Gone are the days of creating invoices and sending them off via snail mail. Not only did this slowdown payment by days or weeks, but it also put businesses at risk for non-payment.
How?
Well, mail gets lost and misplaced all the time. Placing your invoices in the mail increases the odds of it being undelivered or delivered but misplaced by the recipient.
It’s just not a reliable way to handle your invoices. This is why knowing how to send an invoice via email is crucial. If you’re new to this and would like to speed up payments, then email is the way to go.
It may even help you to collect payments on time, which is a major issue with small businesses around the world, including the US, UK, Britain, and Australia.
Here’s a quick glance at the percentage of unpaid invoices for small businesses by region:
- 18% in the UK
- 11% in France
- 15% in South Africa
- 18% in Singapore
- 13% in the US
- 12% in Spain
- 15% in Ireland
Some of these businesses spend an average of 14-20 days chasing down these late payments. What a waste of time and man-hours that could otherwise go toward more productive tasks.
If you’re looking for a way to speed up the invoicing (and payment) process, then it’s time to learn how to send an invoice via email.
Let’s review several ways you can do so.
Creating a Professional Invoice
Before we begin reviewing the methods of emailing an invoice, let’s first take a look at how to create a professional invoice.
To start, the invoice should have a template that’s consistent so your customers quickly recognize your invoice. This includes implementing your logo.
There are key details that should be inside all of your invoices. This includes the full name of the customer and their contact details.
You can place this in the left or right top corner like this:
First Last
Address
Phone Number
Then add your business name (or legal name if you’re a freelancer) and your contact details, using the same format. It’s also important to include the invoice date (the day it’s sent) and the due date.
The due date depends on the agreement between you and your customers. Discuss in advance about the terms of payment. This includes how long the customer will have to pay invoices.
Some small businesses and freelancers give clients a week, two weeks, or even a month.
Each invoice also needs a unique number. This can be a series of numbers or alphanumeric strings. Now, ensuring that you don’t mix up or duplicate invoice numbers is key.
The numbers should be in order so that everything’s organized and easy to search. Some businesses create invoice numbers using the date, clients’ name, and/or special abbreviations based on the project type.
Be sure to include an itemized list of services provided, as well as a break down of the rates. This way, the total is easily understood and will prevent potential disputes.
It’s a good idea to discuss any late fees you’ll charge in the event the due date passes.
Next, let’s take a look at how to send an invoice via email.
Sending an Invoice as an Attachment
If you decide to create your own invoice, you can use a template or create one from scratch. Again, use the above tips to create an invoice that contains all the essential components to make it complete and professional.
Save your invoice in PDF format with a file name that makes it easy to find. For example, you can name it the invoice number and date.
Create a folder for all of your invoices so it’s all stored in one location.
Once it’s all set, you can log into your email platform of choice. Yahoo, Google Mail, Hotmail, or even your company email are just fine.
Open up “compose email” and select their contact information. In the Subject Line, put something like “Invoice #XXX for PROJECT Due XX/XX/XX.”
Make it clear what the email is about so it’s opened with the urgency it requires. Be sure to send it to the contact who hired you for the job, as well as the individual who’s responsible for paying you, if it’s someone else.
It’s a good idea to inquire about this in the beginning so you can write down the names and contact emails for the one who’s going to take care of your invoice.
Attach the invoice you created using whatever platform you chose. Then hit send.
You can even go as far as to add a read-receipt to the email so you know when it’s been opened. If it’s never read, then you know it may have gotten lost and needs to be resent.
What to Include in Your Invoice Email
When sending your invoice via email, it’s important to include a professional message. Don’t just send the attached invoice with a blank email.
Instead, you want to write a note that’s concise, polite, and quick. You don’t want to wait too long to send out your emails so be swift about it.
Then in your message, be polite about requesting payment. Being courteous goes a long way, especially when it comes to getting future work with a client.
Last, specify the amount owed, as well as the due date. And be sure to include the forms of payment you accept (the easier the better).
Here’s a quick example:
Hi {Client’s Name},
We’re reaching out to you in regards to the recent invoice #XXX for the {project name} we completed for you. You can find the invoice attached.
Please pay the balance of $XXX.XX by XX/XX.
You can make payment by clicking on this link here.
Or by mailing a check to:
{Company address}
Don’t hesitate to contact us if you have any questions or concerns.
Thanks!
{Your company name}
{Phone Number}
Emailing Invoices Using Software Platforms
When you want e-billing processes that are fluid, then opting for an invoicing platform service is ideal. This way, you can automate your entire invoice system.
With invoicing software, you don’t have to worry about designing your own template. It comes with templates you can use – just fill in all the necessary details, upload your logo, and you’re all set.
You can even save and manage all of your contacts so it’s easier to keep track. And speaking of tracking – all of your invoices are tracked (even your invoice numbers are auto-generated).
For instance, with invoicely, you can see pending invoices, as well as those that have already been paid. You can also set up recurring payment reminders until the invoice is settled.
In the platform, you’re able to see the total amount your business is owed based on all of the pending invoices you have. This makes it easy to manage your finances and prioritize clients who pay more and on time.
What’s more is that you can accept payments online. This includes payments using a debit or credit card or submissions via PayPal, Stripe, Mollie, and other platforms.
With the ability to accept online payments, you make receiving payments easier. Clients can handle your invoices with the click of a button, which means a higher chance of them paying you on-time.
It’s important to choose an invoicing platform that doesn’t charge enterprise rates. If you’re a small business or freelancer, then you need software that’ll charge a nominal fee so it’s not taking a large chunk of your business income.
With invoicely, you get to set up a free account which allows unlimited invoices, but does have limited available features. What’s better is that you can upgrade to several advanced accounts at a fraction of the cost other platforms charge.
Ensuring You Get Paid On Time
When creating and emailing invoices – however you decide to do it – it’s important to have terms and conditions that will help promote prompt payments.
One way to do this is to set up a policy that you go over with new clients. Have them sign an agreement regarding the policy so they know what to expect once they receive your invoice.
In your terms and conditions, clearly state what will happen if payments are late. For instance, you can charge a late fee (i.e. a percentage of the invoice owed).
Whatever you decide, be sure to give your clients notice so they’re not surprised when they see the fees tacked on when the due date passes.
Now that You Know How to Send an Invoice Via Email…
As you can see, creating and emailing invoices is rather simple when you have the right tools.
It all comes down to how quick and seamless you want the process to be. If you feel that managing and tracking your invoices all on your own is alright, then you can go with Microsoft and Google invoice templates.
However, if you want to automate the process and spend less time on billing and more time operating your business, then using an invoicing platform is ideal.
So which of these methods are you going to use for your freelance or small business? Let us know in the comments!