How to write a strong invoice email: best practices and templates
Cue the drumroll: and congratulations! You’ve finished the project. The customer expresses joy. The last act-part is proceeding with the invoice email. Will the response be all- enthusiastic or a mute button? This final step can make or break your cash flow. A sloppy invoice email can lead to delays and frustration. There is a reason why people hate writing invoice emails, but it doesn’t have to be that way. Think of your invoice email as the final handshake after a successful deal—it should be professional, well-structured, and set the tone for a smooth payment process. In this guide, we’ll walk you through how to write an invoice email that is both polite and effective, speeding up payments while maintaining a positive client relationship.
Why a well-written invoice email is essential
The invoice email has a very interesting impact on the cash flow. Most of the time, when you write and send an invoice that is well-structured and professional looking, the chances to get paid significantly increase. This means you will have the required resources to keep the smooth operations of your company. Disagree? Invoice email can also go the other extreme and if badly written, it may result in delayed payments which will affect the cash flows negatively. With tools like Enty, you can set up recurring invoices and customize them to fit your needs, ensuring that your cashflow is healthy and regular.
Imagine this: only around 35% of those all invoices get paid in a timeframe of not more than 30 days which means that some 65% of the very same invoices get cleared after 30 days or even some months later. That's a lot of money placed on the bet called as unpaid invoice! By enhancing your deliverable invoice emailing process, you will be able to decrease this figure even further and vis a vis improve the time within which you receive your money. Using written explaining payment methods and addresses and telephone numbers in the invoice email explaining what the customer has to do in simple terms makes them want to pay faster than avoiding the payments.
Professional image
Your invoice email is not just an email where you ask for payment – it is your company’s brand. You can tell how a professional invoice email is written with the understanding that it will make the clients feel organized, careful and that the business means something serious to them. This is useful in gaining and consolidating the customers’ confidence.
Ever try to think why would someone be more likely to make a swift payment of an invoice if it was delivered in a well-structured, well-versed invoice email rather as a poorly-penned letter with missing dates and addresses? The invoice email for the client is one potential way to promote the image of professionalism whilst emphasizing the care for the client’s business.
Legal documentation
An invoice email is a casual piece of communication, which does not have legal value in itself. But it carries a significant legal weight. This has the benefit of being able to provide a timeframe in the case where several engagements occur within the same period. If any disputes arise after that, this may be particularly important.
To allow your invoice email to be efficiently, abused as a way of providing legal evidence:
Include all necessary details: information and contact details of the company, the client’s detail, the invoice detail and the service or product billed for.
Clearly state the payment terms: specify the amount due as well as the date by which it should be made.
Keep a record: ensure billing invoices and precisely email correspondence related to them are filed and kept.
A chart of your invoice email as an essential legal document gives you the upper hand to deal with risks associated with your business and leaves a net that captures all your transactions and all the dealings.
We all know that well formatted invoice emails do more than ensure payments, but nurture relationships, manage cash flows, and legally shield the company. Focusing on creating well-executed emails is crucial in not only facilitating payment to your firm, but also preparing the firm for growth.
Key elements of an effective invoice email
Now that the job is done, it is time to invoice. But how do you go about an invoice email that works? To this end, let’s identify the key ingredients to an effective and professional invoice email.
Clear subject line
Always remember that the subject line is the most important part of the email. Do not waste it. It must explain clearly what the client can expect when opening the message. A good formula to follow is: “Invoice [number] for [subscription/complaint] Humble’s Due Date”
Looking at such a style, the client would have read all the vital points at a glance without opening the email. To illustrate, “Invoice #12345 from ABC Company - Due Date 05/15/2023” is quite understandable. Be reminded that the difference between an opened email and one forgotten in an overcrowded mailbox may be a clear subject line.
Professional greeting
Make an effort to begin your email with a personalized salutation. Use your client's name to demonstrate that this is not a mass mailout and extends to them. The tone of your presentation should be business-like but warm. A simple “Hello [Client Name],” works perfectly. Then add a simple note appreciating clients for their business. This helps in creating the right mood for the rest of the correspondence.
