Invoice Email Tips: What to Include + Templates + Examples

Brace yourself, as we’re about to turn the seemingly tedious world of invoice emails into a thrilling ride you didn’t see coming.

Think invoices are as dry as burnt toast? Think again.

In our hands, they’re going to transform into freshly toasted, golden slices of business efficiency dripping with the honey of prompt payments.

As you embark on this adventure with us, we promise you one thing: by the end, you’ll be crafting invoice emails with the flair of a Michelin-starred chef preparing their signature dish.

So, strap in, grab your favorite caffeine fix, and prepare to dive into the rollercoaster ride that is—wait for it—email invoicing.

After all, in the business world, it’s the small changes that make the biggest waves. Ready to make a splash? Let’s dive in!

Basics of an Invoice Email

When you first decide to email an invoice, it might seem a bit daunting. You’re not alone in feeling this way. The basics of an invoice email are actually straightforward, once you understand them.

First, let’s crack the code of what to include in an email with an invoice. Your invoice email should always include a polite greeting, a brief explanation of the purpose of the email, the invoice attached, and a clear statement of when and how the payment should be made. We call this your invoice message.

It’s your chance to clearly communicate with your client and keep the tone professional and positive. Keep in mind that this email is essentially a form of invoicing email. It is a digital document sent to a client to request payment for goods or services provided.

Plus, an invoice email can also serve as a legal record of a transaction, so it’s crucial to get it right. From writing the perfect invoice message to the client, to attaching the invoice correctly – you’ve got this! Soon, you’ll be a pro at sending invoices by email.

Sample invoice email template
Sample invoice email template

Preparing Your Email Invoice

Preparing your invoice is a critical step and involves more than just filling in numbers. It’s your chance to create an invoice email template that you can reuse for each client, making your life so much easier.

A good invoice template for email will include a few key things, like your business name and contact information, a unique invoice number, and a clear list of your provided services or products along with their costs. And don’t forget, a well-prepared invoice should also show the total amount due and the payment due date.

So, let’s outline the steps for you:

Remember, your email invoice template is more than just a bill—it’s also an opportunity to reinforce your brand image.

From sending invoice emails, invoicing email templates, to the final email with invoice, your preparation sets the stage for a smooth transaction and professional communication. It’s all about being organized and maintaining a good relationship with your clients.

Invoice Attachment and Sending Process

Let’s take a look at the art of attaching an invoice to an email and the sending process. The way you present your invoice in an email is as important as the content of the invoice itself. “Attached is the invoice,” is a phrase you’ll become very familiar with.

Your client should be able to open the attachment without any hiccups, which means using a widely accepted format like PDF. An invoice attached email should be easy to navigate, professionally written, and contain a clear call-to-action for the client to make the payment.

Sample invoice email with attachment
Sample invoice email with attachment

Here’s your game plan:

Remember, your invoice email should be professional but not impersonal. Keep it clear, concise, and ensure your invoice attached email leaves no room for confusion. 

Along with the invoice, you might want to add the receipt into the attachment as well. Some accountants might want to have the receipt as well for bookkeeping purposes. To have the receipt in a standardized format, you might want to use a receipt template

Email Templates for Invoicing

Let’s talk about email templates for invoicing. They’re your secret weapon in speeding up your billing process and maintaining consistency. These pre-prepared drafts, known as invoice email templates or email invoice templates, can be a real game-changer for your business.

How To Make An Invoice
How To Make An Invoice

Initial Invoice Email

When it’s time to send the first invoice to a client, you need to make a good impression. Here’s an example of an invoice template for email that can be used in this scenario:

Subject Line: Invoice [#12345] for [Your Business Name] Services

Dear [Client’s Name],

I hope this email finds you well. Please find attached Invoice [#12345] for the services we provided in [month/year]. The total due is [amount], payable by [due date].

Thank you for your prompt attention to this invoice. Please don’t hesitate to reach out if you have any queries.

[Your Name]

This is the first email you’ll send to your client containing the invoice for the services or products you provided. The goal is to clearly state what the invoice is for, the total amount due, and when the payment is expected.

This template is designed to make it easy for your client to understand what they are being billed for. It’s essential to keep the tone professional and polite to set the stage for a smooth payment process.

Reminder for Unpaid Invoice Email

Unfortunately, sometimes clients forget to pay, and you need to remind them. Here’s an example of an invoicing email template that you can use for this situation:

Subject Line: Friendly Reminder: Invoice [#12345] Due for Payment

Dear [Client’s Name],

I hope this email finds you well. This is a friendly reminder regarding Invoice [#12345] which was due on [due date]. Please find the invoice attached for your convenience.

We would appreciate it if you could arrange for the payment at your earliest.

Thank you for your attention to this matter.

[Your Name]

Sometimes, invoices can go unpaid beyond their due dates. This could be due to a number of reasons – your client might have missed the initial invoice email, or they could be delaying payment.

This template is designed to gently remind your client about the outstanding invoice without sounding too harsh or demanding. The aim is to prompt the client to make the payment without damaging your business relationship.

Thank You for Payment Email

Finally, once you receive payment, it’s good practice to thank the client. Here’s a paid invoice email template that can be used for this:

Subject Line: Payment Received for Invoice [#12345] – Thank You!

Dear [Client’s Name],

I hope this email finds you well. We have received your payment for Invoice [#12345]. Thank you for your prompt payment.

We appreciate your business and look forward to serving you in the future.

[Your Name]

Once you’ve received payment, it’s good business etiquette to thank your client. This template is your chance to show appreciation for the prompt payment and to maintain a positive relationship with your client.

A thank you message goes a long way in reinforcing your professional relationship and sets a positive tone for future transactions.

