what is a typical email address for sending invoices or bills to a customer?

Tabular array of contents

What to include in your electronic mail invoice template
1. Bailiwick line
2. Greeting
3. Trunk of the email
4. Signature
How to send an invoice email
Sending an invoice every bit an attachment
How to create a professional invoice
How to create invoice emails templates in Gmail and Outlook
1. Gmail invoice email templates
2. Outlook invoice e-mail templates
Emailing invoices using software platforms
Trigger-based invoice email templates
In conclusion

With the first e-mail message being sent in 1971, e-mail is coeval with such obsolete technologies as floppy disks and VHS tapes. Different its contemporaries, electronic mail has evolved into a powerful and useful tool that has been holding leadership in business communication for several decades now. The rapid growth of team chats made many experts declare and redeclare the decease of e-mail, but the recent Forbes article conspicuously shows that email is here to stay.

The main reason is that businesses use electronic mail for a variety of purposes that make it across team communication. In particular:

for cold e-mail prospecting
to welcome and onboard new clients and employees
for marketing automation
to capture feedback
to provide support
to go on everyone updated on recent news
to invoice customers and manage the payments.

Having a professional email template for each of these cases saves a lot of time and allows using best practices for more effective business advice. Requesting payments seems to be ane of the virtually important and sensitive stages in this communication. Indeed, money is the blood of whatever business, and so it is vital to notice a perfect rest between beingness pushy, which might harm long-term business relationships, and getting your invoices paid on time.

Tardily invoice payments are non a rare occasion. According to Xero, 52% of invoices they send are paid late. This is a mutual situation for small businesses throughout the globe, which suffer great losses due to overdue payment requests on a twelvemonth to yr ground. Thus, any business organisation needs to have a well-thought invoice e-mail template information technology will use to ask for the payment, as well as to remind most it in a polite course.

What to include in your e-mail invoice template

Like any email, an invoice e-mail template needs to include a few integral parts:

A good bailiwick line
A greeting
The chief body
An amazing signature

Field of study line

When creating an invoice e-mail template, remember about the model email subject line y'all will use. The all-time practice is to present all the key invoice information directly in the subject line. For case, "Invoice #[Number] for [Production/Service] due [Date]". Such a subject line will immediately let receivers know the central details. What's more, the email will be more than difficult to miss in the inbox. Actually, a simple checking of ane's inbox will immediately remind the receiver of the due date increasing your chances of being paid on time.

Hither are the examples of the bailiwick lines for follow-up invoice emails:

Soon before the due engagement: Your Payment for [Product/Service] is due in X Days.
On the due date: Your Payment for [Product/Service] is due Today.
After the due appointment: You have an Outstanding Remainder to Pay/ Your Payment is 10 Days Overdue.

Greeting

Brand your best endeavour to discover a receiver's name and use it in the nearly common professional greeting: "Dear [Proper noun]". You can discover the name on the company's website or check information technology with the reception. You can also use the Anyleads prospecting tool and enrich the information about the company employees to 40 data points in simply a few minutes. If you all the same fail to discover the name, use "Honey Client", "Dear [Position title]" or "Hi [Visitor name]".

Body of the email

The body of the email should be written in a professional and friendly tone. Practice indicate the total corporeality owed, the due engagement, and any applicative terms and weather, for example, a belatedly payment policy. Specify the mode to make the payment; if applicative, insert a link to follow to consummate the payment. Finally, your email template needs to have a give thanks yous note for the business and the contacts of a person/department that tin be reached for details.

Hither are examples of how to modify the body of the message for the follow-up invoice emails:

Before the due date: This is simply a quick note to remind you lot that [Total] in respect of our invoice #[Number] is due for payment on [Appointment]. Nosotros would exist very grateful if you confirmed that everything is on track for payment.
On the due date: You accept an outstanding rest [Total] due today. Nosotros would be very grateful if you could let us know when nosotros can expect to receive the payment.
After the due date: You lot accept a residuum of [Total] in respect of our invoice #[Number] for [Product/Service] which was due for payment on [Appointment]. The invoice is not X days overdue and is becoming really problematic to us. Please let us know when you lot volition be able to consummate the payment every bit a affair of urgency.

