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How to Write a Strong Invoice Email with Templates & Examples

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Updated on:
January 5, 2024
January 5, 2024
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Whether you’re a graphic designer or marketing consultant, general contractor or lawyer, when it comes time to get paid, you’re likely sending an invoice. Now, this can take many forms – such as a Google Doc, PDF, or online link – but the messaging you use in your invoice matters!

In this guide, we’re covering how to write a strong invoice email to help ensure you get paid correctly and on time, every time.

Plus, some bonus email invoice templates and examples you can use to streamline your business invoicing. 

What is a Strong Invoice Email?

Crafting a strong invoice email is crucial for your business—it's not just about requesting payment, but also about maintaining a smooth, professional relationship with your clients. 

The purpose of a well-structured invoice email goes beyond just stating the amount due; it's your chance to provide detailed information regarding the services provided, the payment terms, and your company's contact details. This helps streamline the payment process and ensures that all necessary information is readily available to your client!

Key Components of a Strong Invoice Email

Crafting a professional invoice email is quite simple. As long as you understand the components below, you’ll be well on your way to writing strong invoice emails that generate a better response rate for your business. 

If you struggle to write invoice emails from scratch, using an invoice template can be a great way to save time and ensure consistency across all your invoices.

Personalize It

First, be sure to personalize each email with your client's name and any specific details related to the project or service. You can even include your client’s logo in the header of the invoice. Include a friendly “Thank you!” message in the Notes section of the invoice to thank your client for their business. 

Use a Clear Subject Line

A strong invoice email should be clear, concise, and friendly in tone. In your email, include a subject line that catches attention, like "Invoice for [Client Name] - #[Invoice Number]." In the body, begin with a warm greeting and express gratitude for the opportunity to work together. You might even include a note with instructions on how and where to pay you.

Include the Amount Owed & Due Date

In your email, include a brief description of the services or products provided, the agreed-upon payment amount, and any payment terms or due dates previously discussed. That way, you can avoid any confusion when it comes to the terms, total amount due, and accepted payment methods.

Use Simple, Clear Language

Clarity is key. You want to make it super easy for your client to understand what they are paying for, in what quantity, and at what cost. Ensure that your invoice document includes all of the necessary information – your name and contact information, your client’s name and contact information, the invoice number or Purchase Order number, the due date, etc. – to serve as a record of the transaction.

Attach Your Invoice More Than One Way

It's a good idea to attach the invoice as a PDF to the email. Even if you are sending the invoice as an online link, many clients appreciate having a hardcopy. Wrap up your email with a polite closing and include your contact information so they can stay in touch.

Make it Easy for Customers to Pay

Perhaps the most important step is to make sure that it’s easy for customers to pay the invoice. Start by communicating clearly and professionally, outlining the payment deadline, costs, and available payment methods within the invoice content. You can even provide an option to download the invoice as a PDF file for easy access and tracking. Consider utilizing integrated platforms like Bonsai, Xero, or other billing software that offer insights and integrations, enabling your team to track invoice payments and gain valuable insights. 

Some common payment methods include:

  • Credit cards/debit cards
  • Bank transfers/wire transfers
  • Electronic wallets (like PayPal, Apple Pay, or Google Pay)
  • Checks
  • ACH (Automated Clearing House) transfers
  • Cash

Be sure to customize the invoice fields to suit your specific invoicing needs and, in some cases, consider automated reminders or a subscription-based billing system for recurring bills. By setting up an efficient system from scratch that accommodates various payment options and incorporating professionalism in every step, you make it effortless for customers and partners to settle their bills on time!

Use a Professional Invoice Template

Invoice emails are more than just a way to request payment; they play a crucial role in maintaining a healthy cash flow and building strong relationships with clients. That’s why sending clear and error-free invoices is so important. Professional invoice templates can help!

With the free invoice templates from Bonsai, you can draft and send detailed invoices without the hassle of designing them from scratch. All of the important fields are built in; all you have to do is download, update, edit, and send!

As a business owner, it’s important to put your most professional food forward. This attention to detail can set you apart in the business world, making clients more likely to return and refer others to your services or products. In essence, a strong invoice email is not just about the money—it's a key part of the customer experience and your business's overall success!

Click here to Check our Professional Invoice Templates!

Why Use an Invoice Email Template?

In case it wasn’t obvious already, creating invoices can be a lot of work! But with the help of pre-made invoice email templates, your time spent on invoicing can be greatly reduced, saving you money (and preventing headaches) in the process.

