You've just signed a new client, or perhaps you're looking to streamline your billing process with an existing one. One of the first questions you should ask is about their invoicing system—do they use a specific software, prefer PDF invoices, or have a portal for submitting bills? Getting this right from the start can save you hours of back-and-forth, reduce payment delays, and make you look like a professional who values efficiency. Writing a clear and polite email asking a client about their preferred invoicing software is a simple but powerful step toward a smoother financial relationship. This guide covers the best timing, common mistakes to avoid, and ready-to-use templates that will help you gather this essential information without sounding like you're interrogating them.
Why Matching Your Client's Invoicing System Matters
Every client has their own accounts payable (AP) workflow—some rely on platforms like QuickBooks, Xero, or FreshBooks; others use custom ERP systems; and some still prefer paper checks and PDF invoices. When your invoicing process aligns with theirs, you eliminate friction: invoices are received in the right format, routed to the correct approvers, and paid faster. This alignment also reduces the chance of invoice rejection or manual re-entry errors. A simple email early in the engagement can set you up for a seamless billing experience for years to come, and it signals that you're a thoughtful partner who cares about their operational efficiency.
Avoid These Common Mistakes When Asking About Invoicing Software
Even a simple question can go wrong if you're not careful. Avoid these pitfalls to keep the conversation productive and positive.
- Asking too late. If you send your first invoice in a format the client can't process, you'll face delays and frustration. Ask before you send the first invoice.
- Being too broad. Instead of asking "How do you want to receive invoices?" specify that you want to know about software, format, and any required data fields.
- Not offering options. If you only use one software, that's fine—but still ask if they have any specific requirements. Don't assume your system is compatible.
- Forgetting to follow up. If you don't get a response, send a gentle reminder. Some AP departments are slow to reply, and you don't want to be the one who didn't follow through.
- Making it sound like a burden. Frame your question as a way to "make things easier for them" rather than a task you're assigning them.
When to Ask About Invoicing Preferences
Timing your question is as important as the wording. The ideal moment is during the onboarding phase—after the contract is signed but before any work begins. This way, you can set up your invoicing system to match their preferences from day one. If you're already working with a client and haven't asked yet, don't worry—send the email ahead of your next billing cycle, ideally at least a week before you plan to send the next invoice.
Also consider the client's financial calendar. If they process payments on a specific schedule (e.g., net-30 or net-60), early alignment ensures your first invoice is received and processed without hiccups. Avoid asking during their month-end close or holiday periods when finance teams are overwhelmed.
Key takeaway: Ask early—ideally during onboarding—and always before you send your first invoice. For existing clients, ask at least a week before the next billing cycle.
Ready-to-Use Templates for Every Client Relationship
These three templates cover different scenarios—from a formal inquiry to a casual check-in. Each includes subject line options and placeholders like [Client Name], [Your Company], and [Preferred Format]. Personalize them to fit your tone and the specific client.
Template 1: Professional & Direct (Best for New Clients)
Subject line options:
- Invoicing preferences – [Your Company]
- How do you prefer to receive invoices?
- Billing setup – quick question
Subject: Invoicing preferences – [Your Company]
Dear [Client Name],
I hope you're having a productive week. As we begin our engagement, I'd like to ensure our invoicing process is as seamless as possible for you. Could you please let me know your preferred invoicing software or format?
For instance, do you use:
- QuickBooks Online / Desktop
- Xero
- FreshBooks
- A custom ERP system
- PDF invoices via email
- A vendor portal (e.g., Ariba, Coupa, Tungsten)
Also, please let me know if there are any specific fields or data you need included on every invoice (e.g., PO number, cost center, project code). We're happy to adapt to your system.
Feel free to reply directly or forward this to your AP department. I appreciate your help—this will help us get paid faster and keep your records clean.
Thank you,
[Your Name]
[Your Title/Company]
[Your Phone Number]Template 2: Warm & Collaborative (Best for Existing Clients)
Subject line options:
- Quick invoicing question
- Making billing easier – your preference?
- How can I improve our invoicing?
Subject: Quick invoicing question
Hi [Client Name],
I hope you're doing well! As we continue working together, I want to make sure our invoicing is as frictionless as possible for you and your team. Could you let me know if you have a preferred invoicing software, platform, or format?
We're flexible—we can send PDF invoices, use QuickBooks Online, or even submit through your vendor portal if you have one. Just let me know what works best on your end.
I'm also happy to include any reference numbers or project codes you need. Your efficiency is important to us!
Thanks in advance for your guidance.
[Your Name]
[Your Title/Company]
[Your Phone Number]Template 3: Short & Direct (Best for a Quick Reply)
Subject line options:
- Invoicing – your preference?
- Quick billing question
- How do you invoice?
Subject: Invoicing – your preference?
Hi [Client Name],
Quick question: what's your preferred invoicing software or format? We can send PDF, use QuickBooks, or any other method—just let me know.
Also, if you need any specific reference numbers on invoices, please tell me.
Thanks!
[Your Name]
[Your Title/Company]
[Your Phone Number]Best Practices for a Smooth Invoicing Discussion
Beyond the email, these practices will help you get the information you need and set a positive tone for all future billing interactions.
- Always confirm the AP contact. Sometimes the person you're emailing isn't the one who handles invoices. Ask if you should copy someone else or if they can forward your request to the right person.
- Be open to learning their system. If they use a vendor portal, ask for a walkthrough or tutorial. Most portals have guides, and a short onboarding call can save endless headaches.
- Ask about submission deadlines. Some systems cut off invoice submissions on certain days of the week or month. Knowing this helps you time your invoices for faster payment.
- Document their preferences. Keep a record of each client's invoicing requirements in your CRM or billing system. This saves you from asking the same question repeatedly.
- Test your first invoice. After you've set up your system based on their preferences, send a test invoice to yourself or to a friendly contact in their AP team to confirm it's formatted correctly.
By following these best practices, you'll create a billing process that feels effortless to both you and your client.
Frequently Asked Questions
Q: Should I ask about invoicing software before or after signing the contract?
A: Ideally, after signing but before starting work. This ensures you can align your process from the very first invoice. However, if you're already in a project, ask ahead of your next billing cycle.
Q: What if the client says they don't have a preference?
A: In that case, you can suggest the format that works best for you (e.g., PDF via email) and confirm that they can process it without issue. Always offer to adapt if they later realize they need a different format.
Q: Is it okay to ask about invoicing software multiple times?
A: Once is usually enough, but if you've had changes in your own system or their AP team has changed, it's fine to ask again politely. Frame it as "updating our records."
Q: What if the client uses a system I've never heard of?
A: Don't panic. Ask them for guidance—most AP teams are happy to explain their process. You can also research the system online or ask if they have a template or submission guide.
Q: How should I handle a client who doesn't respond to my invoicing question?
A: Send a gentle follow-up after a week. If you still don't get a reply, send your invoice in a standard format (like PDF) and include a note that you're happy to adjust if they have specific requirements. This keeps the process moving while you continue to seek clarity.