How to pay an invoice: Pay invoices on time using these tips and tools

Invoice payment is money exchanged for a service or product sold. The seller issues an invoice, and the customer pays the bill. It is part of the accounts payable process, and is also often referred to as bill pay.

While this sounds simple, figuring out how to pay an invoice can still be tricky.

This article will cover how to pay domestic and international invoices on time, using different methods.

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What is an invoice payment?

An invoice payment is money sent to a vendor, supplier, or service provider after they've delivered goods or services and issued a bill. It's part of the accounts payable process, and it's how most business-to-business transactions work.
There are generally two ways businesses pay for things:

• Immediate payment: You pay upfront with cash or a card. No invoice involved.
• Invoice-based payment: The vendor delivers first, sends an invoice, and you pay according to the agreed terms — often 30, 60, or 90 days later.

Most businesses prefer invoice-based payments because they offer short-term flexibility. You can use the goods or services before the bill is due, which helps with cash flow management.

How to pay an invoice step by step

Paying an invoice is straightforward when you follow a consistent process. Here are six steps to keep things organized:

1. Receive and review the invoice
   Check the invoice as soon as it arrives. Confirm the vendor name, amounts, item descriptions, and due date are all correct. Catching errors early saves time later.
2. Match the invoice to your purchase order
   Compare the invoice against the original purchase order or agreement. If the quantities, prices, or terms don't match, flag the discrepancy with the vendor before processing payment.
3. Check the due date and payment terms
   Look for the payment terms — they'll tell you exactly when payment is expected. Common terms include Net 30 (due in 30 days) or Due on Receipt. We'll cover these in more detail below.
4. Choose your payment method
   Select the method that works for both you and the vendor. Options include ACH transfer, credit card, wire transfer, check, or an online bill pay service. The right choice depends on the invoice amount, urgency, and whether the payment is domestic or international.
5. Schedule or complete the payment
   If you use accounting software like QuickBooks or an invoicing app, you can schedule the payment for the due date. For manual payments, double-check the recipient details and payment amount before hitting send.
6. Save payment confirmation
   Keep a record of every payment — bank confirmations, check images, or email receipts. If a vendor ever questions whether they've been paid, you'll have the documentation to prove it.

How to pay an invoice: Different methods for payment

When it comes to paying invoices, you need to select the right payment method.

The method you choose can make a difference in fees, speed, and practicality. Here's a quick overview:

How do I pay an invoice online?

To pay an invoice online, have your debit or credit card details on hand and enter them when prompted. There may be the extra step of authenticating the payment through a third-party security platform, too.

If you choose to pay an invoice online, the payment should go through swiftly. You won’t have to rely on slow and expensive postage, as you may with a check - especially if it’s an international invoice.

With some banks, such as US Bank, you have an online Bill Pay option to pay all your invoices and bills online in a single place.¹ This way, you won’t be pulling your hair out tracking down invoices to pay across various websites and platforms.

Pay your bills with QuickBooks and Wise

If you have international bills to pay, not only can you pay them at the mid-market rate with Wise, but now you can also sync Wise with QuickBooks. This can help you have a clear overview of your unpaid bills.

• You can see your unpaid bills in real time and pay them seamlessly from your ‘Bills’ page on Wise.

• Your bill payments and any other Wise transactions will be synced, matched and categorized in QuickBooks for simple reconciliation.

• Once connected, all bills you create in QuickBooks Online will automatically sync in real time to Wise, where you can choose which ones to pay.

Invoice payment by check

While it may seem old-fashioned to some, it’s still possible to pay an invoice by check.

With this method, you must remember to dot the i’s and cross the t’s, since there’s no taking it back once you’ve sent it. You’ll want to include a copy of the invoice you’re paying and the invoice number, too. This helps the recipient identify the payment.

The other factor to consider with paying by check is the time it takes to reach its destination. If you fail to factor in postage time, then you may have to pay a late fee.

How to pay an invoice with a credit card

If you choose to pay an invoice with a credit card, you need to make sure that you have enough funds and don’t end up in debt.

If you pay an invoice that’s issued in a different currency, you could pay a hefty currency conversion fee. This can be higher than the mid-market rate, at times.

It often works out cheaper to use a service such as Wise - which can save you time and money.

Digital wallets and payment platforms

Services like PayPal, Venmo, and Apple Pay are growing in popularity, but they're less common for B2B transactions. They can work for smaller, informal invoices — just make sure both parties agree on the method.

How to pay an international invoice

If you need to pay an international invoice, you might ask yourself which method is best.

Any of the methods listed above can work, but they will often involve fees and take a long time to process.

Even for online invoice payments.

While paying invoices online is one of the most convenient methods, you still might end up with unexpected bank fees.

You can set up a local account to avoid conversion fees. This isn’t without its complications, especially if you aren't a dual citizen of the country in question.