Here are just a few of the many reasons to use an invoice email template.

  • Clarity and Conciseness: Invoice templates help ensure that your email message is clear and easily understood, reducing confusion or misinterpretation.
  • Attention-Grabbing Subject Line: A great invoice captures the recipient's attention, increasing the likelihood of the email being opened promptly.
  • Polite Greeting: A well-written invoice establishes a professional and courteous tone from the outset, fostering a positive relationship.
  • Purpose Detailing: Our invoice email template clearly articulates the reason for the email, avoiding ambiguity.
  • Attachment or Link to Invoice: The template provides easy access to the invoice, streamlining the payment process.
  • Include an Invoice Summary: Use the template to offer a quick overview of key invoice details for swift comprehension.
  • Includes Payment Methods: The invoice template clearly specifies available payment methods, facilitating prompt payments.
  • Includes Payment Deadline: Sets expectations and urgency for payment, ensuring timely processing.
  • Add Contact Information: Create an invoice that includes relevant contact details for inquiries or clarifications, promoting smooth communication.
  • Professional Sign-Off: End the email on a formal note, thanking your customer for their business!
  • Express Gratitude: Optionally, the template includes a thank-you note, fostering goodwill and appreciation.
  • Confirmation Prompt: The prompt encourages confirmation of receipt, assuring both parties of successful transmission.
  • Error-Free: The ready-made template reduces the likelihood of mistakes or inaccuracies, enhancing professionalism.
  • Consistent Formatting: The customizable template presents a unified brand image, reinforcing professionalism and reliability.
  • Respect the Recipient's Time: The email invoice template is concise and well-structured, showing that you respect the recipient's time by providing necessary information efficiently.

Free Downloadable Invoice Templates for Your Business

Save time (and money) on your business invoicing with the help of Bonsai’s free invoice templates. Find a format that suits your business, or personalize it according to your needs. Then, just plug in the details, add your branding, and send it to your client! 

Try Our Invoice Generator too!

How to Write a Strong Invoice Email

At Bonsai, we’re passionate about helping businesses and freelancers simplify their accounting, bookkeeping, and invoicing. Here, we provide a few tips for how to write a strong invoice email to encourage prompt payment from your clients. Use this advice to level up your invoice messages and get paid faster.

Be Clear from the Start

Few clients want to read through a long email before they get to the invoice. So, be sure to get to the point right away. You can open your email with something like, “Thanks again for your business. We look forward to working with you. Enclosed is the invoice for our X project together.”

Introduce Yourself

If this is your first time working with a particular client, or if you are sending the invoice on behalf of your employer, it might be appropriate to introduce yourself. You can say something like, “My name is X and I am the Account Director at [company name]. Please see the attached invoice and let me know if you have any questions!”

Personalize Your Email

Add a personal touch to your invoice emails to show clients you care about their business. This could be as simple as making sure the subject line includes the client’s name, or as customized as designing an invoice with their brand logo and colors. People often appreciate businesses going the extra mile.

Explain the Charges

Within the actual invoice, be sure to include line items and corresponding descriptions of each of the services, goods, or products provided. You don’t need to include an exhaustive list; just enough detail to make it clear what the client is paying for. 

At the very least, be sure to include these details:

  • subject line
  • invoice number
  • business name
  • email, address, and phone number
  • greeting
  • body content
  • invoice summary
  • breakdown of products or services
  • line item costs and fees
  • payable balance
  • payment details and instructions
  • other fees (like past due fees, taxes, or interest)
  • due date
  • attached invoice or link
  • contact details
  • sign-off
  • email signature
  • call to action (e.g. “Pay Here”)
  • follow-up details

Request Confirmation

You can also ask your client to send confirmation of payment once they have paid the invoice. If you are using an online invoicing platform, this might be automatic. If not, you can have the client send you a screenshot of the payment request and confirmation. Save these documents for your records.

Keep a Record of Invoices

Speaking of records, make sure to save copies of all invoices for all projects. You might need to refer to these documents if a client tries to dispute payment or has questions about a past transaction. These records can also be helpful when it comes time to file your taxes. 

How to Write Strong Invoice Email Examples

There are a few scenarios in which you might need to send specific invoice emails to clients. How you reach out to a new customer will be different from sending an invoice to a recurring customer. Here are a few examples of invoice emails you can send, depending on the client relationship. 

