In today’s business-oriented world, companies constantly look for ways to streamline operations and save money. One effective method is switching from traditional paper invoices to email invoices. Email invoices offer a cost-effective and efficient way to send and receive invoices. By switching from traditional paper invoices, businesses can save money on printing, postage, and storage.

Moreover, email invoices are faster, more secure, and easier to manage than paper invoices. They are less likely to get lost or damaged, and you can be sure they reach the right person. Plus, you’ll save space by eliminating the need for paper storage. However, new business owners might not be aware of what an email invoice is. How do I create and send it? In this comprehensive guide, we’ll go through all aspects related to email invoices, including some impressive emailing invoice templates and effective tips for you to follow.

What Is an Invoice Email?

An invoice email is a digital bill sent to clients requesting payment, such as “Please pay this invoice by [due date]” for goods or services provided. It includes a detailed breakdown of charges and payment instructions and often has an attached invoice document. This paperless method streamlines the billing process, improves cash flow, and maintains professional client relationships.

Neo offers ready-to-use email templates for invoices that you can customize with the help of AI. You can also add your new templates and craft great emails using generative AI and the Smart Write feature.

A professional email invoice includes the company logo, contact information, and invoice number. It also clearly mentions instructions on how to make payments (payment methods) and can be easily tailored to your business branding. You can also use it as a reminder or follow-up for due invoice payments. As per the PYMNTS study, 60% of small businesses have faced delayed payment, making optimizing the invoicing process essential.

Effective Templates For Writing Email Invoices (For Every Possible Situation)

Here are the effective emailing invoice templates:

Template 1: Standard Email Invoice

Subject: Invoice #[invoice number] from [business name] for [services]

Template 2: Standard Email Invoice

Subject line: Invoice #[invoice number] for [product/service] due on [date]

Template 3: Standard Email Invoice

Subject line: Find the Attached Invoice for [service name] for [month’s name] Month 

Template 4: Follow-up Email Invoice

Subject Line: Reminder: Unpaid Invoice #[invoice number]

Template 5: Follow-up Email Invoice

Subject line: Invoice #[invoice number] for [product/service] is due soon on [date]

Template 6: Follow-up Email Invoice

Subject Line: Your Attention Needed: Invoice #[invoice number] is Due on [date] 

Template 7: Past-due Email Invoice

Subject line: Overdue invoice #[invoice number] for [product/service] due on [due date]

Template 8: Past-due Email Invoice

Subject Line: Action Required: Clear the Invoice #[Invoice Number] 

Template 9: Thank You Email [For First Time Client]

Subject Line: Invoice [invoice number] Received: Thank You 

Template 10: Thank You Email

Subject Line: Payment Received For Invoice [invoice number]

Template 11: Thank You Email [For Late Payment]

Subject Line: Invoice [invoice number] Cleared 

How to Structure an Email Invoice? 

If you want to create an email invoice in less time and effort, then an email invoice template is the best way. It’s a quick and effective way to write a professionally looking email invoice by filling out some basic payment details and attaching a PDF document. There are several free-to-use invoice email templates available. You can use them to receive payment from your clients seamlessly. Here, we have discussed the most prominent three types of email invoice templates: standard, follow-up, and overdue.

Before that, let’s discuss what an emailing invoice template format should include. 

Source

Here’s a list of the key elements for an email invoicing template:

• Email Subject Line (clearly outline the product/service, invoice number, and due date)
• Greetings (include a welcome note to give a personal touch to the email, such as “Dear [customer name]”)
• Opening Statement (mention your well-wishes to your clients (like “Hope this email finds you well”) and include the purpose of the email (for instance, I’m sending you an invoice for “products/services” provided on {date}).
• Invoice Details (Invoice template should include invoice number, due date, detailed list of products/services, payment terms (e.g., net 30 days), and payment mode (e.g., credit card, bank transfer).
• Payment Information (ensure mentioning “please make payment to {payment details})
• Contact Information (for queries, please contact {your name} at {email} or {phone number}).
• Closing Statement (express your appreciation like “Thank you for your business. We look forward to working with you again in the future.”)
• Signature (it should include your name, your title, and your company name)

