How to Write an Invoice Email: Do’s and Don’ts

Do: Use a Clear Subject Line

The subject line is the first thing your recipient will see; it’s way more important than most people even realize. You want it to contain key invoice details while keeping it succinct and easy to find.

A descriptive subject line that perfectly balances detail and clarity should include:

• The invoice number
• Your company name
• An idea of what the invoice is for
• The invoice due date

For example, the subject line of an invoice sent from a lawn care company may look like this: “Invoice #4235 from Joe’s Lawn Care for Weekly Mowing – Due May 10th.”

This approach makes the invoice email easy to find and allows the recipient to gather sufficient information at a quick glance.

Don’t: Leave Out the Attachment

Even if you have a perfect invoice email template that you have used for years, don’t make the mistake of forgetting to attach the invoice itself. Many businesses require invoices to be in PDF formats before they can start processing payments. Additionally, some invoicing software won’t work if no attachment is included.

If you’re noticing that a client is missing payment deadlines, double-check that the attachment is actually included in each invoice email message. A late payment isn’t always because of frustrating customers; sometimes it’s how you send invoices that creates a downstream problem.

Do: Create an Invoice Email Template

If you don’t already have a professional invoice email template, you’re losing out on hours of productivity every month. Crafting a new invoice email every time you send an invoice is killing your productivity. With an email template, you can simply customize the email for each customer and hit “send.”

An email template reduces errors, too. Every business leader knows what a headache it can be if the payment instructions are typed incorrectly or the invoice email is missing information, but with a template, errors are greatly reduced.

Don’t: Make the Email Body Too Long

Just like the subject line, a well-written invoice email should be descriptive and to the point. Avoid making an email body that is multiple paragraphs with important information buried in different sentences.

Make it easy for the invoice recipient to review the invoice details in a brief message and you’ll be more likely to get paid faster. A general rule of thumb in business is that if you can make someone else’s job easier, they’ll make your job easier, too.

Do: Highlight When You Expect Payment

It’s truly impossible for invoice recipients to send timely payments if they don’t know what the due date is. If you don’t want to send a past-due invoice email and use resources to chase down late payments, be sure to include the payment due date the first time around. Not only should this be in your subject line, but it should also be in the body of the email and the attached invoice.

Don’t: Forget Invoice Details and Payment Information

While the invoice details included in the subject line are brief, the invoice email body is a great place to expand on those details a bit more. If the invoice covers multiple line items, you can highlight that in the invoice email.

Joe’s Lawn Care Example: “The attached invoice is for a total of $855 and includes weekly mowing services, a garden bed installation, and a monthly fertilizing service.”

You should also include payment instructions in every invoice email. No matter how long you’ve been receiving payments from the customer, including payment details in your emails can save them from scouring through old emails to find that information.

Do: Find a Software Solution That Can Streamline the Process

Most businesses can automate the entire invoicing process. Sending, receiving, and even requesting payment can all be automated with digital tools. Often, these digital tools will manage the invoice email correspondence, reminder emails, and more.

Don’t: Be Too Impersonal

Just because your invoice email template should be applicable for most invoicing scenarios, that doesn’t mean it has to be cold or impersonal. It can include warm greetings and a kind closing.

Do: Follow-Up If Needed

Every business deals with late payments. Most of the time, a friendly reminder email is all it takes to rectify the situation. Don’t be afraid to let the customer know that their payment is past due via email, but again, include all the information they need to make the payment and take care of any late fees.

Sample Invoice Email Message

If you’re still not sure how to write an invoice email, feel free to use the below template as a starting point:

Email Subject Line: Invoice #1047 from Joe’s Lawn Care for Weekly Services – Due May 10th

Email Body:

Hi [Client Name],

I hope you are doing well.

Please find the attached invoice #1047 for the lawn care services provided in April. The total amount due is $855, which includes the following:

• Weekly mowing (4 visits)
• Garden bed installation
• Monthly fertilizing service

The due date for payment is May 10th, and payment can be made via bank transfer, credit card, or through the secure payment link included in the attached invoice PDF.

If you have any questions regarding the attached invoice, please feel free to reach out. Thanks for choosing Joe’s Lawn Care – we appreciate your continued business!

Best Regards,

[Your Name]

[Company Email and Phone Number]

[Company Website]

 

Attachment: Invoice_1047_JoesLawnCare.pdf