The Perfect 5-Step Simple Invoicing Workflow for Creatives

Creating and sending invoices shouldn't be complicated. It should be fast, simple, and stress-free.

This 5-step workflow is designed for creatives — designers, creators, freelancers who want to invoice without the complexity of accounting software.

Follow these steps, and you'll have a system that works.

📖 Part of our invoicing guide series: This workflow is a detailed breakdown of the invoicing process. For the complete guide, see Simple Invoicing for Creatives & Designers or How to Invoice as a Designer or Creator.

The 5-Step Workflow

Step 1: Create Invoice (30 seconds)

What to do:

Open your invoicing tool (inv.so, template, etc.)
Select client (or add new one)
Add project description
Add line items with prices
Set due date

Keep it simple:

Client name
Project description
Line items
Total
Due date

That's it. No complex fields, no accounting categories, no tax settings.

Time: 30 seconds to 2 minutes

Step 2: Review Invoice (10 seconds)

What to check:

✅ Client name and email correct
✅ Project description clear
✅ Prices accurate
✅ Total correct
✅ Due date set
✅ Payment terms clear
✅ No typos

Quick review:

Scan for errors
Verify amounts
Check dates

Time: 10 seconds

Step 3: Send Invoice (10 seconds)

How to send:

Click "Send" (or export as PDF)
Invoice delivered to client
Status updates to "Sent"

Options:

Send via email (with link)
Send as PDF attachment
Share link directly

Make it easy:

Include payment link
Clear payment terms
Professional message

Time: 10 seconds

Step 4: Track Status (5 seconds)

What to track:

Draft (not sent yet)
Sent (awaiting payment)
Paid (payment received)

How to track:

Use invoicing tool dashboard
Or simple spreadsheet
Or notes app

Simple status:

See at a glance
No complex reports
Just status

Time: 5 seconds to check

Step 5: Get Paid (Instant)

When payment arrives:

Mark invoice as "Paid"
Note payment date
File for records

Payment methods:

Card payment (instant via link)
Bank transfer (3-5 days)
Check (5-10 days)

Best option: Card payments via Stripe link — instant and easy.

Time: Instant (if card) or 3-10 days (if check/transfer)

Total Time: Under 3 Minutes

Complete workflow:

Create: 30 seconds - 2 minutes
Review: 10 seconds
Send: 10 seconds
Track: 5 seconds
Get paid: Instant (card) or 3-10 days

Total active time: Under 3 minutes

That's it. No 20-minute invoice creation. No complex setup. Just fast, simple invoicing.

The Workflow in Detail

Step 1: Create Invoice

What you need:

Client name
Client email
Project description
Line items with prices
Due date

What you don't need:

Company setup
Chart of accounts
Tax settings
Accounting categories
Complex forms

Keep it minimal. Just the essentials.

Example:

Client: Acme Corp
Project: Brand Identity Design
Line Items:
- Logo design: $800
- Brand guidelines: $600
- Color palette: $400
Total: $1,800
Due: March 21, 2026

Simple and clear.

Step 2: Review Invoice

Quick checklist:

Client information correct?
Project description clear?
Prices accurate?
Total correct?
Due date set?
Payment terms included?
Payment link included (if applicable)?
No typos?

Take 10 seconds. Prevents mistakes.

Step 3: Send Invoice

Best practices:

Send promptly after completing work
Include payment link (if using card payments)
Clear payment terms
Professional but friendly tone

Email template:

Subject: Invoice #INV-2026-0001 — Brand Identity Design

Hi [Client Name],

Your invoice is ready: [invoice link]

Total: $1,800
Due: March 21, 2026

You can pay directly via the link above with a card, or let me know if you prefer another method.

Thanks!
[Your Name]

Short, clear, professional.

Step 4: Track Status

Simple tracking:

Draft → Not sent yet
Sent → Delivered, awaiting payment
Paid → Payment received

Where to track:

Invoicing tool dashboard (best)
Spreadsheet (simple)
Notes app (very simple)

No complex reports needed. Just status.

Example tracking:

INV-001 — Client A — $1,800 — Sent — Due March 21
INV-002 — Client B — $2,400 — Paid — Paid March 18
INV-003 — Client C — $800 — Draft

Simple and clear.

Step 5: Get Paid

Payment options:

Card payment (best) — Instant via Stripe link
Bank transfer — 3-5 business days
Check — 5-10 business days

When payment arrives:

Mark invoice as "Paid"
Note payment date
File invoice for records

That's it. No complex reconciliation needed.

Workflow Tips

1. Use Templates

Save time:

Create template once
Reuse for similar projects
Fill in details quickly

Templates save 50% of time.

2. Batch Create

If you have multiple invoices:

Create them all at once
Review together
Send in batch

More efficient than one at a time.

3. Set Up Payment Links

Make payment easy:

Include Stripe payment link
Clients pay instantly
You get paid faster

Card payments are 5-10x faster than checks.

4. Track Simply

Don't overcomplicate:

Use simple status (draft/sent/paid)
No complex reports needed
Just know what's paid and what's not

Simple tracking is enough.

5. Follow Up Promptly

If payment is overdue:

Send friendly reminder
Wait a few days
Follow up again if needed

Most late payments are just forgotten.

Common Workflow Mistakes

1. Overcomplicating

Mistake: Adding unnecessary fields, complex forms, accounting categories.

Solution: Keep it simple. Just essentials.

2. Waiting Too Long

Mistake: Waiting weeks or months to send invoice.

Solution: Send promptly after completing work.

3. Not Tracking

Mistake: Not tracking invoice status.

Solution: Use simple tracking system (tool, spreadsheet, or list).

4. Making It Hard to Pay

Mistake: Not including payment link or clear payment terms.

Solution: Make payment easy — include link and clear terms.

5. Not Following Up

Mistake: Not following up on overdue invoices.

Solution: Send friendly reminders if payment is late.

The Workflow in Action

Example: Brand Identity Project

Step 1: Create (1 minute)

Client: Acme Corp
Project: Brand Identity Design
Line items: Logo ($800), Guidelines ($600), Colors ($400)
Total: $1,800
Due: March 21, 2026

Step 2: Review (10 seconds)

Check: All correct ✓

Step 3: Send (10 seconds)

Click "Send"
Email delivered to client

Step 4: Track (5 seconds)

Status: Sent
Due: March 21

Step 5: Get Paid (3 days later)

Payment received via card
Mark as "Paid"
Done

Total time: Under 2 minutes of work. Payment in 3 days.

FAQs

How long should this workflow take?

Under 3 minutes for creating, reviewing, and sending. Payment time depends on method (instant for card, 3-10 days for check/transfer).

Do I need accounting software for this?

No. This workflow works with simple invoicing tools (inv.so, templates, etc.). No accounting software needed.

What if I have multiple invoices?

Batch them:

Create all at once
Review together
Send in batch

More efficient than one at a time.

How do I handle revisions?

Two options:

Include revisions in original invoice
Create separate invoice for revisions

Choose based on project scope.

What if payment is late?

Follow up:

Send friendly reminder
Wait a few days
Follow up again if needed

Most clients just forget.

Ready to streamline your invoicing? Try inv.so free — create and send in under 2 minutes.