Billing might seem like a straightforward task: send your client the details, collect their payment, and you’re done. But as a business, the way you handle your billing process can make the difference in conversion. Businesses should make their billing processes as straightforward as possible to ensure quick payment cycles and limited friction in the payment process. Below, we’ll explain the basics of billing: what to include, how to work with electronic billing, and how to handle disputes.

What’s in this article?

• What does it mean to send a bill and how is it different from invoicing?
  
• What information should be included in a bill?
  
• How can you send a bill electronically?
  
• What should you do if the recipient disputes the bill?
  
• Can Stripe help with sending bills?
  

What does it mean to send a bill and how is it different from invoicing?

Often, the terms “bill” and “invoice” are used interchangeably. But in certain cases, there is a difference. A bill usually refers to a straightforward statement of charges owed, while an invoice is more formal, frequently detailed, and tends to include payment terms that allow the customer to settle within a set time (for instance, 30 days).

Businesses typically send a bill at the point of sale or immediately after they provide a product or service. Bills are used in scenarios where full payment is expected promptly (such as a doctor’s office bill or a meal at a restaurant). You send an invoice when you’re handling larger projects where a client expects an itemized record, when you have a schedule of payments or partial payments (e.g., net 30, net 60), or if accounting standards or your own internal processes require you to keep a more formal paper trail. Invoices are more common in B2B transactions, while bills are often used for B2C payments.

There is an overlap. Some businesses call every payment request an “invoice” to maintain consistent branding, even if the payment is due right away. Others use the term “bill” for what are technically invoices. It depends on the organization and the context. What’s important is that sending a bill means you’re asking for payment that should happen in the near future, with minimal need for back-and-forth between the business and the customer.

What information should be included in a bill?

To create a bill from scratch, keep a few basics in mind. Whether you’re charging for a product or a service, a bill typically includes:

• The seller’s name (or business name) and contact information (such as phone, email, and mailing address)

• Bill date

• Service descriptions (e.g., “Graphic design for March newsletter”)

• Unit prices

• Total amount owed

• Payment instructions

How can you send a bill electronically?

Some businesses still use paper bills, but electronic delivery is gaining popularity: the global electronic bill market is projected to grow from $13.74 billion in 2023 to $31.61 billion by 2032. Businesses can deliver a digital bill via email, text message, or a secure payment platform. Electronic delivery is convenient for customers because they can open the message wherever they are and pay on the spot, if the bill includes a link. Here’s how it works.

Choose a digital billing method

• Email: This is one of the easiest ways to send a digital bill. You can embed your bill in the message, attach a PDF, or use a billing template.

• Payments service platforms: If you use a payments service, you might generate a bill or a payment request within the platform. In many cases, the platform will let you send a link that the recipient can open to pay you directly online.

• Mobile apps: Some freelancers and small businesses use dedicated apps on their phones or tablets to send bills. These apps often integrate with payment solutions and handle the entire cycle, from bill creation to payment acceptance.

Prepare the bill in a digital format

The bill can be a PDF, a link to a secure web page, or an email that spells out the same details you’d have on paper. Ensure your design is legible on phones, tablets, and computers. If you’re creating a PDF, leave some white space around the edges so nothing is cut off on small screens.

Confirm the details

Double-check the recipient’s email address or contact number, the spelling of their name, and your total.

Deliver it

Attach the file or paste the link directly into the body of your email or messaging platform. Give your recipient a clear subject line and a polite note that summarizes the purpose (e.g., “your monthly design services bill—payment due in 14 days”).

Keep a record

Retain a copy of every bill you send. This might mean saving a PDF in a cloud folder or logging the transaction in a payment system. If you ever need to prove you sent the bill, you’ll have the document on file, along with timestamps that show when it was delivered.

What should you do if the recipient disputes the bill?

Even with the most transparent process, disputes can happen. Maybe the buyer is confused about a line item or was under the impression that the service cost less. Disputes don’t always mean a customer is trying to avoid paying—sometimes, it’s a matter of miscommunication or an overlooked detail. Here’s how to respond calmly and fairly.

Listen to the issue

Ask the recipient to clarify what they believe is wrong with the bill. For instance, do they think they were charged the wrong amount or charged for the wrong product?

Review the data

Cross-check the disputed items against your records. Gather any emails, proposals, or other material that shows how a price was calculated. Then, share the relevant parts with the customer in a way that’s easy for them to understand.

Explain calmly and fix any mistakes

If you made a mistake, correct it without delay. If you believe your charge is correct, clarify your reasoning. Keep your explanation as transparent as possible.

Negotiate if needed

There might be situations that call for a partial refund or an adjusted rate. If they occur, put the new agreement in writing and send a revised bill with the updated amount.

Follow up

Ask if the revised amount makes sense and if the recipient needs anything else from you. Communicating clearly can strengthen the relationship in the long run.

Can Stripe help with sending bills?

Stripe can simplify your billing process by automating tasks you are currently doing manually. It integrates with many accounting and ecommerce platforms, which can reduce repetitive data entry. This can help your business in the following ways:

• Payment requests and invoices: The Stripe Dashboard has options for generating new bills or payment links and sending them to the payer.

• Payment reminders: Stripe can send automatic payment reminders if an invoice or bill goes unpaid.

• Payment tracking: Stripe automatically tracks the payment status of every bill.

• Payment methods: Stripe accepts a variety of payment methods, from credit and debit cards to digital wallets and even local payment methods—depending on where you operate. That means your recipients can choose an option that suits their needs.

• Recurring billing: Stripe supports repeating charges for subscription-based businesses. You can specify how often charges should recur and Stripe will handle the rest, including reminders and updates if a card expires.

• Insight and data: The Stripe Dashboard provides graphs, charts, and exportable data so you can see when payments arrive, spot patterns in who’s paying on time, and receive updates on your finances in a single place.