Payday is one of the best parts of completing a project. If you’ve recently done some client work and finished the project, you probably need to invoice your client to get paid.
However, many freelancers and small businesses fear not getting paid for their work and ending up unpaid. even late payments can be a huge pain when managing your cash flow.
The best way to avoid this is by following a few simple but important steps when communicating with your customer about invoice matters. therefore, it is advisable to have an invoice email template for your invoices that is simple and easy to understand.
In this article we share with you tips and advice that you can use when sending an invoice email. We will also share a readily-usable invoice email template that will make it easier for you to get paid!
in this article. . .
- why use an invoice email template?
- how do I create an invoice email template?
- what is written in the emails emails?
- sample invoice email template
- how to write a cover letter for an invoice
- how do I email an invoice ?
- How do I write a formal letter? invoice?
- invoice email automation with billing software
why use an invoice email template?
The quick answer is that email templates save you time: with a template, you wouldn’t have to write the message every time you have to write an invoice email to a customer.
This is especially useful for companies with a variety of products or services, so they know what information is needed in the message and how it should be formatted.
A template is also a useful tool if you’re sending an invoice to multiple clients, as it ensures consistent messaging.
Another benefit of using templates for your invoices is that they can be customized for each customer by inserting their name and other relevant information into placeholders up front.
how do I create an invoice email template?
One of the most important things to consider when creating an email template is that it be relevant and personalized to your business or job. It should reflect not only the type of work you do, but also the type of relationship you have with your clients.
However, your email template should also be generic enough that it can be applied to most or all of your customers, allowing you to make quick changes when needed before sending.
Once you’re ready to compose your email, you can follow the steps below to create the perfect template to send to your customers. It can be a hassle to make invoices from scratch, so having a generic example can make the process much faster.
keep your invoice email professional and simple
Business owners often have trouble writing their billing emails. they are concerned about how formal they should be or what should be included in the letter.
The point of an invoice email is to get paid, but you want your customer to be more willing than just getting their money. you also want them to feel respected for their business transaction with you.
If you want to make sure your email doesn’t get ignored, it’s important that your email is professional. Keep language simple but precise: Avoid using too many abbreviations, complex words, or jargon that only a member of the company would understand.
The purpose of an invoice email is simply to send the invoice to your customer: it doesn’t need to contain much more information. For the sake of your own time and that of your client, all you need to include is a brief message thanking them for their business and noting that you have enclosed an invoice for their work. If you want to get paid on time, it helps to use an email that is short and to the point.
Have a Descriptive Subject Line
We recommend that you include the most important information in the subject line of the email. the subject line should be unambiguous: the customer should know that you are billing them when they see the subject line of your message in the list of emails in their inbox. otherwise, they may not even realize you’ve submitted an invoice, inadvertently delaying your payment.
We recommend that you include the invoice number and due date in the subject line when writing your email. for example:
invoice [number] for [product/service] due on [date]
This way you can make sure your client knows exactly why they are contacting you and that it is time for them to pay you for your services.
what is written in the invoice emails?
Your message should include a brief description of the work you have done for the client. You must indicate if your charge is per project or per time worked.
In addition, you must include your rate, so that the client is clear about how much you are charging. It’s also a good idea to add any other expenses that may not be covered by the customer’s payment (such as shipping) so there are no surprises.
As usual, your billing letter or email should start with a salutation. if you haven’t communicated with the recipient for a while, it’s customary to include a brief message.
then you need to inform your client that you are contacting them to invoice them for the work you have done and that you have attached the invoice to this email.
attach the invoice
We recommend that you attach your invoice as a file/document instead of including it in the body of the email. pdf is generally better, as it works on all different types of devices and operating systems, and can avoid compatibility issues. If you send the invoice as an attachment, your customer can also easily print it and keep it for their records.
use this invoice email template
If you are wondering how to write an invoice email, you can try using the following example invoice message:
subject: invoice [number] due [date] dear [customer], I hope you are well. please see attached invoice [number] for [completed project]. the invoice is due on [date]. feel free to get in touch if you have any questions or need clarification. Kind regards, [your name and email signature]
Please note that this sample invoice email message is short and to the point. You don’t need to include unnecessary detail or conversation unless you have a very close relationship with the client and feel it would be appropriate. this is of course at your own discretion.
how to customize your invoice email
It is recommended to personalize your email so that the client does not feel that they have received a generic invoice letter.