Invoice details
In the body of your email, provide a concise overview of the invoice. Be sure to include key information like contact details and:
A brief description of the work completed
The total amount due
The payment deadline
Any specific payment terms
For example: "I'm writing to invoice you for the web design project completed on [Date]. The total amount due is $X,XXX, payable by [Due Date]."
Be clear and specific to avoid any confusion. If you're charging per project or per hour, make sure to mention this. Also, include any additional expenses that might not be covered in the main payment.
Payment instructions
Make it hassle-free for your client to pay you by giving them clear instructions on how to make payment. Make sure to specify if payment should be made by bank transfer or credit card or even other acceptable means. If there is an online system that your customer can use to make the payment, please place a button that would help them in making that instant payment. For instance, you can state: “This invoice can be paid through any of the following means: [List payment options]. And just for your convenience, if you wish, you can also use the ’Pay Now’ button at the bottom of this page to make an online payment.”
Bearing in mind that as long as the provision is made, the less effort the clients need to make in making payments, then the less time it is likely to take to receive payment from the client. Trying to add something in the lines of “The above payment should be made on or before the due date indicated inside” can also be helpful in soliciting the payment.
And don’t forget that with Enty, you can integrate multiple payment options, including bank transfers and card payments, which speeds up the payment process significantly.
When you attach on your invoice email these outlined essential points, you are paving way for a successful feedback. You are not only requesting for payment, but you are in fact offering a reasonable, effective, and professional interaction that values the client’s time and pays for the client’s payment as efficiently as possible. Still unsure where to start? No problem, Enty’s got you covered - benefit from pre-made invoice templates which can also be cutomized and scheduled according to your business needs. This way, positive relationships with clients would be sustained but so would the payments be made on time.
Best practices for structuring an invoice email
There are several important practices that you should adhere in creating an invoice email so that prompt payment will be achieved and you will still remain professional with the clients. This time, let's have a closer look at these best practices of how to write invoice emails.
Tone and language
In an invoice email, you must take into account the tone, language, and the subject line, as these factors will determine how the message will be understood – what you want to achieve is a combination of professionalism and warmth. Be courteous, yet remain succinct, avoiding the use of difficult language and phrases or technical terms that your client is unlikely to understand. Take note that your purpose is to explain the nature of the business transaction and why payment is required at an appropriate time.
Begin with a warm salutation, referring to your client by name. This minor detail shall enhance the persona and make the contact more appealing. After that, very briefly, thank the clients for their dealing up with you. As an example you can say, “Thank you for providing us with the opportunity to handle your web designing needs. We are grateful for your trust on our service.”
Discussing financial transaction options is always troubleshooting. Do mention total payable along with the deadline clearly. For instance something like “The total amount receivable from you for the web design work completed is $X,XXX and this amount is due on [Due Date]” will suffice.
Conciseness
In today's fast-paced business world, conciseness is key. Your clients are likely busy, so it's important to keep your email invoice template short and to the point. Include only the most essential information in the email body. This typically includes:
A brief thank you message
A statement that you've attached the invoice
The total amount due
The payment deadline
Available payment methods
Call to action
By keeping your invoice template concise, you're respecting your client's time and making it easier for them to process the information quickly.
Personalization
Personalizing your invoice email can significantly impact how your client responds to it. Beyond using their name in the greeting, consider including a brief message based on your past interactions or the nature of your working relationship. This shows that you value their business beyond just the payment they're providing.
For example, you might mention a specific aspect of the project you enjoyed working on or express excitement about future collaborations. This personal touch can help strengthen your professional relationship and make the invoice process feel less transactional.
Remember to use a tone that's appropriate for each client. Some may prefer a more formal approach, while others might appreciate a friendlier tone. Tailor your language to suit each client's preferences and your established relationship with them.
