How to Send an Invoice Through Email

Sending invoices through email is a common and efficient practice for businesses today. An invoice serves as a formal request for payment for goods or services provided, detailing the transaction for both the sender and the recipient. Utilizing email for this process streamlines financial operations, offering a quick and trackable method for billing clients.

Preparing Your Invoice Document

Before sending, the invoice document itself requires careful preparation to ensure clarity and professionalism. It must include your business’s full legal name, address, and contact information, alongside the client’s corresponding details. Each invoice needs a unique identification number for easy tracking, coupled with the date of issue and the specific payment due date.

A detailed breakdown of the services or products delivered is essential, itemizing quantities, rates, and individual line-item totals. This transparency helps the client understand the charges thoroughly. The total amount due should be clearly stated, along with accepted payment methods and instructions, such as bank transfer details or a link to a payment portal. To maintain formatting integrity and ensure accessibility, saving the invoice as a Portable Document Format (PDF) file is highly recommended, as it preserves the document’s appearance regardless of the recipient’s software or device.

Composing Your Invoice Email

Crafting a professional and clear email message is important. The subject line should be concise and informative, typically including the invoice number and your company’s name, such as “Invoice [Invoice Number] from [Your Company Name].”

The email body should begin with a professional and personalized greeting. It should clearly state the purpose of the email—that an invoice is attached—and reiterate the invoice number and the total amount due. Briefly mentioning the payment terms and due date within the email provides a convenient summary for the client.

Common payment terms, often referred to as “Net X,” specify the number of days the client has to pay, such as “Net 30,” indicating payment is due within 30 days of the invoice date. It is also helpful to explicitly confirm that the invoice file is attached and to include your contact information for any questions. A polite and professional closing completes the message.

Sending the Invoice Email

Once the invoice document is finalized and the email message is composed, begin by attaching the prepared invoice file, preferably in PDF format, to the email. This ensures the recipient can easily open and view the document.

Enter the correct recipient email address(es). Before clicking the ‘send’ button, conduct a final review of the entire email, checking the subject line, the body text for any errors, and confirming that the invoice attachment is present and correct. This review helps prevent common mistakes and ensures a smooth transaction.

Following Up on Your Invoice

Timely follow-up is important to ensure prompt payment. If payment is not received by the due date, or if there’s no confirmation of receipt, a follow-up becomes necessary. A common practice involves sending a polite reminder a few days before the due date, or immediately after the payment due date if the invoice becomes overdue.

A follow-up email should be courteous, referencing the original invoice number and the outstanding amount. Re-attaching the original invoice for the client’s convenience can expedite the payment process. Offering to answer any questions or address concerns can help resolve any potential issues that might be delaying payment.