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How to Create an Email Invoice: Template and Tips

An invoice email can be tricky to write. Use our guide to learn how to write an invoice email.

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 you can save money for your business is by sending invoices via email rather than through the United States Postal Service. 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 benefit of switching from conventional invoices to email is that they're much faster. There's 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 that you can save on 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, there are many templates 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 on which the services were provided or the products shipped. This makes it easy for the customer to know why they're being billed and when they need to pay the invoice.

Invoice email templates

Templates make it easy to create a professional and appropriate email invoice quickly. Below, we'll provide templates for three types of invoice emails: standard, follow-up, and overdue.

If you use these templates 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 of the invoice.

Email invoice template

Subject line: Invoice [number] for [products or services rendered] due [date]

Hello [client name],

I hope you're doing well. Please see the attached invoice for [products or services]. This invoice is due on [date]. If you have any questions, don't hesitate to reach out via [communication method/s] at [contact information].

Thank you,

Sender name and email signature

Follow-up invoice email template

Subject line: Payment request for invoice [number]

Dear [client name],

I'm contacting you in regards to invoice [number] for [products or services rendered].

The payment due date is [date]. See the invoice attached to this email for more information.

Please let us know if you have any questions about this invoice or its due date.

Sincerely,

Sender name and email signature

Overdue invoice email template

Subject line: Overdue payment for invoice [number]

Dear [client name],

We have yet to receive payment for invoice [number], which was originally due on [due date]. The payment is currently overdue by [x] days.

Please let us know when we can expect to receive this payment. If you have any questions, don’t hesitate to contact one of our customer service representatives.

Sincerely,

Sender name and email signature

What to include in an invoice email

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 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

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 on 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 that your customers know how they can pay. Perhaps you don't accept Discover or American Express; if so, you must ensure that this is clearly stated.

Invoice email best practices

When sending email invoices, it's good to follow certain practices to ensure that you're managing your business and the invoices as effectively and efficiently as possible.

Here are some notable invoice email best practices.

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, you must keep a certain level of professionalism.

Write a clear subject line

It's important to write a clear subject line so that your customers know what the email contains. If you aren't explicit, the customer may ignore or even delete the email.

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.

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 30 days from the date on the invoice is customary.

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.

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.

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