When you employ the outlined best practices concerning invoice email structure, you are already destined to succeed in that process. This process is not simply making indiscriminate demands on buyers; it is turning the professionalism around, thanking the client for doing business with you and easing the whole nervous payment interface. It is possible, in this way, to keep the relations with the clients friendly, while preventing payment delays.
Tips for prompt payments and professionalism
So, you've written your very best invoice email. Wonderful! But how will you make sure that the money rarely finds itself at the bottom of the client's out tray? In this section, you will find a few ways in which you can collect a promt payment without having to bark at the clients.
Payment terms
Being specific about the payment terms in your invoice email is very important. Make sure it is understood when and how you expect the payment to be made. For instance, ‘Net 30’ or ‘Pay attention to the payment.’ Explain the due dates explicitly so as to mitigate confusion. Apparently, 60 percent of invoices that contain instructions for the payment to clients get paid within those stipulations. This one fairly simple step can work wonders on your revenues.
Multiple payment options
Certain clients will find it more convenient to make their payments online, while others may prefer various methods of payment. Such methods may include any credit card, bank wire transfer, Paypal or even Cheques. The more client friendly you are, the faster your money will come into your pockets. Be sure to include all the alternative payment methods in the invoice email. This is in respects to the clients’ interest which is a good thing as it may lead to quicker payments.
Incentives for early payment
Promoting prompt payments may well shift the paradigm regarding how you deal with your cash flow. When proceeding to send an invoice, you can think about granting a minor discount to clients paying ahead of time. For example, a discount of 2 percent can be offered to everyone whose payments have been made within a period of 10 days from the date of the invoice. This can help in making sure that your bill does not end up being an unpaid invoice, as well as that your clients put your invoice as a priority especially in circumstances when they have several payments to make. But then again, make sure to check if this discount can work with your profit margins before putting it into practice.
Customizing invoice emails for different client types
Not all clients are the same, and your invoice emails shouldn't be either. Tailor your approach based on your client relationships and payment history. For long-standing clients with a good payment record, your tone can be more familiar and appreciative. For new clients or those with a history of late payments, you might need to be more formal and emphasize the payment terms.
Consider creating an invoice email template for different client categories. This allows you to maintain consistency while personalizing your communication. You might have one invoice template for new clients that explains your payment process in detail, and another for regular clients that's more concise.
Remember, the goal is to maintain professionalism while encouraging prompt payment. A great way to start is to try out Enty, an all-in-one solution to streamline your invoicing process and get paid faster. We’ve got all of these covered - automate everything from creating to sending invoices for electronic signatures, speeding up the entire payment cycle. Not only does Enty help you generate professional invoices, but it also offers features like recurring billing, discounts, auto-applied VAT, invoice reminders, and customizable templates. Plus, with built-in e-signature options, you can have your invoices signed and approved by clients in no time, ensuring that payments are processed faster. It's a seamless way to enhance the process of getting paid, allowing you to focus on growing your business.
Invoice email template
You've learned the key elements and best practices for crafting an effective invoice email. Now, let's put it all together with email templates you can use as a starting point for your own invoice emails. It incorporates the essential components we've discussed, making it easy for you to customize and send professional invoice emails.
Here's a simple and effective invoice email template:
Subject line: Invoice [Number] for [Product/Service] Due on [Date]
Dear [Client Name],
We hope this email finds you well. Thank you for choosing our [product/service]. We appreciate your business and trust in our work.
Please find attached is the invoice [Number] for [brief description of work completed]. The invoice contains all the necessary payment details.
Here's a quick summary:
Total Amount Due: [Amount]
Due Date: [Date]
Payment Methods: [List accepted payment methods]
To make the payment process as smooth as possible, you can use any of the following methods:
[Payment method 1]
[Payment method 2]
[Payment method 3]
For your convenience, you can also click the 'Pay Now' button below to process your payment online.
Call to action: Pay now
Please confirm that you've received this email and let me know when the payment has been made. If you have any questions about this invoice or need additional information, don't hesitate to contact us.
