How to write an invoice email
These days, most businesses prefer to send an invoice via email to their customers. Writing a quick email with an attached invoice is thankfully a straightforward process. Need to know how to send an invoice via email? Check out the simple tips we’ve listed below:
1. Include the most important information in the subject line
You should include details such as the invoice number and the payment due date in the subject line to make it immediately obvious what the email is about. That way, your invoice won’t get overlooked.
2. Speed up the process with an email template
If you invoice a lot, creating an email template that you can change the details of will allow you to send invoices quickly and easily.
3. Include the invoice as an attachment
Your invoice should contain all the necessary information the customer will need in the body of the email you send to make the payment. This information should also be attached to the email as a downloadable PDF. That will allow the customer to save it, print it or upload it to their accounting software, but - most importantly - not edit it.
4. Follow up on your invoice
Obtain the phone number of your payment point of contact and make a quick phone call to check that your invoice has been received and is with the right person or department.
Here’s a simple email invoice template that you can use:
Subject: Invoice [invoice number] for [product or service] due [date]
Hi [Recipient’s Name],
I hope you’re well. Please find invoice [invoice number] attached for the recent [product/service]. The payment is due on [date]. Please do get in touch if you have any questions.
Many thanks,
[Sender’s Name]
Overdue invoice payment emails
Unfortunately, it’s not always a case of sending out the invoice and sitting back to wait for the payment to be made. Sometimes invoices are missed or sent to the wrong person by mistake. Some customers also consistently pay invoices late, which is an increasingly common problem for many businesses.
If an invoice hasn’t been paid on time, here are a few email templates you can use:
1. Email reminder on the day a payment is due
Many companies schedule invoice payments on the due date, so there’s a good chance the payment will be made on time - but it never hurts to provide a polite reminder.
Subject: Payment due for invoice [invoice number]
Hi [Recipient’s Name],
This is just a quick message to remind you that invoice [invoice number], which I sent on [date], is due for payment today. All the payment details are specified in the invoice, which I’ve reattached for your reference.
If you have any questions, please let me know.
Many thanks,
[Sender’s Name]
2. Email reminder one week after payment was due
The invoice is now overdue, so it’s worth firming up your tone a little. However, you should still be polite and provide details about the invoice, including the invoice number and the due date, to help the customer find the invoice and make the payment.
Subject: Payment of invoice [invoice number] is one week overdue
Hi [Recipient’s Name],
My records show that the payment for invoice [invoice number], due on [date], has not yet been made. Could you please check this at your end and let me know when the invoice will be paid. If you’ve lost the invoice, please let me know and I’ll happily send you another copy.
Many thanks,
[Sender’s Name]
3. Email reminder one month after payment was due
Now things are getting serious. If a customer has still not made a payment one month after it was due and has not been in contact to explain why, you could have a problem. You should take a tougher stance but still keep it professional, despite the frustration you’re likely to feel.
Subject: Final payment reminder for invoice [invoice number]
Hi [Recipient’s Name],
I’m yet to receive payment for invoice [invoice number], which was due on [date].
Please be aware that as per my terms, I charge additional interest of [rate of interest] on payments that are more than 30 days past their due date. That interest will be added to the outstanding amount from today.
Please arrange for payment of [invoice amount] to be made immediately or contact me now if you have any questions.
Thanks,
[Sender’s Name]
Invoicing Mistakes to Avoid
It can be easy to send an invoice only to realise later that you've made some easy-to-avoid errors. Take a look at our list of top invoice mistakes to avoid hiccups along your payment process:
- Forgetting your payment due date. In every possible instance, try to specify an exact due date for your payment. Failing to set a specific due date for your payment can lead to avoidable confusion and late payments. Plus, setting a specific date also makes it easier to forecast your cash flow.
- Leaving out itemisation. Many clients prefer that their invoices be itemised since it makes it easier for them to track, record, and report on their expenses. Remembering to itemise your invoices is a good way to prevent clients from asking you to break down the services you provided later on.
- Not sending out your invoice on time. It's never a good idea to wait for customers to follow up about an invoice to see if it's been delivered. Promptly send your invoice on time to expedite the rate at which customers pay the funds they owe and never wait until you're at the end of their billing cycle.
- Sending an invoice to the incorrect recipient. It can be embarrassing, but it's not uncommon to send your invoice to the wrong person. Always double-check before you send an invoice that you've got the right point of contact so that you get paid on time and don't have to do everything all over again.
