If you're a business owner, chances are you're always attempting to find new ways to save money, as every company's goal is to earn (and save) as much as possible. One way to save money for your business is by sending invoices via email rather than through USPS.
Many companies are used to sending important mail the traditional way, but more and more companies are switching to digital methods of communication, and you should, too.
There are many benefits to sending email invoices besides saving your company money. One definite advantage of switching from conventional invoices to email is that they're much faster—no need to worry about a mailed invoice getting lost or damaged.
With email, you can rest assured that it'll arrive quickly and securely. You can also be sure that it's received by the person in charge of managing invoices. Another advantage of sending email invoices is saving space since you don't need to store paper or have a fax machine or printer.
You might initially be hesitant if you've never submitted an email invoice. However, many digital marketing templates are available that can make switching to digital invoices easy.
Here's a complete overview of email invoice templates, tips, and how to send an invoice through email. This way, you can create and send the best and most professional email invoices possible.
What is an invoice email?
An invoice email contains an official "bill" for products or services and is sent to a customer via email rather than traditional postal mail. The invoice breaks down exactly what a person is being billed for and why.
An invoice also contains other pertinent information, such as the date the services were provided or the products shipped. This makes it easy for the customer to know why they're being billed and when to pay the invoice.
Invoice email templates
An email invoice template makes it easy to quickly create a professional and appropriate email invoice. Below, we'll provide templates for three types of invoice emails: standard, follow-up, and overdue.
If you use an invoice email template to send out email invoices, all you need to do is fill in the relevant fields with the necessary information and attach a PDF document. Use our free invoice template to receive payment from your customers with ease.
Invoice emails can be tricky to write. Download our templates to write your own.
More and more companies have switched to digital communication, and you should, too.
What to include in an invoice email
Sending out invoices is more than a routine administrative task—it's an opportunity to communicate professionalism and ensure smooth transactions.
An effective invoice email goes beyond the basic transaction details, encompassing crucial elements contributing to a seamless financial interaction.
There are many elements you can include in invoice email templates. However, a few of the most common are:
Business branding
It's a good idea to ensure your email invoice contains your branding. This is an excellent opportunity to help people become familiar with your brand so that it becomes well-known and recognizable.
Contact information
Including your contact information in invoice emails is as important, if not more so, than including your company's brand information. Your customers need to know how to contact you and where to send their payment.
Invoice ID
An invoice ID, or invoice number, is essential to include on an email invoice, primarily for your own records. Invoice ID numbers help to identify a specific invoice, allowing you to keep them properly filed. This ID can consist of a number, letters, or a combination of both.
Detailed list of products or services rendered
An invoice details what you're requesting payment for. When sending an email invoice, you want to be sure that you provide a detailed list of products or services rendered so your client knows what they're being billed for. This makes the invoice clear, minimizing the risk of misunderstandings.
Due date
No invoice is complete without a due date because a client won't know when to send their payment without one. Not including a due date can also cause clients to delay their payments. It's always necessary to provide a due date on any invoice, no matter the circumstances.
Amount due
The amount due must be included in invoice emails, and it's nearly as important as the due date, if not more so. A client must know how much their payment is, so be sure that you include the amount due on every invoice.
Payment methods
You need to include which payment methods you accept in your email invoice so your customers know how to pay. Perhaps you don't accept Discover or American Express; if so, you must clearly state this.
Invoice email best practices
When it comes to invoicing, effective communication is key. Implementing best practices not only ensures timely payments but also reflects positively on your business.
From maintaining professionalism to the nitty-gritty details like subject lines and personalization, these guidelines will help you streamline your invoicing process.
Maintain professionalism
Regardless of the circumstances, you need to ensure that you maintain professionalism at all times. There may be moments when a client ignores the first or second invoice, which could be very frustrating. However, it would be best to keep a certain level of professionalism.
Write a clear subject line
Writing a clear subject line is important so that your customers know what the email contains. The customer may ignore or even delete the email if you aren't explicit.