Some Useful Tips to Consider While Writing Email Invoices 

Practicing maintaining professionalism by mentioning product and contact details is crucial when it comes to email invoicing. Follow some useful tips to streamline your invoicing process:

1. Maintain Professionalism

You should always maintain professionalism while crafting an email invoice, regardless of the circumstances. Undoubtedly, there might be some moments when your client ignores or misses the first or second invoice, which frustrates you. However, you need to be calm and maintain a certain level of professionalism until you get a response from the client.

2. Write a Clear Subject Line

Remember, you must write a clear subject line so that your clients understand what the email is about. An unclear subject line may cause the client to ignore or even delete your email.

3. Include Your Contact Details

How can your client get in touch with you if you don’t mention your contact details? How will they make payment to you? That’s why you should always mention your business contact details in your email invoice template. 

4. Personalize Emails

It has to be noted if you want to establish long-term relationships with your clients, you can’t simply send a stiff email to all of them. Sometimes, you need to spend time writing personalized emails so your clients will feel more valued. To do this, incorporate the [client name], [address], and other useful details to project a clear purpose of that invoice.

5. Send the Invoice Early

Try to send an email invoice early, so your clients have enough time to gather funds to make payment for your products or services at a specific time. Sending a last-minute email invoice may look unprofessional and also cause problems for the client. Therefore, you should always send an email invoice at least 7, 15, 30, or 45 days prior to the due date.

6. Keep It Simple and Transparent

An email invoice should be well-written, simple, and less wordy. There is no specific rule for writing a long or short message. Instead, focus on the core pointers that you need to convey to your clients. Moreover, write an email invoice transparently, so if your clients have any queries or concerns, they might not hesitate to discuss them with you.

7. Proofread

While managing money can be one of the most responsible tasks, missing out on a single zero can create a huge loss. Therefore, it’s always best to carefully proofread email invoices before sending them to your client.

Wrapping Up

Crafting effective email invoices is an ideal way to increase your business and make profits. Choosing the right email invoice template and following these valuable tips can help your business streamline its invoicing process and receive your payments on time.

Don’t forget to write an email invoice in a simple, detailed, personalized, and friendly way so your clients will know about the payments you are asking for. Include a detailed list of services/products, due dates, due amounts, and payment methods so your clients can make payments at their convenience. Remember, whether you’re a seasoned business person or just a beginner, mastering emailing invoice templates can show your professionalism and help build client relationships.

Neo offers ready-to-use email templates that will help you save a lot of time. So, what are you waiting for, use these valuable templates and tips in practice, and watch how these email invoices help your business to stand out!

Frequently Asked Questions (FAQs)

1. What should I include in an invoice email?

For substantial projects, your invoice email should include:

• Invoice number
• Due date
• Due amount
• An itemized list of services/products
• Payment terms
• Payment methods
• Contact information

2. Why should I use an email invoice template?

Using a template saves time for repetitive tasks. It allows for a short, to-the-point email with the invoice attached and payment details, which is typically all that clients expect.

3. How do I email an invoice professionally?

To write an email invoice professionally, follow these points:

• Clear subject line with invoice number and due date.
• Attach the invoice as a PDF.
• Include invoice details in the email body.
• Mention payment methods.

4. Can I customize my invoice email message?

Yes, you can include additional information, such as payment terms or a thank-you message. However, ensure this doesn’t overshadow the primary purpose of requesting payment.

5. When is the best time to send an invoice email?

Generally, it’s best to send the invoice email promptly after completing the work. It ensures the client has all payment details and is aware of the deadline from the start.

6. Should I send a reminder for invoice payment?

Yes, sending a reminder before the due date is useful. A common practice is to send a reminder one or two weeks before the due date to prevent the invoice from getting lost in daily correspondence.