How to Write a Strong Invoice Email – 3 Examples/Templates

adminMarch 14, 2023

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How to Write a Strong Invoice Email – 3 Examples and Templates

As a freelancer or contractor, you need to send out invoices for your work. It’s important to craft these invoice emails in a way that gets paid as soon as possible.

In this article, we outline what you need to include to create a strong invoice email write. We also provide three simple invoice email templates that you can use to get your payments flowing.

Reading: How to create an invoice email

What is an invoice email?

An invoice email is an email that contains an invoice for goods or services. The purpose of an invoice email is to request payment for work done.

Invoice emails should be clear, concise, and easy for the customer to understand. They should also include any relevant information about the work you’ve done and how and when you expect to be paid.

If you’re writing an invoice email, make sure you include the include the following information:

Your name and contact information.
The name and contact information of the client or customer.
A detailed description of the completed work.
The total amount owed.
The total amount owed.
The invoice due date.
The invoice number (if applicable).
Your payment terms and methods.
A link to the online invoice or PDF attachment.

READ NEXT: Invoice vs. invoice: is an invoice the same as an invoice?

How to write a strong invoice email

If you have a When you email an invoice , there are a few steps you need to follow to ensure your customer knows exactly what they’re paying for and how they should pay you.

Personalize

Your invoice E-mail should be addressed to the client by name. It’s an easy way to make your email stand out from any other automated messages you may receive. Here are some ways to personalize your invoice email:

Add the name and brief details of the project.
Provide a link to a folder with previous invoices or payment history.
Add a personal note thanking you for your business.

Use a unique subject line

Your subject line should be clear and concise. It should tell the customer that they have an invoice to pay. Here are a few examples of how to write a clear subject line for your invoice email.

INVOICE: [your name] – [date]
Invoice number [ 123456] : [Your Name] – [Project Name]
Payment requested: [Your Name] – [Project Name]
[Your Name]: Invoice for [Date]

Include the amount owed and the due date

Make it clear how much the customer owes you and when the payment is due. This avoids confusion on your part and increases the likelihood that you will receive a timely payment. You can include this information in the body of your email or as an attachment.

Use plain, clear language

Your invoice email should be easy for the customer to understand . Use plain language and avoid technical jargon. If you must use acronyms, explain what they mean.

It’s also important to proofread your invoice email before sending it. Look for grammatical or spelling mistakes. This can make your email look unprofessional and confuse customers.

Attach your invoice in multiple ways

When you send your invoice, be sure to include it as an attachment Attachment. This allows the customer to download it and save it for their records. You should also include a link to the online invoice so they can access it later.

By including both an attachment and a link, you give the customer options for how they want to view and save it the bill. This can be useful if they’re short on time or prefer to access their bills online.

READ MORE: What is a PO Box? Number on an invoice?

Make it easy for customers to pay

The whole point of an invoice email is to get paid. To make it as easy as possible for your customer, include all relevant payment information in your email, as well as information on how you accept payments and any time limits or late fees that may apply.

You can also add a Add a link to your online payment gateway or a button that allows you to pay the bill with a credit card. By making it easy for them to pay, you’re more likely to get paid on time.

Need a professional invoice template? Check out our invoice template gallery.

Use a professional invoice template

A professional invoice template can save you time and help you get paid faster. By using a template, you can be sure that you won’t miss any important information in your invoice.

A professional invoice template will also make your email look more elegant and professional. This can help build trust with your customer and increase the likelihood of a timely payment.

More tips for emailing an invoice

Insert a Added a thank you message.A simple thank you can go a long way in building a relationship with your customer.
Don’t be afraid to follow up. If you haven’t received payment within a few days of the due date, contact your customer and see if they need help with their billing.
Check again that all of your billing details are correct . 61% of overdue payments are due to incorrect invoices, so accuracy is key to making payments on time.
Consider using a service. If you’re tired of chasing down payments, it may be worth using a billing and payment service. These services can automate the sending and tracking of invoices.

joist CTA to try a simple invoice email generator

Invoice email examples

To give you a better idea of how to write an invoice email, we have attached three invoice email examples below. These examples can be used as templates for your own invoices.

Example #1 – Generic invoice with email attachment

This example can be used as a general guideline for any invoice e mail.

Hello [customer name],

Thank you for your trust. Please find the attached invoice for [service rendered/product purchased]. If you have any questions, please do not hesitate to contact us.

Thank you,

[Your Name]

Invoice number: ____________

Amount Due: $___________

Due Date: __/__/__

[Your Name]

[Your Company Name]

[your email address]

Example #2 – First Time Customer Email

If you are emailing an invoice to a first time customer, this is a good idea to add some additional information about your company. This can help build trust and build credibility.

Hello [customer name],

Thank you for choosing [your company] for your [service/product]. We appreciate your business and look forward to serving you in the future.

Please find the attached invoice for [service rendered/product purchased]. As a reminder, our terms of payment are [net __ days]. If you have any questions, please do not hesitate to contact us.

Thank you,

[Your Name]

Invoice number: ____________

Amount Due: $___________

Due Date: __/__/__

Net Term: __ Days

[Your Name]

[Your company name]

[Your email address]

Example #3 – Repeat customer email

You can use a more familiar tone Use when you send an invoice email to a regular customer. This can help build a relationship and strengthen your relationship with the customer.

Hello [customer name],

Thank you for your trust. I have attached the invoice for [service rendered/purchased] to this email. Please let me know if you have any questions.

Thank you,

[Your Name]

Invoice number: ____________

Amount due : $___________

Due Date: __/__/__

[Your Name]

[Your Company Name]

[Your E- mail address]

Dealing with follow-ups and unpaid bills

Getting paid on time isn’t always easy, but there are a few things you can do to make the process smoother.

If you haven’t received payment within a few days of the due date, contact your customer and ask if they can he needs help with the bill. If you don’t get a response, consider sending a follow-up email or calling them. If an invoice remains unpaid, you may need to take additional steps to receive payment. This could include hiring a collection agency or taking your client to court.

READ MORE: How to Write an Email Containing Overdue Bills and Unpaid Bills: A Simple Guide for freelancers and SMBs

Follow-up email etiquette

When emailing a client about an unpaid bill, it’s important to maintain a professional and polite tone. This can help avoid misunderstandings or uncomfortable feelings.

Here are some tips on how to write a follow-up email:

Keep the email short and emphatically period.
Avoid sounding demanding or threatening.
Mention any late fees or interest that may apply.
Offer payment options or a payment plan .

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Add a link to the online invoice.

Follow-up invoice email template

If you need help getting started you will find a template for writing a follow-up invoice email here.

Hello [customer name],

I hope you are doing well. I just wanted to contact you about the invoice for [service rendered/product purchased]. It’s been a few days since the due date and I still haven’t received payment.

Please let me know if you need help with the billing or have any questions.

Thank you,

[Your name]

Invoice #: ____________

Amount due: ___________ $

Due Date: __/__/__

[Your Name]

[Your Company Name]

[Your Email Address]

Navigating Invoice Emails

Sending and receiving invoice emails can be a bit of a tricky process. But with a little practice, it becomes second nature. Always remember to remain professional, courteous, and patient.

If you’d like to learn more about how to streamline your invoicing process, visit our blog on how to create a sales invoice.