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A comprehensive guide: How to send an invoice via email

Thus far, we’ve learned how to calculate billable hours and how to define billable rates. Before that, we dived into the world of invoicing and explored everything you need to know about how to write an invoice for your freelance work. To complete the holy invoicing trinity, we need to talk about how to send an invoice via email. We know it sounds simple, but there is much to be done before your invoice email reaches your client’s inbox. It needs more than clicking a button that says “send” to qualify as a proper professional document. So bear with us, and you’ll understand!

To the invoice by mail advocates

Sending an invoice by post is not practical anymore. Paper does not have the same power as it used to. It can be lost, stained and falsified. This guide is a chance to learn how to send an invoice via email. Give it a try and see if it works for your business needs. But first thing first, we should define what an invoice email is.

What is an invoice email?

In a nutshell, an invoice email is a digital way of sending invoices to your clients. Its higher purpose in life is to get you paid on time and without complications. It should be informative, concise and short in form.

Hence, it would be best if you had a plan. A well-thought plan on how to write an invoice email and send it like a pro. The advice that follows can limit the percentage of outstanding payments that haunt you professionally.

How to send an invoice via email step by step

Pay attention to your subject line 

Invoice email subject line

The subject line is the first and the most important thing that your clients will see. If you create it to be efficient and to the point, then the chances, that your invoice will be paid on time, increase. 

Therefore, you need to include in your subject line the specific invoice number, the project name, and your business name. This could be beneficial if you don’t have an invoicing and billing platform to help you with filing your invoices.

Choose the right recipient(s)

When writing an invoice email, be sure to send it to the right recipient. You should be careful to add all the appropriate recipients. For example, if you’re sending an invoice email to a corporation, then you should find the right department, the person that assigned you the project and even the accounting department.

Always attach your invoice

Never forget to include the invoice in your email. If you have created it in Word, you should turn it into a PDF. Then, attach it and name it with the invoice number and your business name. When the client downloads it, it will still be clear who the sender of the invoice was.

Work on your email body 

You should never send an invoice email without a text to accompany it. Ιt is ill-mannered and unprofessional. That text though, should not be something long and pompous. The best advice for the invoice email wording is to be informative and straightforward. You should let your client know about the issued invoice and ask them politely to honor their end of the deal while you thank them for the collaboration.

An invoice email message example

The following invoice email template is just a suggestion on how to write an invoice email. You can always add your twist and extra information you want to include in your invoice email. You could always insert an email template like this in your invoicing software, but more will be said about this later on.

Hi (Name of the company owner/ name of the contact person), 

I hope this email finds you well. I am contacting you to inform you about the invoice #20/0001 in regards to the project we’ve finished for you. 

Please find attached the invoice for your payment. The amount to be paid is _____ and it’s due by ______ (full date).

You can carry out the payment by clicking the link here or choose any of the other payment ways we’ve provided. Please reach out to us if you have any questions. 

It was a pleasure doing business with you.

(Your name/ Company name/ email address/ phone number)

More invoice-related emails to keep in mind

Apart from the primary invoice email, you may also need to send some additional ones to achieve your goal and get paid. The first one is the payment reminder email that works as a memory aid before the due period is done. This way, you can save yourself from the pain of having outstanding invoices. However, the second email, the past due invoice email is to be sent when your client has not settled their debts within the limits you’ve set.

On a happier note, there is also a third kind of email, the “Thank you, dear client, for paying your invoice” email. Typically, you send that when the amount due has been paid on time. Therefore, it’s an email of gratitude and thankfulness for your clients’ professionalism.

Do you feel like automating your workflow?

If the answer is yes, read on. 

Let’s explore why using an invoicing and billing software to send your invoice emails is better than doing it by post or by a simple email. Generally, invoicing and billing software streamlines your processes, and the invoice emails are not exceptions.

First and foremost, in your invoicing software, you have various invoicing templates to choose amongst, and most of the information is auto-filled. You also have an invoice email template that can be customized by you. After that, your email template text will be sent to your clients with a few clicks.

Invoicing platforms give you the option to have a full agenda with all your clients and their email addresses. If you have registered just one email address for a business, then the system can autofill that address and thus save you the trouble of searching.

The greatest reward that an invoicing software gives you is the option to send a secure link for fast payment to your clients. Then, they will be able to choose the payment gateway of their choice (credit card, Paypal, Stripe, etc.). On the other side, when a payment is due, outstanding and paid, you will get automatic reminders. Bonus software featurette, you also get notifications when your clients open your invoices/estimates, and when they make any changes to their information via the client portal, the intercommunicational zone between you and your clients.

Elorus, as an invoicing and time-tracking platform, has a free plan always available for the professionals that want to strengthen their business and streamline their working processes.

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