We look forward to receiving your payment and continuing our work together.
Best regards,
[Your Name]
[Contact Information]
And of course, don’t forget to insert the invoice attached! This invoice email template serves as a solid foundation for your invoice emails. Remember to personalize it based on your relationship with the client and the specific details of your transaction. By using email templates, you can ensure consistency in your communications and save time in the invoice email process.
When using this invoice email template, be sure to:
Fill in all the placeholders with accurate information
Adjust the tone to suit your brand voice and client relationship
Include any specific payment terms or conditions relevant to your business
Attach the actual invoice document to the email
By having a well-structured invoice email templates that contain your invoice attached ready to go, you can streamline your invoicing process and maintain a professional image. This approach can lead to more timely payments and stronger customer relationships, ultimately contributing to the success of your business.
Handling follow-ups and late payments
Even with the best invoice email practices, you might encounter situations where payments are delayed. Besides knowing gow to send an invoice, it's crucial to have a system in place to handle such scenarios professionally and effectively. Let's explore some strategies for managing follow-ups and late payments.
Reminder emails
Sending reminder emails is a crucial step in the invoice email process. You want to strike a balance between being persistent and maintaining a positive customer relationship. Here's a suggested timeline for sending reminder emails:
Send an invoice, and a friendly reminder 1-2 weeks before the due date
Send invoices with another reminder on the due date
Follow up one day after the past due date
Send invoices and weekly reminders thereafter
When crafting these emails, keep your tone professional yet friendly. Include the invoice number, due date, and total amount in the subject line to grab attention. For example: "Invoice #1234 for $5000 - past due today". In the body of the email, attach the invoice and provide clear payment instructions.
Pro tip: struggling to organize your invoices? A smart invoice number system can streamline your process and prevent confusion. Check out our guide to learn how.
Late payment policies
Having a well-defined late payment policy (sometimes stated in your email templates) can encourage timely payments and protect your cash flow. Here are some key elements to include:
Grace period: Consider offering a short grace period (e.g., 3-5 days) before applying late fees.
Late fees: Clearly state the amount or percentage you'll charge for late payments. This could be a flat fee or a percentage of the invoice amount.
Interest charges: You might choose to apply interest to overdue balances. Make sure this is clearly communicated in your initial agreement.
Be sure to include these terms in your original invoice email and any follow-up communications. For instance, you might say: "As per our agreement, a late fee of 2% will be applied if payment is not received within 5 days of the due date."
Escalation procedures
If your reminder emails and late payment policies don't yield results, you may need to escalate the situation. Here's a suggested escalation process:
Phone call: After several unanswered emails, try reaching out with a phone call. This personal touch can often resolve misunderstandings and prompt action.
Final notice: If you still haven't received payment after about 6 weeks, send an invoice and a final notice. This email should clearly state that it's the last reminder before further action is taken.
Collections agency: As a last resort, you might consider using a collections agency. They can take over the responsibility of chasing late payments, allowing you to focus on your core business.
Legal action: In extreme cases, you might need to consider legal action. However, this should only be done after careful consideration of the costs and potential outcomes.
Throughout this process, it's important to maintain professionalism and document all communications. This can be crucial if you need to take legal action later.
Remember, the goal is not just to get this paid, but also to maintain good relationships with your clients. By having a clear, fair, and consistent process for handling late payments, you can minimize payment delays and keep your business running smoothly.
Final thoughts
The art of the invoice email may not be rocket science, but it is a crucial skill every business owner needs to master. A thoughtful, well-structured invoice email does more than just ask for money; it reinforces your professionalism, communicates respect for your client’s time, and creates a smoother payment process for everyone involved. By implementing these tips—whether it’s perfecting the subject line, offering flexible payment options, following up at the right time, or simply using an invoice email template from Enty —you’ll be setting yourself up for success. So, start using an online invoicing tool like Enty, writing invoices with care and watch your cash flow grow stronger with each invoice you send.
