Once you know how to format an invoice, take a look at a template for an invoice to email, so you can get the invoice to the client quicker and in return, get paid faster. Here are some best practices for emailing an invoice.
Several companies and businesses that make the switch from paper invoicing to email invoicing have often made the shift for their entire billing process to be electronic, including the payment. Yes Invoice allows you to create and send an invoice completely online.
Use an invoice generator
You can use their free template to create a standard invoice, complete with a few custom options, and then you can send it online as well.
Most of these invoice generators, such as Yes Invoice, require you to fill out the basic and necessary information, including name, street address, city, state, zip code, country, and email address, all for yourself, and then fill out the same information for your client. You can also upload the logo for your business to make the invoice look custom and professional.
There is a place for you to enter the invoice number, along with the issue date for the invoice. Then, you will enter the line items that you want to bill. Each line will include the item, description, quantity, price, and amount, and you can add as many line items as you need to.
The generator will calculate a subtotal based on the line item amounts, and there is a place where you can enter a percentage for tax, and it will calculate the total amount due for you. There is also a section for notes that you can add in, regarding any other necessary information.
These generators are easy and simple, and will allow you to send the invoice to your client very quickly. The only downside to these is that if you have more complex needs for your invoices, then you will probably have to invest in an invoicing software or start creating your own complex invoice templates.
If you create your own invoice templates, even using a program such as Microsoft Word or Microsoft Excel, you can save those files as PDFs, and attached them to emails that you will send to your client, and the client won’t be able to edit the invoice. You can also lock the Word document or the Excel workbook, so that it cannot be edited.
Sending the invoice email
In the body of the email, be professional and friendly, and don’t be afraid to state the total amount owed from the invoice, along with the date the payment is due, and a short thank you note for their business.
Once you send your email and the attached invoice to the client, be sure you are keeping track of the invoice, so you will know when the client is arriving upon their payment due date. If you have a late payment fee or other policy, be consistent and follow through on it. You don’t want any of your clients slipping into a late payment schedule. Don’t be afraid to pick up the phone and call your client to see what the issue is.
If you are approaching email invoicing for the first time with a client, you may want to talk to them about it and make sure they are okay with moving the process to an electronic system. While most businesses will be happy and appreciative of the shift, some may be weary of it, and it will help to explain the many benefits of email invoicing and billing.