In this digital world, sending invoices over emails now makes more sense than sending the paper copies via mails. It is a speedy and efficient way. It eliminates any postal delays and allows your clients to proceed the payment faster.
It is also more convenient for your clients and allows you to establish real-time communication with them. So how do you create an invoice email? Well, in this guide we will discuss some simple yet practical tips to craft a perfect invoice email.
How to craft a perfect invoice email?
Now that you have your invoice with you, you have to send it to your client. But remember, you can’t just send a blank email with an invoice as an attachment. It can create confusion for the purpose of the email.
But by including a well crafted message, you can ensure effective communication and demonstrate professionalism. In addition to this, it is better for the sake of convenience and record keeping. Let’s master the art of creating a perfect invoice email:
Attachment
The first thing we have to be clear with before starting writing the invoice email is the attachments. When sending an invoice email, you can include various attachments as per your business needs and specific details relevant to the transactions.
For example, invoice itself, terms and conditions, product or service detail, agreements or contract page, tax forms, etc. While all of the other things vary as per the company, let’s talk about invoice. How to create an invoice?
So the first question that comes to our mind is how to create an invoice. Well, there are so many ways you can create an invoice. If you have invoicing software, your work becomes 10 times easier. But if you have just started a business, it is not feasible to get invoicing software.
You have to craft your invoice manually. You can do it from scratch using Microsoft or Google Suite. Or use an invoice template. If you want to create the invoice by yourself, here are a few things you need to include in it:
- Your company’s information
- Your customers information
- Invoice details
- Itemized list of products and service
- Cost per product or service
- Taxe information (if any)
- Discounts (optional)
- Late payment fee (if any specify)
- Total amount
- Payment instruction
Now that our attachment is ready,let’s begin writing the invoice email itself.
Subject line
The first thing that comes while writing any email is its subject line. While for other types of email, you may get a little creative and write compelling subject lines. But for invoice emails, you have to be rather specific. You can find the email subject line that works for you through A/B testing.
Write a clear subject line so that your customer can know what is in the email. Here are few examples:
Subject #1: Invoice #(Invoice number) from (Your company’s name)
Subject #2: Invoice #(Invoice number) from (Your company’s name) due on (date)
Introduction
Now let’s jump into the email copy. Start with a polite greeting and introduction for the email. You have to be specific about why you are writing this email and what the reader can expect in it. For example, you can tell them that in the latter part of the article, you can find your invoice and details for their recent purchase.
Invoice Details
Then start by specifying the invoice details. It basically includes specific information that identifies and outlines the transaction involved itself. So here is a breakdown of what invoice details includes:
- Invoice number
- Invoice date
- Due date
- Purchase order number
- Description of the goods and service
- Quantity
- Unit price
- Subtotal
- Taxes
- Discounts (if any)
- Total amount
Itemized List
After details, you have to include an itemized list. It is nothing but a breakdown of invoicing products, services or charges. It is in listical form so it helps to privedes buyers a clear and transparent view of what they are being charged for. Here is an example for the itemized list:
| Description | Quantity | Unit price | Total |
| Item A | 2 | $10 | $20 |
| Item B | 2 | $20 | $40 |
| Item C | 1 | $50 | $50 |
| Subtotal | $110 | ||
| Tax (10%) | $11 | ||
| Discount (20%) | $24.2 | ||
| Total amount | $96.8 |
Payment Instruction
Payment instruction in an invoice email guides the customers on how to make the payment. It should include clear and detailed payment instructions so that they are able to fulfill their financial obligations accurately.
And for smooth sailing make sure to include the account name, account number, Bank name and payment reference. Then if you accept the online payment you can offer the online payment options like credit card, debit card, bank transfer or UPI.
Example:
Visit our secure payment portal and follow the instructions to complete the transaction. Now if needed you can also include the specified currency mentioned in the invoice to avoid any processing issues.
If there is any deadline you can also mention it over here. And if there are any late payment charges you have to include it over here to be transparent.
Professional closing
After you have written all the things it is very important to close the email perfectly. As it is the concluding part of the email, make sure to express gratitude, reiterate your availability for queries and sign off in a professional way. Here is an example of a professional closing:
“Thank you for choosing (company name). We request your immediate attention to matter. We value your business and look forward to serving you again in the future.
And if you have any questions, concerns or required for the clarification about the invoice for the payment process please contact us on a dedicated customer support team at (your contact details).
We appreciate your time for reading this email. Looking forward to serving you in the future.
Best regards,
Your name
Your position
Your company
Contact details”
Other Things To Keep In Mind While Writing Invoice Email
Maintain professionalism
While writing the invoice email, you should maintain professionalism and consistency at all times. When you are writing on the behalf of a company, you have to be really polite and professional with the client. Even if they have ignored your email once or twice, you cannot show your frustration. Additionally, don’t use a personal or friendly tone when drafting the article.
Use clear language
When writing the email, you are representing your company. You have to use a consistent and clear language that aligns with the brand voice. Use words and phrases that your company uses and follow a cosmitnet pattern while writing the main invoice and follow ups.
Send the invoice early
It is always a smart move to send the invoice early rather than on the due date. It gives your customer enough time to arrange your payment and fulfill it on time or even before the time.
Plan for contingencies
Unfortunately, there will be many times where your client may forget about your first or second invoice and fail to complete the payment on time. And sometimes, even if they are willing to pay, your email may land up in a spam folder.
So it is always a smart move to plan for contingencies. You can send friendly reminders to your clients ahead of the due date. You can also prepare a follow up invoice emails to send.
- Payment confirmation email: After your customers have completed the payment, you can send them a payment confirmation email. So it acts as a former acknowledgement at reass your client that their payment was successful and it’s properly processed. It also records the transaction documenting the payment amount date and method.
- Friendly reminder invoice email: You can send friendly reminders for invoices to remind your clients about their pending payment and encourage them to make timely payments. It helps you to maintain a positive relation with your customers and reduce any chances of oversight on misunderstanding regarding the payment deadline. Also if there are any late payment fees, it can help your customers to avoid it.
- Past due date invoice email: Now say even after all those friendly reminders and invoice email your customer has to fail to make the payment on the due date. What will you do now? Well you can send them past due date invoice emails. It serves as a gentle yet formed reminder to the client that the payment is overdue. It can also prompt them to make immediate action to settle the outstanding amount.
Final words
In conclusion the invoice email serves as a communication channel that helps you to faster positive client relationship and insurance smooth financial transactions. By incorporating clear and concise language providing detailed invoice information, using a professional and friendly tone, your business can easily communicate with the clients and ensure timely payments. Additionally by planning for the contingencies and follow ups with your invoice email helps you to avoid any uncertainty or late payments.