Luckily, there’s a solution that can save you money.

Check out Wise Business

Wise is here to equip you for business on an international scale. You can get local account details (routing number, IBAN, sort codes and more) in 8+ countries and pay like a local.

What are invoice payment terms?

Payment terms tell you when and how a vendor expects to be paid. They're usually printed on the invoice itself. Here are the most common ones:

Net 30 is the most widely used term in B2B transactions, but shorter terms like Net 7 or Net 15 are becoming more common — especially for small businesses looking to improve cash flow.³

How to pay an invoice on time - Top tips

It’s essential for your reputation that you pay invoices promptly.

It demonstrates professionalism and will always be appreciated on the other end. If that isn’t enough motivation to pay an invoice on time, there is also the threat of late fees affecting you and your supplier’s or contractor’s cash flow.

Here are some tips for paying your invoices on time:

Keep a schedule for your invoices

Invoices are a vital part of any business’ day-to-day, so try to develop a schedule that keeps you accountable for invoice payments.

It’s ok if you don’t have the organizational skills to do this yourself. Most businesses today use invoicing software like QuickBooks or an invoicing app. This can help make the process easier.

Most of these tools send you automatic reminders and payment links meaning you’ll be able to complete the payment on time, in one click.

Set up recurring invoice payments

If you need to pay regular invoices, it can be a good idea to set up recurring payments.

If the amount you need to pay a supplier each month, for example, is fixed, then a recurring payment will take care of your payments to that supplier in an arrangement that suits you both.

Some businesses even incentivize early payments with discounts. You could schedule your payments a day or two before the deadline to save some money.

For international payments, you can also set up recurring payments in over 70 countries with Wise.

Pay in the agreed currency

The moment you pay in a currency other than that specified in the invoice, you will incur currency conversion fees. These can be significant, as you don’t always get the mid-market rate.

As such, you should try to pay in the agreed currency by using a multi-currency provider, such as Wise.

With Wise, it’s possible to create local account details for different currencies, so you can pay invoices like a local.

How to get a customer to pay an invoice

If you’re on the other side of the invoice process, and you struggle with how to get a customer to pay an invoice, here are some things you can do.

Firstly, establish a clear payment date on the invoice you send.

There’s evidence from a study carried out by Xero that adding a shorter payment deadline can motivate customers to pay faster, even if they miss that deadline.³ Customers paid in 13 days on average when an invoice was sent with a one-week due date. With a three-week due date, payment was only received on day 25.

Another good idea is to provide the customer with various payment method options.

Electric invoices, for example, can help speed up invoice payments.

The issuing of electronic invoices can help guarantee prompt payment in a few ways:

• Sending the invoice online means the customer gets the invoice immediately;

• Offering online payment methods make the process as seamless as possible.

You can also include the option to pay in the local currency if you use a flexible international payment service such as Wise.

If payments are still arriving late, why not incentivize early payments by offering discounts if the customer can pay within 14 days, for example?

You could also go the other way and include late payment fees in your payment terms for past due invoices. Though of course this approach can be perceived as hostile by some, and could even cost you a customer or two.

How to pay invoices with the Wise Business account

With the Wise Business account, you can get local account details in multiple currencies to streamline the international payment process. Wise can also save you money.

Register a Wise Business account
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Having the option to pay invoices in the local currency makes things more convenient for your suppliers or contractors. It also makes it easier to pay your invoices on time.

You can see all your currencies in one place and move money around easily for international payments.

Frequently asked questions

How do you pay from an invoice?

Review the invoice details, choose a payment method accepted by the vendor (such as ACH, card, or check), and submit the payment before the due date. Keep a confirmation for your records.

How should I pay an invoice?

It depends on the amount, urgency, and whether the payment is domestic or international. ACH is a good default for US B2B payments. For urgent or high-value invoices, a wire transfer may be more appropriate. For international invoices, consider a multi-currency provider to avoid high conversion fees.

How do I make an invoice for payment?

Use invoicing software or a free tool like the Wise invoice generator to create a professional invoice. Include your business details, the client's information, a description of goods or services, the total amount due, payment terms, and accepted payment methods. For more detail, check out the ultimate guide to invoicing.

Can you refuse to pay an invoice?

Once an invoice has been issued for goods or services you've received, the vendor has a legal right to payment. If you're unhappy with what was delivered, communicate with the vendor directly to resolve the issue. Ignoring the invoice can lead to legal action.

Sources:

1. Stripe | Invoice Payment Methods 101
2. Nacha | What is ACH
3. Xero | Invoice Payment Terms
4. Nacha | ACH Network Volume and Value Statistics 2025
5. US Bank | Mobile & Online Bill Pay
6. Inc | 7 Tips for Billing Customers

Sources checked 19 March 2026.