Knowing how to write an invoice email is a critical factor in getting paid on time. Your main objectives are to let the recipient know what you want in a clear, concise, and polite manner. Typically sent as attachments, you’ll need a standardized email invoice template to serve as a brief cover letter and streamline your efficiency.
Here at Twilio SendGrid, we have Email Writing 101 best practices and free templates to save time and headaches with your essential day-to-day tasks. Continue reading for tips on invoice emails, in particular, as well as a free invoice email templateyou can use immediately. We also threw in bonus email templates for invoice reminders and past-due invoices.
With our email template for invoices, you won’t really need writing tips. Simply fill in the blanks to personalize and create the perfect ready-to-send email! However, for the sake of thoroughness, we’re going to include a few points here to illuminate why we opted for this particular invoice and receipt template.
Even with the perfect template, reactions to your invoice email can be negative. You can avoid delays and dissatisfaction from your clients by committing to transparency in your pricing structure and communicating any differences in expectations ahead of time. If there are major changes to the anticipated total, you’ll need to send a preliminary email describing why the upcoming invoice deviates from the previously agreed-upon amount.
Better still, if you see obstacles to fulfilling your end of the contract as planned, pause your activity and discuss options with the client to eliminate over-budget surprises.
While the goal 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’s for dinner tonight. However, you do want to personalize the email with the client’s name, express gratitude for the business, and provide sufficient information for your client to feel comfortable with the transaction. You’ll notice our template uses simple language and expresses these points in as few sentences as possible.
Chasing payments is an unfortunate reality for many people who send invoice emails. Even honest people are busy, forgetful, and perhaps juggling multiple financial obligations. Not to mention, emails can land in a spam folder or arrive at the wrong inbox. You may consider sending invoices a month before the due date, with a friendly reminder sent 1 or 2 weeks ahead of time if you haven’t immediately received payment for the invoice.
In addition, you may need to create a past-due invoice template or 2 to prepare for the time that a client doesn’t pay promptly. Past-due invoice emails tend to be a little more formal and firm while maintaining courtesy.
A business email should take no more than 5 minutes to send. If it takes longer than that, or if you’re sending out numerous invoices, there is no substitute for a quick, easy invoice receipt template that reduces this time down to 30 seconds or less.
Freelancers and small business owners often struggle to get paid in a timely manner. While there are numerous causes for delay, an easy-to-understand email invoice template generally commands greater attention, clarifies payment terms, and alleviates much of this hassle.
Ideally, you’ll create your actual invoice as a downloadable PDF that makes it easy for clients to print, save, and upload to their accounting software. The following send invoice email template can be customized for your business and inserted into the subject line and body of the email.
Subject line: Invoice #[NUMBER] for [PRODUCT/SERVICE] is due soon on [DATE]
Hi [CLIENT NAME],
I hope you’re 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.
Subject line: Overdue invoice #[NUMBER] for [PRODUCT/SERVICE] due on [DATE]
Dear [CLIENT NAME],
I hope you’re well. We have yet to receive payment for invoice #[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 reach out if you have any questions or concerns.
Kind regards,
[YOUR NAME & EMAIL SIGNATURE, INCLUDING A PHONE NUMBER]
Once you have your template, it’s easy to send your invoice over email by:
Adding a standardized subject line so that the client can easily notice and locate it
Inserting the template into the body of the email
Customizing open fields of the template
Attaching the pending invoice by clicking on the paper clip symbol and locating the file
Proofreading the email to ensure you haven’t missed any fields
Sending now or scheduling a time via your application programming interface (API)
We highly recommend using an API like Twilio SendGrid as part of your process, as you can design a template, test variations, auto-schedule emails, and track responses. If you’re in business for yourself, you’ll find a wide assortment of resources on our site, including free retail purchase receipt email templates that save time and hassle for busy freelancers and business owners.
Twilio SendGrid offers an easy, intuitive platform for creating templates and sending invoice emails. We provide the foundation for you to build successful email campaigns at scale, including creating, testing, and tracking invoices for multiple clients.
By automating more of your process, you’ll ensure your business invoice emails meet appropriate standards and get delivered error-free, allowing you to focus your attention and effort on adding value to your business. Visit our Email API page to learn more!
