18% of small businesses in the UK, 13% in the US, 15% in South Africa suffer from unpaid invoices.
Not just these countries, many other small businesses around the world have to chase late payments or even struggle with unpaid invoices.
Manual invoicing is a reason why small businesses don’t get paid promptly. It’s unfortunate, but it definitely isn’t the end of the world! You always create and send invoices the traditional way, why not switch to the digital platform?
Of course, like any other business, even you wish to speed up payments, right? Then it’s time to learn how to send an invoice via email. It is one of the preferred solutions for small businesses and freelancers – send an email requesting payment for your goods and services and get paid quickly.
Here’s what you need to know about how to send invoices via mail:
What should your invoice include?
Well if you have decided to invoice your client via mail, you need to make sure it looks absolutely professional. A plain document that just includes your offered goods and services along with their price will not get you paid easily.
You have to include a professional message that’s clear and polite, stating a request for payment against the work you offered. Make sure the invoice is easy to understand and clearly mention what payment method you accept. Also, see that the subject line is strong enough so that the client opens the mail to check.
Don’t fail to include the following details in your invoice email:
- Your customer’s full name
- Company name
- Invoice or Credit number
- Invoice due date
- Amount to be paid
- Payment due (if any)
- Your company address (if needed for sending payment by cheque)
- Contact details ( to get in touch, in case of query)
It is also good to include late fees charged so that the client understands prior how much will be charged if the due dates pass. This avoids further confusion and disputes.
How to send an invoice via email?
Mainly there are two ways by which you can send your invoices via mail.
1. Send invoice as an attachment
Now if you have decided to embrace the paperless way, create your own invoice template and email it. Here’s what you can do!
- Include the above-mentioned components and add a professional feel by using your brand/company logo.
- Save the invoice template as a PDF and reuse it each time by simply editing it like changing client name, invoice number, etc.
- Once you’ve saved the PDF, you can attach it to your mail and include a polite note that makes it clear what the mail is about and that you have attached the invoice.
- You can send email via any email platform – Gmail, yahoo, or your company mail. Simply hit send and the mail will reach your client’s inbox. You can start invoicing using Microsoft or Google invoice templates.
2. Using software to send invoices via mail
Another popular way of sending an invoice to the client via mail is by using billing software. Almost everything is automated, so you don’t have to worry at all. The templates are readily available, you just have to fill in the necessary details and add your brand identity by uploading your company logo. Even the invoice numbers are auto-generated. Simply review your invoice, save and send it. The invoices reach your client with mail in just a few seconds.
Once you are ready with your invoice you need to craft your email. Keep it simple and crisp.
Follow the below email template to create a professional level invoice email:
Subject: [Invoice number] from [Business Name] [Due date]
Hello [Client’s name],
We have attached the invoice for the services or products provided on [date].
Please clear the balance amount of [$XXX] by [due date].
You can make payment through both online and offline mode as per your convenience.
Please let me know if you have any queries.
[Signature and phone number]
So, finally, it’s time to review and send it off immediately.
Make sure you set an alarm to make regular follow up for pending invoices. Though it might seem awkward, it is a significant business practice. Send payment reminder emails at regular intervals to avoid overdue payments.
Does framing an invoice perfectly and professionally seem tedious? Check out our article on invoice wording for faster payment.
When to send an invoice?
Sending invoices comes into action when you have completed the project. It’s a way to request payment from your clients after task completion. But there are instances where you can send invoices prior to the task completion. In case of long projects that continue for months/years, you can issue interim invoices on a weekly, monthly, quarterly, or yearly basis.
For recurring invoices that are sent after a fixed interval, use software that automates your invoicing. It gets issued and is sent automatically to the clients. It makes the entire process hassle-free.
Why is it preferable to send invoices via email?
As per statistics, it has been discovered that around 63% of people check their email more than once a day. Hence, sending your invoices via email will bring better results. Let’s discuss more on this!
- Emails are frequently checked hence, there is less chance of your invoices being overlooked.
- Invoices sent via email are prone to fewer errors and hence, it is easier to fix. Moreover, it reduces the chances of invoices being sent to wrong addresses and other typical issues that may arise if sent via regular mail or post.
- Invoices sent via mail save a lot of money spent on ink, paper, postage, envelopes, maintenance, and printing the invoices as well.
- Most of the offices are going green. Electronic invoices are the best way to transcend to carbon-free mode.
- The faster you send your invoice the faster you get paid. It might take 2-3 days or even up to a week to send your invoices via snail mail. Why waste so much time? Simply send it via mail and get paid straight away!
So basically, invoicing via email has both pros and cons.
Plus is that mail gets checked more frequently and so you have higher chances that the client reads your email and pays back your dues.
Despite the fact that it gets checked sooner, the mail is slower and one of the obsolete methods of paying invoices in today’s technologically advanced world. It sends a wrong impression about your business and proves that you are not digital savvy which is not good for your business growth.
Bonus tips on how to send an invoice
Check out these additional bonus tips to make sure the invoices are sent on time.
- Try sending your invoice via email unless there is a solid reason to send it by post. Generally, there is a risk of your invoice getting lost if sent by post. Moreover, the mail is much faster than post.
- To ensure that your client has received the invoice give them a call after the first bill.
- Online invoices are un-editable formats that keep the transaction safe from fraudsters. As they can easily intercept email invoices but not the ones sent via software or in PDF format.
- Switching to a digital platform for sending invoices speeds up the entire process. This makes the payment much easier as the clients can straightway pay through credit cards, debit cards, or automated Clearing House.
Not just you can effortlessly send invoices via mail, online invoicing software also helps small businesses in expense tracking, managing cash flow, monitor sent invoices, pending invoices. You also have an option to set a recurring invoice where the invoice directly gets mailed to the client as per the date set. This saves a lot of time billing. Getting paid is much faster and easier as you can accept payments online through credit card, debit card, or secured payment gateways like PayPal, Stripe, Braintree, etc.
Conclusion
Choose what suits your business and pocket. The most dangerous invoicing mistakes can be surely avoided by billing software. It’s perfectly alright if you prefer sending invoice templates but the right invoice software will completely automate your billing process and save time which you can otherwise utilize in enhancing your small business.
