Get Paid With Grace: A Modern Woman’s Guide to Invoicing Like a Pro

This isn’t just about getting paid. This is about your freedom. Your ownership. Something that, through all the blood, sweat and tears, finally felt like yours. You didn’t start your business to chase payments, refresh your bank app like a slot machine, or write another “Hey, just following up…” email with your heart in your throat.

But when clients delay payments - or worse, ghost you completely - that freedom starts to feel fake. Because, all we’re asking for is a little R.E.S.P.E.C.T…not to be left hanging in total N.E.G.L.E.C.T.

This type of experience doesn’t just mess with your income. It rattles your sense of stability. It hijacks your mental space. It throws off your entire week, your cash flow, and sometimes your confidence. Moreover, it’s infuriating. You’ve delivered the work. You showed up. You honored the agreement. And now you're left refreshing your inbox, wondering if you somehow asked for too much just by expecting to be paid. 

A rock-solid invoicing system is the way to go about protecting your energy, your time, and your worth. So if you’re tired of feeling awkward about money - or just want to get paid faster, with zero ick - this guide is for you.

We’re about to break down how to:

• Look more professional (without hiring a designer)

• Choose the best tools for your stage of business

• And follow up with grace when clients delay

Because yes, you deserve to be paid on time. And no, you don’t have to become someone else to make that happen.

1. The Emotional Tax of Getting Paid Late (And Why It Hits Women Harder)

When a payment’s overdue, most women don’t charge late fees or call a lawyer and

go full “collections agency.” We generally go into overthinking mode:

➡ Did I follow up too soon? Too late?

➡ Maybe they’re just busy… should I wait another day?

➡ Ugh, I don’t want to seem desperate.

Does this sound familiar? If it does, this hesitation isn’t random. It’s a result of decades of false social conditioning. We were taught to be nice…  not to rock the boat… to make people comfortable. So, when it comes to setting boundaries around money, it can feel like a full-body shutdown.

Meanwhile, you’re trying to plan your month, pay your bills, maybe invest back into your business, but you can’t. Because someone else’s delay is now your mental load.

If you’ve ever felt small or guilty for following up… let this be your permission slip to stop apologizing and start protecting your peace.

2. Pick Your Power Tool: The 6 Best Invoicing Systems That’ll Save Your Sanity

Messy invoicing equals delayed payments. Full stop. If you’re tired of chasing money or manually following up, it’s time for a smarter system. 

We’ve rounded up 6 of the best invoicing tools out there. Each one was picked to help you get paid faster, look more professional, and feel in control (without needing a finance degree). Here’s the breakdown:

1. Wave – The Best Free Option (Perfect for Beginners)

Wave is a super intuitive invoicing and accounting tool made for solopreneurs and small business owners.

Why we love it:

• 100% free to use. You only pay 2.9% + $0.60 per credit card transaction & 3.4% + $0.60 per Amex transaction

• Create branded invoices in minutes

• Automatic reminders when payments are late

• Track income and expenses in one place

Things to know:

• Customer support is limited on the free plan

• No built-in proposals or contracts

• Can feel too basic as you grow

Best for: Side hustlers, freelancers, and anyone just starting out who wants a clean system without spending a dime.

2. Zoho Invoice – Free, And Surprisingly Advanced

A powerful tool from Zoho’s suite of business apps that lets you automate invoicing, set up recurring payments, and track time.

Why we love it:

• Free plan with up to 500 invoices/year

• Multi-currency support + tax setup

• Time tracking for hourly work

• Custom payment terms and branded templates

Things to know:

• Works best if you’re already using Zoho tools

• Limited integration with outside accounting software

• Free plan includes “Powered by Zoho Invoice” branding on invoices

Best for: Service-based businesses that want more automation and flexibility—but still want to keep costs low.

3. Square Invoices – Seamless Payments With Minimal Effort

A clean invoicing tool from Square that lets clients pay you instantly by card, ACH, or digital wallet.

Why we love it:

• Unlimited invoices on the free plan

• Accepts card payments with no fuss

• Set up deposits, due dates, and reminders

• Works beautifully with Square appointments and POS

Things to know:

• Square takes a cut: ~3.3% + 30¢ per card payment

• Advanced features (like custom fields) require the paid plan

• Start for free and add tools as you go

Best for: Coaches, creatives, and consultants who want clients to pay quickly - without chasing.

4. FreshBooks – For When You’re Ready to Run a Real Operation

A full-suite accounting platform that includes invoices, time tracking, expense logging, and a client portal.

