Invoice workflow

Invoice Checklist: What to Check Before You Send It

Most invoice delays come from ordinary mistakes: the wrong client name, a missing purchase order, an unclear description, or payment details copied from an old template. A short final review protects your cash flow and looks professional without turning invoicing into a major administrative task.

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A simple way to do it

1. Check the recipientUse the legal or accounts-payable name the client has asked for. Include a contact or reference where their process requires one.

2. Confirm dates and numberingCheck the invoice date, the due date, and the invoice number. Each invoice number should be unique within your own records.

3. Review every line itemMake descriptions specific enough for a client to recognise the work. Recheck quantities, rates, discounts, and any tax treatment.

4. Verify payment detailsCompare the account or payment instructions with your trusted current record. Do not rely only on memory or a previous invoice.

5. Open the finished PDFRead the exported version as the client will see it. Look for clipped totals, missing text, and page breaks that separate a line item from its amount.

Common mistakes to avoid

Sending an invoice before reviewing the exported PDF.
Reusing a number from an earlier invoice.
Leaving a draft note or placeholder in the client-facing copy.
Changing bank details without a clear, verified process.

Take a final moment to inspect the exact file, image, or text you will share. That small check is often more valuable than another round of automated cleanup.

Questions people ask

Should I send an invoice as PDF?

A PDF is generally useful because it preserves the layout and is easy to store, provided the client has not asked for another format.

Can I correct an invoice after sending it?

Keep a clear record of corrections and follow your own accounting process. If a formal credit note is needed, obtain accounting advice.

Use the tool when you are ready

PDFTechnician is designed for everyday browser-based tasks. Your files are processed in the browser for the tool workflow, so you can prepare the result before deciding how to share it.

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