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How to Write an Invoice Email | Total Processing

How to Write an Invoice Email | Total Processing


Abdullah Abdelkafi


21 Aug 2021

Read time

7 Minutes



Once you have provided a service to one of your clients, you will need to get paid. To do this, you will need to create an invoice and send it to your client. One of the fastest and easiest ways to do this is to create an invoice email.

However, many small businesses or freelancers suffer from late payments and can even be left unpaid. One way to help minimise this risk is to create clear and easy to understand invoices that can help clients pay you quickly without any issues or confusion.

In this article, we will take a look at emailing invoices in more detail and share some advice on how to keep your invoice emails clear and easy to understand to help you get paid quickly and efficiently for your services. We will also share a readily usable invoice email template that you can use to make it easier to get paid!

How Do I Send an Invoice Through Email?

Learning to write an email with an invoice is a fairly simple process and involves following some key steps as well as some helpful tips to make it as easy as possible for your clients to process your invoice. Keep in mind that you can make use of invoicing software to generate invoices for you to help make the process easier. In addition, many payment gateways support basic invoice generation.

When you send an invoice email, make sure to include the relevant information in the document, such as your business name, the invoice number and how much you are charging your client. It is also a good idea to include your business name and address in the email header and/or signature block. If you don’t include all the necessary information in your invoice, your client may need to request a second invoice, or worse, simply not pay.

Include the Invoice as an Attachment

If you’re going to send an invoice via email, don’t paste the invoice into the body of the email. Instead, it’s best to include it as an attachment via a downloadable PDF file. This allows your client to easily download, save and print your invoice. In addition, they can easily upload your invoice into any accounting software they use.

Include All the Important Information in the Subject Line

It is likely that your client is regularly inundated with emails, so it is important you make it as easy as possible for them to find your invoice and resolve it. Be sure to include all the important information in the subject line of your invoice email, including the invoice number, due date, and your business name.

Consider Using an Invoice Template

If you are going to be sending regular invoice emails, consider using an invoice email template to save you time and effort. With an invoice email template, all you have to do is change the key information, such as dates and amount, and send off your invoice email.

Why Use an Invoice Email Template

The quick answer is invoice email templates will save you time. Writing emails from scratch can be time-consuming, particularly if you need to invoice large numbers of clients. With a template, you no longer need to type out a fresh email with every invoice. This is especially handy for freelancers or small businesses that provide a range of products or services.

In addition, a template is also a useful tool if you regularly email invoices to multiple clients as it will keep your invoice emails consistent amongst your client base. This also allows you to personalise each invoice email for each client with placeholders.

How Do I Create an Invoice Email Template?

When creating an invoice email template it is important that you make it personalised to you and your business. Not only should it reflect the type of business you run and the work you provide, but it should also reflect the type of relationship that you want to maintain with your clients.

However, you should also make sure your invoice email template is generic enough that it can easily be applied to any of your clients, allowing you to make quick changes when necessary. It can be a hassle to make invoices from scratch, so having a generic example can make the process much faster.

What Do You Write in Invoice Emails?

As with any email, start with a greeting and a brief message, especially if you haven’t spoken to this client recently. Then, let them know you are contacting them to invoice them and mention that you have attached the invoice to the email. Your invoice email should also include a brief description of the work you have completed for the client.

Next, include your rate, so the client is clear on how much you are charging. In addition, you should indicate whether the charge is for time worked or per project. It is also a good idea to add any other expenses which aren’t covered by the client’s payment, such as shipping, to avoid any potential surprises.

Keep Your Invoice Email Professional and Simple

Many freelancers and business owners worry about tone and how formal their invoice emails should be, or what they should include in the email. It is important to remember that the aim of an invoice email is to get paid. However, you also want your client to feel respected and appreciated to increase the chance of repeat business.

To ensure the email isn’t missed or ignored, keep it professional. Keep the language simple and precise and avoid the use of any jargon that the client may not understand. Avoid including too much additional information that might distract the client. This helps save you time as well as your client’s time.

Have a Descriptive Subject Line

The subject line for your invoice email should be unambiguous and clear, helping the client read and find your invoice email. It is a good idea to include important information in the subject line of the email as well. Things like your business name, the invoice number and the due date should all be included in the subject line.

Example Invoice Email Template

If you are looking for help on writing an invoice email template, you can use the following example as a basis of your own email template:

Subject: Invoice [Number] for [Service / Product] due on [Due Date]

Hi [Recipient’s Name],
I hope you are well.

Please see attached the invoice [Number] for [Service / Product], due on [Due Date].

Please don’t hesitate to get in touch if you have any questions or need clarifications.

Best regards,

[Your name and email signature]

This template example is clear, brief and professional without any unnecessary details or conversation. Of course, if you have a closer relationship with the client feel free to add more conversation.

How to Personalise Your Invoice Email

While keeping your email simple and clear, it is a good idea to personalise your invoice emails for each client to stop them from feeling like they have received a generic invoice email. Make use of personalised greetings, a brief message and branding so that your client knows you have put some time and effort into your invoice email.

This helps set your business apart from others who are using the same template and will make your customer feel like they have a more engaging experience with you.

Key Elements Of an Invoice Template

Your business name, logo and contact information

Invoice number

Invoice date

Payment due date

The payment amount

The services and/or products provided

Any additional details such as payment methods

Following Up On Your Invoice Email

Of course, sending an invoice email doesn’t always result in getting paid and you may have to follow up your invoice email. It can be worth getting in touch by phone, as it is possible your email has been missed or gone to the wrong person. If that doesn’t work, you may need to escalate the process and send a formal letter.

Be Polite But Firm in Your Invoice Message

Many freelancers find themselves having to chase payments from clients. Whether your client has a good explanation for their late payment or not, you shouldn’t let them avoid paying for your work. Make sure your invoice email is polite, but firm.

Automating Invoice Emails

There are a number of tools available to help you automate the process of creating and emailing invoices to your clients. This makes the process straightforward for you and your clients. By automating your invoice email process, you can also ensure that they all meet the same standard, and always include relevant information.

In Summary

The invoice email is one of the most important components of your business operation. If they are not clear and easy to understand you can frustrate your clients which can result in delayed payments.

A well-written invoice email is the first step in establishing a good relationship with your client, and getting paid on time. Use our invoice email template to create the perfect invoice email template for you and your business to make sure you don’t miss out on any payments.

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