How can I send an invoice through email?

Sending an invoice through email is an efficient way to request payments from your clients. A well-structured invoice email message helps establish clear communication, maintain trust, and ensure prompt payments. It also reflects professionalism, making a strong impression on your clients.

Include all necessary information, such as payment terms, invoice's due dates, and contact information like email address and phone number. This helps minimize confusion and reduce late payment risks. Keeping the body of the email concise and consistent in tone helps simplify the process and reinforce your brand’s credibility.

• Emailing digital invoices creates a clear digital trail, simplifying accounting and dispute resolution.
• By including a payment link in your invoice email, you can significantly reduce payment processing time. 

A well-designed invoice template reinforces your brand identity and portrays a professional image to your clients.

Steps to send an invoice via email

Here is a step-by-step guide to ensure your invoices are received, processed, and paid promptly:

Step 1: Choose the right invoice format

Start by preparing your invoice in a professional format, such as a PDF copy or through invoicing software. These formats maintain accuracy and consistency and ensure compatibility with most devices. Avoid editable files like Word documents to prevent unintentional changes.

Step 2: Write a clear subject line

The subject line should be concise and highlight the purpose of the email. For instance, ‘Invoice [#12345] for [Service/Project]’ clearly communicates the most important things about the message's content and grabs attention immediately.

Step 3: Craft a polite email message

The body of your email should be professional and courteous. Briefly thank your client for their business and mention the attached invoice. Include a brief description of the work or services provided. Clearly state the invoice id, due date, and payment terms. For their convenience, you can also include additional information about payment methods accepted (e.g., an online payment link).

Step 4: Attach the invoice

Attach your invoice using a secure and reliable method.  PDF is a universally accepted format that ensures your invoice appears precisely as intended.  Avoid sending large files that might get blocked by your client's email provider. If possible, use invoicing software that provides direct email integration for added convenience.

Step 5: Confirm delivery and follow up

Once you have sent the invoice,  consider sending a confirmation email to ensure it was delivered successfully.  A gentle reminder a few days before the due date can help ensure timely payment without straining client relationships.

What are the benefits of sending invoices via email?

Sending invoices via email offers businesses a range of advantages over traditional methods:

• Cost-effective: Electronic invoices eliminate the printing, postage, and paper costs associated with traditional invoices. Sending invoices electronically saves money and streamlines the billing process.
• Eco-friendly: Reduces your environmental impact by going paperless. Email invoicing minimizes paper waste and promotes a sustainable business practice.
• ‍Improved efficiency: Invoices are delivered instantly, expediting the payment process. You can also track email receipts and follow up on overdue payments more efficiently.

Key components of an effective invoice email

Here are the essential components every invoice email should include:

• Subject line: A concise and clear subject line that specifies the purpose, such as ‘Invoice #12345 for [Project/Service].’
• Professional greeting: Start with a polite and professional salutation, addressing the recipient appropriately.
• Invoice details: Include key details like the invoice number, issue date, due date, and total amount due.
• Payment terms: Clearly outline payment methods, deadlines, and any applicable late fees to avoid misunderstandings.
• Attachment: Add the invoice as a secure PDF file to ensure easy access and prevent alterations. Implement password protection or use secure file-sharing services for sensitive information. 
• Contact information: Provide your business’s contact details for any questions or clarifications.‍
• Closing message: End with a polite note thanking the recipient and encouraging timely payment.

Common mistakes to avoid when sending invoice emails

Even minor errors in your invoice emails can cause delays and frustration for both you and your client. Here are some common pitfalls to be careful of:

• Avoid using messy invoice email templates or unprofessional fonts. Ensure your invoice email is visually appealing and easy to read.
• Double-check all invoice details for accuracy. Typos or discrepancies can cause confusion and payment delays.
• Send invoices promptly after project completion or as per agreed terms to avoid any delays in payment.
• Clearly outline the due date, accepted payment methods, and any late fees. Vague instructions can lead to missed payments.
• Maintain a courteous tone in your email communication. An aggressive approach can damage client relationships.

Don’t overlook mobile optimization. Ensure that your invoice is easily viewable on mobile devices.

Legal considerations for invoice emails

Here are the essential legal aspects you must pay attention to while sending an invoice through email:

• Accurate details: To meet legal standards, the invoice must include all mandatory details, such as the business name, address, tax identification number, and payment terms.
• Digital signatures: E-signatures can add a layer of legal validity to your invoices, especially when invoicing international clients. Consider a reliable invoicing platform like Zomentum that offers secure e-signature options.
• Tax compliance: Verify that all applicable taxes, such as sales tax or VAT, are accurately calculated and displayed on the invoice.
• Data privacy: To safeguard sensitive client information, encrypt attachments and adhere to data protection laws, such as GDPR or similar local regulations.‍
• Record keeping: Retain digital copies of invoices as part of your financial records, as many jurisdictions require businesses to store them for several years.

Zomentum: Your partner in seamless email invoicing

Manual invoicing presents challenges for businesses, including time-consuming processes, increased risk of errors due to manual data entry, delayed payments without automated reminders, and difficulty tracking multiple invoices. These issues can negatively impact your cash flow.

However, MSP platforms like Zomentum streamline your invoicing process with powerful automation. 

You can send professional invoices directly from the platform and set up automated reminders for overdue payments, ensuring timely collections.

It also reduces time-to-sign by up to 70% with secure, built-in e-signature capabilities, maintaining a clear audit trail for all signed documents. Our platform allows you to set up an auto-collect schedule for regular clients and support multiple payment methods, making it easier for you to collect the payments.

Zomentum syncs seamlessly with popular tools like QuickBooks and Xero, eliminating manual data entry and maintaining accurate, up-to-date financial records.

Want to give Zomentum a try? Get a 30-day free trial today!