Example #1 – Generic Invoice with Attachment Email

Subject: Invoice #[Invoice Number] Attached for Your Reference

Dear [Client's Name],

I hope this message finds you well. Attached is the invoice #[Invoice Number] for the services/products provided by [Your Company Name] on [Project/Service Description]. Please review the details enclosed in the attached PDF file.

You can find the necessary payment details in the attached invoice. If you have any questions, feel free to reach out using the contact information provided below.

Thank you for your continued business!

Best regards,

[Your Name]

[Your Position]

[Your Company Name]

[Contact Information]

Example #2 – First-Time Customer Email

Subject: Thanks for Choosing [Your Company Name]!

Dear [Client's Name],

Thanks for choosing [Your Company Name]! We're thrilled to have had the opportunity to serve you for the first time. Attached is the invoice #[Invoice Number] summarizing the services/products provided to you.

For your convenience, the attached invoice outlines payment details. Should you have any questions or need assistance, please don't hesitate to get in touch using the contact information below.

Thank you for choosing [Your Company Name]. We look forward to a lasting partnership!

Warm regards,

[Your Name]

[Your Position]

[Your Company Name]

[Contact Information]

Example #3 – Repeat Customer Email

Subject: Invoice #[Invoice Number] - Thank You for Your Continued Business

Dear [Client's Name],

Thank you for your ongoing trust in [Your Company Name]. Enclosed is the invoice #[Invoice Number] for the recent services/products provided to you. We appreciate your business!

Your consistent support means a lot to us. For your convenience, we've detailed the payment information in the attached invoice. If you have any questions, please feel free to contact us using the details provided below.

Once again, thank you for choosing [Your Company Name]. We're committed to delivering top-notch services and products for you!

Sincerely,

[Your Name]

[Your Position]

[Your Company Name]

[Contact Information]

Handling Follow-Ups & Unpaid Invoices

In a perfect world, clients would pay their invoices right away. But this doesn’t always happen. Sometimes, they need a friendly reminder. Other times, you need to take a more persistent approach to recover unpaid invoices.

The manner in which you send these follow-ups is important. You want to keep a professional tone, but also be direct in your communication. You can clarify the payment terms and due date, and explain the next course of action if the client refuses to pay. 

Timing is Key

Send follow-up emails at strategic intervals to keep the invoice top of mind. Be sure to align this timing with the payment terms or agreements to encourage action without overwhelming the client.

Be Polite and Professional

Maintain a respectful and courteous tone in follow-up emails to maintain a positive relationship, even when addressing overdue payments.

Keep it Concise

Craft brief and to-the-point messages that highlight the urgency of the situation. State what the expectations are, what they are paying for, the amount due, and what steps they need to take next.

Reference the Initial Email

Reference the initial email in which you summarized the invoice terms and expectations. This provides confirmation that these details were already discussed and that it’s the client’s responsibility to adhere to their side of the agreement.

Offer Assistance

Depending on the situation, you can choose to offer assistance to help the client pay down their invoice. This might include offering a payment plan, or reducing the scope of the project.

Avoid Being Pushy

The goal is to balance persistence with patience. Try to avoid coming across as overly demanding or aggressive, as this could strain your client relationships.

Use a Clear Subject Line

Use a subject line that immediately makes clear the purpose of the email. For example, you could use a subject line like, “Outstanding Invoice # - Please Remit by [date]”.

Consider the Medium

Choose an appropriate communication medium, whether email, phone call, or another channel, based on the client's preferences. Sending a text like, “Where’s my payment?” is likely NOT the right approach.

Know When to Stop

Recognize cues of non-responsiveness and when to take a different approach. After a while, persistent emailing is unlikely to solve the problem. You might need to contact an attorney or work with a collections agency if the issue reaches this point. 

Always Thank the Recipient

Regardless of the outcome, thank the client for their business and try to leave things on a positive note. This helps avoid a client leaving an angry review or creating more issues for your business (even if they are in the wrong). You can always seek legal counsel, if appropriate.

When to Write a Strongly-Worded Invoice Email

There are occasions in which you might need to send a strongly-worded invoice email to a client. While conflict isn’t fun, it’s important to address issues affecting payment delays or discrepancies in invoicing. Such instances can impact your company's finances, credibility, and overall business practices. 

For example, if a client is continually late in paying their invoices, this should be addressed. Or, if a client aggressively tries to renegotiate the contract, even once payment terms have been agreed upon, it might be appropriate to set some boundaries. 

