Knowing how to write an invoice email is a critical factor in getting paid on time. Your main goals are to let the recipient know what you want in a clear, concise and polite manner. Usually sent as attachments, vous will need a standardized email invoice template to serve as a brief cover letter and streamline your efficiency.
Here at Twilio SendGrid, we have Email Editorial 101 best practices and free templates to save time and headaches in your essential daily tasks. Read on for tips on billing emails, in particular, as well as a free invoice email template which you can use immediately. We have equalment added bonus email templates for invoice reminders and overdue invoices.
Tips for writing an invoice email
With our invoice email template, you don't really need any drafting advice. Simply fill in the blanks to personalize and create the perfect ready-to-send email! However, for the sake of thoroughness, we will include a few points here to explain why we have opted for this particular invoice and receipt template.
Avoid surprises with transparent prices and regular correspondence
Even with the perfect template, reactions to your billing email can be negative. You can avoid delays and customer dissatisfaction by committing to transparency in your stprice structure and communicating in advance any difference in expectations. If there are major changes from the planned total, you will need to send a preliminary email outlining why the upcoming invoice deviates from the previously agreed amount.
Better yet, if you see obstacles to completing your end of contract as planned, take a break and discuss options with the client to eliminate over budget surprises.
Keep your email simple but user-friendly
While the purpose of your email is to get paid, any type of regular correspondence with a client is an opportunity to solidify a relationship. You don't need to talk about your weekend plans or ask your client what is for dinner tonight. However, you want to customize thee-mail with the name of the client, expressing your gratitude for the business and providing enough information to make your client feel comfortable with the transaction. You will notice that our model uses plain language and expresses these points in as few sentences as possible.
Plan for the unexpected
Continued payments are a sad reality for many people who send billing emails. Even honest people are busy, forgetful, and perhaps juggle several financial obligations. Not to mention that emails can end up in a spam folder or end up in the wrong inbox. You may consider sending invoices one month before the due date, with a friendly reminder sent 1 or 2 weeks in advance if you have not received payment for the invoice immediately.
Additionally, you may need to create a past-due invoice template or 2 to prepare for when a customer does not pay promptly. Overdue invoice emails tend to be a bit more formal and firm while still maintaining courtesy.
Why use an invoice email template?
A business email should take no more than 5 minutes to send. If it takes longer than that, or if you're sending out a lot of invoices, there's no substitute for a quick and easy invoice receipt template that cuts that time down to 30 seconds or less.
Freelancers and small business owners often struggle to get paid on time. While there are many causes of delay, an easy-to-understand email invoice template usually attracts more attention, clarityifies payment terms and alleviates much of that hassle.
Email template for invoices
Ideally, you will create your actual invoice as a downloadable PDF that allows customers to print, easily save and download into their accounting software. The following Invoice Sending email template can be customized for your business and inserted in the subject line and body of the email.
Standard email template for invoices
Subject line: Invoice # [NUMBER] for [PRODUCT / SERVICE] due on [DATE]
Hello [CLIENT NAME],
I hope you are well. Please see the attached invoice # [NUMBER] for [PRODUCT / SERVICE] due on [DATE]. Do not hesitate to contact us if you have any questions.
[YOUR NAME AND EMAIL SIGNATURE]
BONUS - Follow invoice reminder template by email
Subject line: invoice n ° [NUMBER] for [PRODUCT / SERVICE] is due soon on [DATE]
Hello [CUSTOMER NAME],
J hope you are doing well. This is a friendly reminder that the attached invoice # [NUMBER] for [PRODUCT / SERVICE] is due in [TIME FRAME] on [DATE]. Please let me know if you have any questions.
Thank you for your business,
[ YOUR NAME AND EMAIL SIGNATURE]
BONUS - Overdue Invoice Email Template # 1
Subject Line: Overdue Invoice # [NUMBER ] for [PRODUCT / SERVICE] due on [DATE]
Dear [CUSTOMER NAME],
I ' hope you are well. We have not yet received payment for invoice no. [NUMBER] for [PRODUCT / SERVICE], which was due [NUMBER] days ago on [DATE]. Please let us know when we can expect to receive payment, and feel free to contact us if you have any questions or concerns.
[YOUR NAME AND EMAIL SIGNATURE, INCLUDING A PHONE NUMBER]
BONUS - Overdue invoice email template # 2
Subject line: Invoice n ° [NUMBER] for [PRODUCT / SERVICE] ** SINCE **
Dear [CUSTOMER NAME] ,
Attached is an invoice for the [PRODUCT / SERVICE] provided on [SERVICE / RECEIPT DATE], which was due on [DUE DATE].
Please note that late fees of [AMOUNT] will apply and the total amount due is now [TOTAL].
Payments are accepted via PayPal, Venmo, Apple Pay or on [WEB PORTAL LINK].
If you prefer , you cansee a check payable to [YOUR NAME OR COMPANY] at:
Please let me know when to expect payment and if there are any additional questions or concerns.
[YOUR NAME AND EMAIL SIGNATURE, INCLUDING A PHONE NUMBER]
How to send an invoice by email
Once you have your template, it's easy to email your invoice mail by:
- Added standardized subject line so customer can easily notice and locate it
- Insertion of the template in the body of the email
- Percustomization of the open fields of the model
- Attach the pending invoice by clicking on the paperclip symbol and locate the file
- Review the email to make sure you haven't missed any fields
- Send now or schedule a time through your application programming interface ( API)
We strongly recommend that you use an API like Twilio SendGrid as part of your process because you can design a template, test variations, schedule emails automatically, and track responses. If you are in business for yourself, you will find a wide assortment of resources on our site, including thefree target retail purchase receipt email templates which save time and money. hassle for self-employed and busy business owners.
Send your professional billing emails with Twilio SendGrid
Twilio SendGrid offers a simple and intuitive platform for creating templates and sending billing emails. We provide you with the basics to build successful large-scale email campaigns, including creating, testing, and tracking invoices for multiple clients.
By further automating your process, you will ensure that your company's billing emails meet the appropriate standards and are deliveredns error, which allows you to focus your attention and efforts on adding value to your business. Visit our Email API page to learn more!