When you email your invoices, you should include a personalized greeting, so your customer knows you’ve spent some time and effort communicating. If you think it’s appropriate, you can also include a custom message in the body of the 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 engaged experience with you.
how to write a cover letter for an invoice
If you have worked on a larger or more complex project for a client, it may be appropriate to include a cover letter with your invoices. This invoice letter is an opportunity for you to describe your rates, the work you have done, as well as itemize your rate and explain why you have been charged the amount you have been charged.
Your cover letter should include some basic details about who you are and what you provide. Be sure to include your company name or company name on the invoice letter. You should also include a timeline of the project you have worked on, including start and end dates.
then you need to break down each task you completed as part of the project and how much you are charging for this. if you charge by the hour or day, include that as part of the breakdown as well.
how to write an overdue invoice email
If your customer hasn’t missed an invoice’s due date, you may need to contact them again to track the payment. It can be awkward to contact a client repeatedly about the same issue, but you should get paid for the work she has done for them.
be polite but firm in your invoice message
Chasing payments is sadly a common complaint when freelancing. Your client may have an explanation as to why he has not been able to pay you before the due date.
However, you should not let them avoid paying for your work. make sure your email is polite but firm. If this is the first time you’ve contacted your client to follow up, there’s no need to get too personal.
You can use the following email example to follow up on a late payment:
subject: re: invoice [number] due [date] hello [name], I hope you’ve been well. I just wanted to check with you about the invoice we sent out last week for [product or service]. Please let me know if there is anything else I can do to help get this paid off ASAP. Thank you! better, [your name]
As you can see above, when tracking a late payment, it’s important to provide the invoice number and due date.
how do I send an invoice by email?
If you are sending an invoice by email, it is best to include it as an attachment. You can also use billing software to generate invoices, as this makes the process easier (hint: we make a great one).
Also, you can use an email to send a link to an invoice you’ve generated through services like paypal. Many of these payment gateways support basic invoice generation.
when you send the email with the invoice attached, make sure to include the relevant information in the document, such as the name of your business, the amount you are charging and the invoice number.
It’s a good idea to include your company name and address in the email header or signature block, to make sure it’s clear you’re sending an invoice rather than other types of emails.
how do I write a formal invoice?
As we have explained in our detailed article on how to write an invoice, it is important that your invoice includes all the information required for your customer to process the payment. therefore, good invoice templates contain the following details.
key elements of an invoice template
- your company details (name, logo, contact information)
- invoice number
- full name and customer contact details
- invoice date
- due date
- amount due
- detailed list of services/products along with a breakdown of fees and prices
- additional details such as terms and conditions and payment methods
A good invoice template should allow you to break down each product or service into an item, and then indicate how much you charge for each item. this is the clearest way for your customer to see how much you charge and why.
When it comes time to get paid, itemizing your services also makes it much easier for the client to know how much they owe. if he doesn’t, certain customers may try to dispute the amount he has collected, causing unnecessary delays.
Unfortunately, late payments are often a part of freelancing, but if you break it down as clearly as possible, then you limit the chance of this happening as much as reasonably possible.
invoice email automation with hiveage
Tools like hiveage help you automate the process of creating invoices and emailing them to your customers. this makes the process very easy and significantly reduces the hassle for you.
By using software to automate your billing, you can limit the amount of energy you need to spend on administrative work and document creation and focus on the real work.
By automating the process of emailing invoices, you can also ensure they all meet the same standard and always include relevant information. you don’t need to worry about accidentally leaving out vital details like a unique invoice number or payment instructions.
With hiveage, you also have the option of having a pdf copy of your invoice attached to the email message. A reliable billing process set up this way with the right tools will ensure your small business finances stay healthy.
To summarize, the key benefits of automating your billing are that you can:
- save time
- reduce the number of errors and typos on your invoices
- add new features to billing emails, like additional payment methods or even an automated reordering system.
Depending on the type of business model you have, it is important that you choose software that is tailored to your specific requirements. In the case of hiveage, our main clients are freelancers and small businesses, and the service is optimized to make their lives easier.
in conclusion: elements of a good invoice email
Invoice email is one of the most important components to your business operation. if not done correctly, it can confuse and frustrate customers who may have difficulty understanding what you are asking for or how to respond to a payment request. A good invoice email includes a number of elements, including:
- invoice number
- due date
- amount due
- clear and easy-to-follow payment instructions
- a brief overview of deliverables or products sold
- notice when payments are due with an offer on how you will handle any past due balances.
A well-written email is the first step to establishing a good relationship with your customer and getting paid on time. use our invoice email templates, or better yet use our simple and powerful online invoicing software, to make sure you don’t miss payments!