Provide your contact details
It's crucial to include your contact details in your email invoices. How can your customers contact you if they don't have your contact information listed?
Personalize emails
You don't want to send a stiff, impersonal email to all your clients. By taking the time to personalize each email, your customers will be a lot more appreciative and cooperative. Include the client name, address, and other relevant information to help them understand that the invoice is for them.
Send the invoice early
Sending your email invoices early gives your customers enough time to gather the funds to pay for your services in a timely manner. Sending last-minute invoices isn't only unprofessional but also inconvenient and inconsiderate. Put yourself in your customers' shoes. Giving a customer 7, 15, 30, or 45 days from the date on the invoice is customary. Of course, the due date of the attached invoice depends on your contract with the customer.
Keep it simple
There's no need to write a long, drawn-out message in your email. It's best to keep it as simple and to the point as possible.
Be transparent
One of the most important things when it comes to how to write an invoice is being transparent. Being transparent is essential because you want your customers to trust you. If you aren't transparent, your customers might feel you're hiding something, which could cause them to look elsewhere for products or services.
Proofread
Nothing could be more embarrassing than representing your company with an email full of typos and grammatical errors. This is why it's crucial to carefully proofread each email before sending it.
How to handle overdue invoices
Handling overdue payment requests is a common challenge for businesses. To manage this situation effectively, consider the following steps:
Timely reminders
Send polite and friendly payment reminders before the payment deadline, reminding the customer of the upcoming payment obligation. Again, you should call out the invoice attached to your email payment request, along with any relevant payment details, such as your bank account information or any other information on how to pay you.
On the day the payment is due, send another reminder. Politely emphasize the due date and encourage prompt payment. These invoice reminders can be sent from your email marketing or accounting software, which comes in handy for invoicing and following up with multiple clients.
Clear payment terms
Clearly outline payment terms in your initial agreement or contact. Ensure clients understand when payments are due, the accepted payment methods, and what happens to an unpaid invoice, such as late fees or interest charges.
This information can also be included in your invoice email template as a regular reminder to your customers.
Your invoice attached to the email should also be detailed and well-structured, including a breakdown of charges and a transparent payment deadline. It should also include payment instructions to help avoid payment delays or overdue invoices. Consider allowing for an online payment to help you get paid faster rather than requiring that customers send a check in the mail.
Professional follow-ups
Keep in mind that some clients don't realize when an invoice is overdue. They may have forgotten the due date and need a gentle reminder.
If payment is late or overdue, follow up promptly with a professional and assertive invoice email message or phone call. Inquire about the reason for the delay and provide any necessary assistance to streamline the payment process.
Be prepared to know the invoice number to help them look it up in their systems. You can make it easier for your client to look up the invoice details by including "Payment for invoice number x" as your subject line.
Keep records of all communication. Document each reminder, including dates, times, and conversation details when you request payment.
Late payment consequences
There are various ways companies can help avoid unpaid invoices and late payments. The first is late fees. Communicate your late fee policy in your initial terms. Implement late fees for overdue payments to incentivize clients to pay on time.
Another option is to consider including terms that allow you to suspect services until the outstanding balance is settled. Unfortunately, while this option means you won't continue working without being paid, it can also upset the client, regardless of their reason for late payments.
As a last resort, you may need to consider legal action, such as sending a formal demand letter or engaging a collection agency. Be aware of the legal requirements in your jurisdiction and the terms outlined in your contract with the client.
Create an invoice email template on Mailchimp
An email invoice template can help save your company time and money, ensuring you can send invoices to clients quickly and efficiently. Sending your invoices via email can also minimize friction between you and your customers since everything is stated clearly in writing.
If you're ready to start sending invoices to your customers, use Mailchimp to create email templates. Making an email template in Mailchimp allows you to create a design you can reuse for future campaigns. You can also automatically send email invoices to clients once their orders are confirmed. This way, there's no delay and customers know what services they'll receive, how much is due, and when they have to pay.