. In practice:
- Branded invoices and templates, plus CSV import and bulk send if your invoices start in a spreadsheet.
- One invoice, several ways to pay. The client chooses card or ACH (and stablecoins, subject to plan) on SaturnShift's hosted checkout page. Card and ACH are processed by Stripe.
- Delivery by email, by text message with Text to Pay, or by QR code. Payment links can also have a customer-entered amount, which helps with deposits.
- Automatic email reminders before the due date and after an invoice is overdue. They skip invoices that are paid or have a payment in progress.
- Late fees can be added to invoices. Invoice tax is a rate you enter; it isn't calculated automatically.
- Plans: Starter is $0 a month and includes card and ACH, with up to 10 invoices per calendar month. Each payment carries a SaturnShift platform fee, and Stripe's own processing charges apply on top for card and ACH. Paid plans are listed on the pricing page and have a 7-day trial with a card on file.
The honest limits: there are no payment plans or instalments, reminders go by email, ACH is for payers with US bank accounts, and no payout time is promised, because timing depends on the payment method and processing conditions. Every account completes a short Stripe onboarding and a SaturnShift review, and you can start accepting payments once your account is approved.
If that fits how you invoice, create a SaturnShift account, set up your first invoice, and start accepting payments once your account is approved.
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