Why we love it:

• Super easy to use - even if numbers stress you out

• Tracks when clients view your invoice (no more “I didn’t see it” excuses)

• Built-in late fees and auto-pay options

• Gorgeous interface that makes you look like a total pro

Things to know:

• Starts at $21/month, so it’s an investment

• Add-ons like team members, advanced payments, and payroll come at extra cost

• Extra users or clients cost more

Best for: Women who are growing their business and want an all-in-one tool to handle money, clients, and scaling like a boss.

5. Bonsai – The Full Workflow for Service-Based Entrepreneurs

A client management system that goes beyond invoicing - think proposals, contracts, scheduling, and payments in one flow.

Why we love it:

• Send a proposal → get it signed → invoice paid - all in one place

• Track project time and automate recurring invoices

• Looks sleek and professional with zero effort

• Automatic branding removal and advanced automations at higher tiers 

Things to know:

• No free plan

• Pricing is per-user and varies by feature level

• Starts at $19/month; $39/month unlocks more advanced tools

Best for: Entrepreneurs who want to look organized and elevated at every client touchpoint, without juggling 5 different apps.

6. Bloom – Creative Business in a Box

Bloom is a beautifully designed all-in-one platform made for creatives and freelancers who want to send polished invoices - without juggling five different tools.

Why we love it:

• All-in-one platform: invoicing, contracts, scheduling, and client portals

• Integrates with Cash App, Venmo, Zelle, and PayPal

• Offers payment schedules and auto-charge options

• Professional websites and live messenger widget included

Things to know:

• Free invoicing up to 5 invoices; paid plans start at $7/month

• Some features have usage limits on lower-tier plans

• Limited reporting tools, advanced reporting may require exporting to other software

Best for: Freelancers, solopreneurs, and small creative businesses looking to consolidate multiple business management services into one streamlined platform.

SKHB Tip

Pick one that matches your current stage. Don’t overthink it. The goal is progress, not perfection.

A tool that saves you 5 hours a month and gets you paid on time? That’s peace of mind… and you deserve it.

3. The Anatomy of a Professional Invoice That Gets Taken Seriously

A good invoice does two things: it makes it easy for your client to pay you, and it signals that you know what you’re doing.

Keep it simple, clean, and clear. Include your name or business name, your client’s info, a unique invoice number, a breakdown of the service, the total amount due, and when it’s due. If you use a tool like FreshBooks or Wave, most of this is handled automatically… you just fill in the blanks.

Break down your services in plain language. It helps your client understand exactly what they’re paying for. For example, instead of writing, “Coaching – $500,” write:

“2x 60-minute coaching calls + recap notes – $500.”

This reinforces the value and reduces pushback.

Always include your payment terms. “Due in 7 days” is clear. So is “Due on receipt.” You can also mention a late fee—it sets the tone, even if you don’t apply it every time.

And if your tool allows, set up automatic reminders. It saves you the awkward “just checking in” messages and keeps everything professional without you lifting a finger.

Small tweaks like these make a big difference in how seriously your work is taken and how quickly you get paid.

4. How to Get Paid Faster (Without Feeling Like a Nag)

It’s one thing to send an invoice. It’s another to actually get paid—on time. 

Start by setting payment terms before you begin the work. Add it to your proposal or onboarding doc. Something like “Payment due within 7 days of invoice” keeps expectations simple.

Send your invoice as soon as the work is done. Waiting only delays their urgency.

Make payment easy. Offer options like Stripe, Wise, PayPal, or bank transfer. The fewer steps they have to take, the faster you’ll get paid.

And use automated reminders. Most invoicing tools can send gentle nudges so you’re not the one chasing.

But what if the payment’s still late?

Here’s a simple 3-step follow-up you can copy:

1. Gentle Reminder: “Hey [Name], just checking in—wanted to make sure the invoice didn’t get buried.”

2. Firm Boundary: “Hi [Name], this is a quick follow-up on Invoice #___ which is now X days overdue. Please let me know if there’s any issue processing it.”

3. Final Notice: “This is a final reminder that payment for Invoice #___ is X days past due. If I don’t hear back by [date], I may need to pause future work or escalate this formally.”

Final Takeaways

A streamlined invoicing system does more than help you get paid.

It frees up your mind. It supports your pricing confidence. And it shifts you from “I hope they pay me” to “here’s how we do things around here.”

You don’t need a 10-step automation funnel or a finance team. You just need one solid system, a clear process, and the belief that you deserve timely payment, without the chasing game.

Now go set it up. Then close the tab and get back to building what really matters.