A firm but respectful tone in your email communication is essential to convey the seriousness of the situation while fostering a constructive resolution. You can use standardized email templates to maintain consistency in your communication. Be sure to use precise spelling, formatting, and content to minimize future discrepancies.

Automating the Invoice Emailing Process

Creating, sending, and following up with invoices can be time consuming, especially if you are juggling multiple clients and projects. Fortunately, technological advancements have presented a whole new world of automation, including when it comes to invoicing and bookkeeping.

Tools like Bonsai invoicing software can automate many steps in the invoicing process, from replicating past invoice templates to setting automated reminders to scheduling recurring invoices. You can even review your business finances – revenue, Profit and Loss, expenses, and more – within a single dashboard. How’s that for efficiency?

How Can Automation Help Your Invoice Emailing Process?

Automation can be especially helpful when it comes to the invoice emailing process. 

Here are a few benefits to using online invoicing software to send emails:

  • Time efficiency: Automation streamlines the invoicing process, saving you time on manual tasks like drafting, addressing, and sending emails for each invoice. 
  • Consistency and accuracy: Invoicing software ensures a standardized format and content for each email, reducing the chances of errors or missing information.
  • Faster delivery: Automated systems instantly send invoices upon creation or based on a schedule, ensuring prompt delivery to clients.
  • Automated reminders: Bonsai invoicing software solution offers automated reminders for overdue payments. This prompts clients to settle their invoices without requiring manual follow-ups.
  • Integration capabilities: Online invoicing software often integrates with accounting systems, payment gateways, and other bookkeeping tools, streamlining the entire process in one platform.
  • Security: Cloud-based software typically maintains secure records of sent emails and invoices, ensuring safe record-keeping and optimal data security.
  • Mobile-friendliness: Online invoicing software allows access to invoices and email functionalities from anywhere via desktop or mobile devices. This promotes flexibility and ease of use, especially for clients who are on-the-go. 

Key Takeaways

Writing effective invoice emails is just as important as the invoices themselves. The clarity of your message can make a huge difference when it comes to getting paid correctly and on time.

Be sure to include all the important details, such as a summary of the services or products provided, the total cost, and the due date. Maintain a professional tone, thank the client for their business, and encourage prompt payment.

Occasionally, late payment or unpaid invoices may arise. When this happens, it’s important to craft follow-up emails that reiterate the expectations, explain next steps, and prompt clients to pay as soon as possible. As a last resort, working with an attorney or collection agency can help you recover payment.

Automation can be a powerful tool in streamlining your business invoicing. With automated invoicing tools like Bonsai, you can create invoice email templates, duplicate past invoices, save client details, send reminders, and monitor your business finances. Gone are the days of slow, manually-created invoices!

FAQs About Strong Invoice Emails

What's the Difference Between an Invoice Email and a Regular Email?

An invoice email differs from a regular email in that an invoice email’s intention is to deliver an invoice to a client in order to collect payment, whereas a “regular” email can serve many purposes, not all of which are related to business. While a regular email may contain general information, personal discussions, or updates, an invoice email is specifically tailored to request payment for products or services rendered. It will typically include detailed billing information, payment terms, and a formal request for payment. This is distinct from the broader conversational and/or informal nature of a regular email.

How Often Should I Follow Up on an Unpaid Invoice Email?

The timing for follow-up on an unpaid invoice depends on the agreed-upon payment schedule. For example, if a client is supposed to pay you for a one-off project, at the start of the project, you can likely send weekly or biweekly reminders until they are ready to pay the invoice and initiate the project. On the other hand, if a client pays monthly for ongoing services, and are a few weeks late on a payment, you can remind them to pay the previous invoice a few days or a week ahead of the next invoice being issued. Once you have sent 3 or more follow-ups, it might be time to have concern over whether the client will actually make a payment. This is when you can send a more strongly worded yet professional email outlining the next steps and/or ramifications if they don’t pay.

How Can I Ensure My Invoice Email Gets Read and Not Ignored?

To ensure your invoice email gets noticed by your client, be sure to include a clear and concise subject line that directly relates to the invoice. For example, the subject line could read, “Invoice Enclosed - Please Remit by [date]”. Structure the email with the important content prominently displayed, such as the invoice number, amount due, and concise call-to-action (e.g. “Pay here”). Consider following up at appropriate intervals to remind the recipient that their payment is due. This will also help ensure that your email doesn't get lost or overlooked!

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