Should I send a new invoice number after a rejection?

Only if the client voids the first invoice. Otherwise keep the same number and correct the field they named, so their records stay on one bill.

Is a missing logo why invoices get rejected?

Usually no. Rejection is almost always a missing number, date, tax ID, currency, purchase order, or the wrong recipient.

Does Billvale file the invoice with the client's accounts system?

No. Billvale makes the PDF. You send it to the email or portal the client gave you.

Guide · Get paid

Why invoices get rejected by clients

A rejected invoice is not a refusal to pay. It usually means the PDF cannot enter the client's payment system. Fix the document, then ask again.

Why a bill gets sent back

Larger clients rarely pay from a chat message. The invoice has to match a vendor record, a purchase order, or an accounts inbox. If a required field is blank, the bill sits in a queue or bounces back, and the due date never really starts.

No unique invoice number — the team cannot tell a corrected bill from the original.
No calendar due date — “Net 30” means different days to different companies. Write “Due 15 October 2026”.
Currency is only a symbol — write USD, EUR, GBP, or INR so the amount is unambiguous.
Legal names do not match — a nickname or trade name that is not on the contract gets held.
Tax ID missing when they asked for one — EIN, VAT, GSTIN, or the local number they put on the vendor form.
Purchase order missing — if they issued a PO, the number has to appear on the invoice.
Sent to the project contact — many companies only pay bills that reach accounts payable.

What to do when they bounce it

Ask which field failed. One sentence is enough: “Which item should I correct so this can be approved?”
Keep the same invoice number if this is a correction of the same bill. Do not issue a second number for the same work unless they ask you to void the first.
Rebuild the PDF with the missing line, then send it to the accounts address they name.
Note the new send date so you do not start a chase based on the old, rejected copy.

Line items that survive review

“Website work” is easy to dispute. “Homepage redesign, 12 hours, agreed 4 September” is not. Quantity, rate, and a short description that matches the quote stop the “this is not what we approved” reply.

FAQ

Should I send a new invoice number after a rejection?: Only if the client voids the first invoice. Otherwise keep the same number and correct the field they named, so their records stay on one bill.
Is a missing logo why invoices get rejected?: Usually no. Rejection is almost always a missing number, date, tax ID, currency, purchase order, or the wrong recipient.
Does Billvale file the invoice with the client's accounts system?: No. Billvale makes the PDF. You send it to the email or portal the client gave you.

Billvale creates document PDFs. Tax, VAT, and GST rules differ by country — confirm required fields with your client or advisor.

Create an invoice PDF