How to write an invoice email

Are you looking for some tips on how to write an invoice email? 

Read this article to discover how you can effectively write an invoice email and, more importantly, streamline the entire process to send personalized emails with your invoices automatically.

What is an invoice email?

After closing a deal and delivering the product or service, it’s time to collect payment. In order to get paid, you need to send your customer an invoice to request payment for the work you have done.

An invoice email is an email that a company sends to its clients to collect payment. It includes a detailed breakdown of what the client is being billed for, the total amount due and the payment terms.

Why is an invoice email Important?

Don’t downplay the importance of writing an effective invoice email. While closing a sale and delivering the service might seem the most important parts of the sales process, the way you present your invoice can significantly impact your payment process and client satisfaction.

An invoice email reminds your clients of their financial obligations and provides them with all the information they need to make the payment, which could prevent payment delays and defaults.

Tips for writing an invoice email

Write an effective subject line

It is common knowledge that businesses send and receive a large number of emails every day. If you don’t write a clear subject line, chances are that your email will get lost in the shuffle. Therefore, writing an effective subject line can drastically increase your chances of catching your recipients attention and convincing them to open your email.

That being said, you should neither reinvent the wheel or try to be wildly creative. Although sending an invoice can be a little awkward, don’t beat around the bush. You can go straight to the point and let the client know right away what your email is all about by including the word “invoice” or “payment” in the subject line.

Be clear and concise

Now that the recipient knows what your email is about, write a clear and concise email. Your goal is to provide clients with all the information they need to pay the invoice. 

Explain the purpose of the email and include the breakdown of the items or services provided, including the description, the total amount due, and the due date.

Use a professional tone

Adopt a professional tone and be polite. Even though it’s important to be clear and concise, always be polite and respectful. If your message is too abrupt, it could sound rude and pushy.

Demonstrate professionalism and let your clients know that they can reach out to you if they have any questions.

Attach the original invoice

Even if you include all the information in your email, remember to send the invoice as an attachment. If you send a downloadable PDF, your client will be able to save the file to keep their records.

Personalize your message

If you use an invoice email template, at least call your recipients by their names and add personalized details to the message. Personalizing your message and adding a human touch can help you strengthen relationships with your clients.

After all, building a long-term relationship can attract repeat sales and increase customer retention.

Automate your invoice processing

Streamlining your invoice processing is extremely important if you want to scale your business. Instead of sending all your invoice emails manually, you can automate the whole process.

By automating your invoice processing, you can save time and increase your productivity dramatically. What’s more, you can significantly reduce the risk of errors that commonly occur when you perform manual and repetitive tasks.

How to send personalized invoice emails automatically

With Sheetgo, you can streamline your invoicing process using tools you already know, such as Google Sheets, Google Docs and Gmail.

Our invoice template can generate customizable invoices and send them via email automatically. First, this automated workflow uses data from a spreadsheet to create a personalized invoice. Then, it creates a mail merge with Google Sheets and Gmail to send personalized emails automatically.