Invoice Emailing Tips for Small Businesses

When it comes to sending invoices via email, even the smallest detail can make a significant difference. So whether you’re emailing an invoice for the first time or looking to refine your process, these tips can help streamline your approach and ensure you get paid in a timely manner.

7 Tips To Send the Perfect Invoice Emails
7 Tips To Send the Perfect Invoice Emails

Automate When Possible

Embracing automation can be a game changer for your invoicing process. By using invoicing software that offers email invoice templates, you can set up recurring invoices for long-term clients, automatically calculate taxes and discounts, and send out invoices without lifting a finger.

Automation doesn’t just save you time, it can also help eliminate human error, making your invoice emails more accurate and professional.

Be Clear and Concise

Clarity is key in invoice emails. Avoid complex jargon and make sure to include all necessary information: who the invoice is from, who it’s for, what it’s for, the total amount due, the payment due date, and the payment terms.

It’s also crucial to include any other relevant information such as bank account details or instructions on how to pay via online platforms. A well-structured and clear email for invoice reduces confusion and can speed up the payment process.

Send Invoices Promptly

Don’t wait around when it comes to invoicing. As soon as your product is delivered or your service is completed, send the invoice. The sooner you send an invoice email, the sooner it’s on your client’s radar, and the sooner you can expect to receive payment. Timely invoicing also shows professionalism and good business management.

Keep It Professional

Always keep the tone of your invoice emails professional. Your communication should reflect the quality and professionalism of your business, and invoice emails are no different.

Make sure to include your business logo, address, and contact information in your invoice email templates. Remember, each interaction with your client, including emailing invoices, contributes to how your business is perceived.

Follow Up

If payment isn’t made by the agreed upon due date, it’s important to follow up. A reminder can often be the nudge a client needs to settle an outstanding invoice. The key here is to remain professional and polite.

You can use an invoice reminder email template to maintain consistency. And if a client regularly pays late, it may be time to discuss and reevaluate your payment terms with them.

Converting Your Billing to Email Invoicing

Converting your billing to email invoicing can be one of the smartest moves you make for your business. Traditional paper invoices can be slow, inefficient, and prone to errors. But with email invoices, you’re in the fast lane.

An invoice by email gets to your clients instantly, no more waiting for the mail to arrive. And by using an invoice template for email, you can ensure your invoices look professional and consistent every time.

But remember, the switch isn’t just about sending an emailed invoice. It also means you’ll be receiving invoice payments digitally. So, you’ll need to have an online payment system in place. Plus, you’ll want to notify your clients about this change in your process.

A well-crafted invoicing email template can help you communicate this transition smoothly. So why wait? Start sending invoices by email and watch your business processes become faster, more efficient, and more eco-friendly!

Frequently Asked Questions on Writing Invoice Email

Let’s touch on some common questions you might have when writing your invoice emails:

How can I make sure my invoice email doesn't end up in the spam folder?

Well, this is a very legitimate concern. After all, if your invoice emails don’t reach the client’s inbox, it could delay payment. Here are a few tips to avoid that: Firstly, make sure your email subject line isn’t spammy.

Avoid ALL CAPS, too many exclamation points, or words like ‘free,’ ‘act now,’ or ‘urgent.’ Also, it’s a good idea to ask your clients to add your email address to their contact list. This can greatly decrease the chances of your invoice email ending up in the spam folder.

How often should I follow up if I don't get a response to my invoice email?

Knowing when to follow up can be a bit tricky. The first step is to have a clear payment policy in place and ensure your client is aware of it. If payment hasn’t arrived by the due date, it’s time to send a polite reminder email.

If there’s still no response after a week, consider sending another reminder or making a phone call. Your approach may vary depending on your relationship with the client and the amount of the invoice, but always maintain professionalism.

Invoice email second follow-up
Invoice email second follow-up

What should I do if the customer doesn't pay the invoice?

First, follow up with reminders and consider offering a payment plan. If the customer still doesn’t pay, you might need to involve a collections agency. 

Another solution is invoice factoring, where you sell your unpaid invoices to a third party at a discount. This gives you immediate cash and shifts the responsibility of collecting payment to the factoring company, helping you maintain cash flow without dealing with non-payment issues directly.

Should I include a read receipt with my invoice email?

Including a read receipt with your invoice email can give you peace of mind that your email has been seen. However, not everyone feels comfortable with them. Some people may see it as an invasion of privacy.

It might be a good idea to ask your client for permission before you start using read receipts for your invoice emails. Alternatively, you can use email tracking tools that give you this information without the recipient knowing.

Key Takeaways on Writing Invoice Email

We’ve certainly covered some serious ground in the world of email invoicing. From understanding the basics of an invoice email, preparing your invoice, attaching and sending it properly, to the art of crafting a professional and effective email template.

You’re now equipped with the skills needed to improve your business operations and speed up payments.

You’ve also explored some crucial tips for small businesses, like the power of automation, the necessity of promptness, maintaining professionalism, and the importance of follow-ups.

Plus, let’s not forget about the valuable move of converting your billing to email invoicing, which has the potential to boost efficiency and eco-friendliness all at once!

Lastly, we tackled some common questions that can help you avoid spam folders, determine follow-up frequency, and consider the use of read receipts.

Each of these nuggets of knowledge contributes to a more effective invoicing process. But, remember—every business is unique, and it’s important to tailor these insights to suit your specific needs and goals. Here’s to smoother invoicing and swifter payments!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

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Edgar Abong

Edgar is a skilled software developer with a passion for building and evaluating software products. His expertise in software development enables him to provide in-depth evaluations of software products. He can draw out insights about features, functionality and user experience.

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