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How to Send an Invoice by Email: When a project is done, getting paid is one of the best parts. If you recently did work for a client and finished the project, you probably need to send them an invoice to get paid. Still, many freelancers and small businesses worry that they won’t get paid for their work and will be left without money. Even late payments can make it hard to keep track of your money.
The best way to avoid this is to follow some simple but important steps when talking to your client about invoice issues. Because of this, it’s a good idea to have an invoice email template that is clear and easy to understand.
How to Send an Invoice by Email
Creating an Invoice
- Your company information (name and business address)
- Your customer’s information (name and business address)
- Date issued
- Payment due date
- Itemized list of product or services provided
- Cost per product or service
- Taxes
- Discounts
- Late payment fees
- Total amount due
- Download an Invoice Template: Changing your cell blocks and writing in the headings can take a lot of time. Whether you use Microsoft Office or Google Suite, you can save time by downloading templates. When you download an invoice template, you’ll get a layout that’s ready to use. You only need to put the information in. These Excel and Word guides on how to make an invoice will show you how to do it.
- Use Invoice Software: If you want to further simplify the process of sending invoices, consider using invoice software. Invoice software, like FreshBooks and Zoho Invoice can help you create professional branded invoices in a couple of seconds. This can be a more efficient way to track your invoices, in contrast to making your own folders on your computer.
Prepare Your Invoice for Attachment
- For Microsoft Office or Google Suite Invoices: Whether you created your invoice from scratch or downloaded a template, you’ll want to save your invoice as a PDF. It’s important to save your invoice as a PDF so that it can’t be edited by anyone other than you.
- For Invoice Software: Every invoice software has its own procedure for downloading your invoice as a template. You’ll want to familiarize yourself with your software to learn the unique process, or check out their help center or online tutorials to learn more. These explainers from FreshBooks and Zoho will give you a better idea.
Attach the Invoice to Your Email
- Log into your email platform.
- Click your email platform’s button for creating a new email.
- “Compose” for Gmail and Yahoo
- “New Message” for Outlook
- Click the “Attach file” button, usually signified by a paper clip.
- Locate the invoice file in your computer storage.
- Double-click the invoice file to attach it.
Review and Send Your Invoice
- Double-check that the information on your invoice is correct.
- Next, verify that your email is free of grammatical errors.
- Finally, confirm that your attachment is attached.
Set a Reminder for Yourself
- Go to your Sent folder.
- Find the email you sent with the invoice attached.
- Hover over the email line.
- On the right, click the Clock icon.
- From the drop-down menu, click one of the preset reminders. You can also click “Pick date & time” to set your own reminder
Send Payment Email Reminders
It can be awkward to follow up on your invoice, but it’s a necessary business step. After all, the money you bring in is what keeps your business going. Even though your invoice should have clear payment terms that you and your client have already agreed on, that doesn’t always mean you’ll get paid on time. Here are some email templates you can use when a payment is overdue or the due date is coming up.
What is an Invoice Email?
A business or freelancer sends an invoice email to a customer or client who owes money for goods or services sold. An invoice is a piece of paper that shows how much money is owed and when it is due. Sending your client or customer an email with the amount owed and the due date will make sure you get paid on time.
An invoice can help you keep track of your books, keep track of your inventory, and avoid making mistakes on your business taxes so that the IRS doesn’t show up and cause a lot of trouble. Almost all small businesses need them and can’t do without them. Sending an invoice by email makes sure you get paid on time.