Signature

Stop with a professional email signature. Practice not make the signature longer than three or four lines. This is enough to mention the key data similar your proper name, position, and visitor. Instead of providing URLs and @handles for the corporate website and social media profiles, use link icons. Refer to another article on our blog for some peachy email signature templates.

Here is an example of an invoice email template that you can finish with:

(Source: Invoiced)

How to ship an invoice email

There are three ways to create an invoice email:

Adhere your invoice in the PDF format to the standard letter;
Utilise an invoicing platform;
Create branded trigger-based invoice emails as part of your email marketing strategy.

Permit u.s. consider the peculiarities of each variant.

Sending an invoice equally an attachment

Sending an invoice as the attachment remains a common grade of invoicing. In most cases, this form is preferred when the client is familiar with the company and the cost and the payment details have been discussed with a business organisation representative. For example, a company may receive an invoice electronic mail after the management agrees upon the quote from a restoration crew or when the restoration is really completed. Even though the customer and the service provider meet, information technology is more convenient for both parties to transport the invoice email, every bit the online version of an invoice is easier to pay and store in the bookkeeping and bookkeeping systems.

Since many of the details are discussed contiguous or in a conversation, some companies and freelancers pay picayune attending to the message, to which the invoice is attached. For example, we have come up across email invoice templates that had just a few code-like lines presenting the lodge number and the due date. Others were limited to a single judgement in the torso of the bulletin request to find the invoice fastened.

This is a serious mistake that makes invoice emails, likewise every bit the companies sending them, wait unprofessional. The parties soon forget the conversation over the payment and may need to refer to the email for relevant details. The lack of these may cause confusion, repeated contacts and support requests. In addition, such emails fail to appeal to a receiver and make him want to consummate the payment in due time. Thus, encompass emails should follow a professional person invoice e-mail template even if the attached invoice provides all the necessary information.

This means of sending invoices has a number of drawbacks:

It's difficult to follow up. The responsible employee volition have to bank check the status or the payment and, if not completed, to contact the client or to send follow-up messages at the designated dates asking to human activity upon the invoice. All this takes much fourth dimension and try.
It's more difficult to implement strict tardily payment policies. Clients can accept late payment fees generated by the system with less resentment. At the same time, yous can take up a skilful cop/bad cop strategy saying that you cannot go against the software automation. When clients have a real person sending an invoice and requesting the payment plus a fee, they might hope to negotiate the penalty.
Y'all will have to salve and upload an invoice. Each time, y'all will accept to create, download/save then upload an invoice with relevant data. Fifty-fifty if you employ an invoice template, these actions will brand the process of sending an email invoice longer than in other variants.

How to create a professional invoice

Since you will have to adhere your own invoice, let united states remind yous nearly how to create it. Invoices may be created using Microsoft Word and saving the files in a PDF format or using the electronic mail invoicing software, where you'll be able to fill out the template and download it every bit a PDF file. The PDF format is chosen for a reason, as it doesn't allow making changes to the certificate. Likewise, you may create an invoice in Google Sheets or Google Docs, thus sharing the link, not the attachment, in your invoice e-mail. In this instance, it is important to brand sure that the shared docs are closed for editing.

A professional invoice has the following elements:

Your logo on the top of the page
Invoice number
The total name and contact details of the customer
Your business concern proper noun (the legal name for freelancers) and contact details
The invoice date
The due date
Balance due
Itemized list of services/products along with the breakdown of rates and prices
Notes (if any)
Applicative terms and conditions (like late fees, payment methods, or a delivery schedule)

Annotation that information technology is of import to create unique numbers for each invoice. It may be just a consecutive number of class, but you can also abbreviate the project type and add the appointment to easily distinguish between the invoices.

Another thing to have in mind is to relieve invoices files with an appropriate file name. Naming the file "new invoice87" will look unprofessional and may fifty-fifty outcome in the incorrect invoice fastened to the email.

How to create invoice emails templates in Gmail and Outlook

It is important to relieve your invoice e-mail template in your electronic mail system. This style, the adjacent fourth dimension you would similar to send an invoice email, you will simply insert your template in the trunk of your message, substitute the placeholders for relevant data, and attach the relevant invoice. Let'south explore the two nigh popular e-mail clients:

Gmail
Outlook

Gmail invoice email templates

To create an invoice email template in Gmail, you kickoff need to make sure that the Canned Responses feature is turned on. Select Settings (the gear icon) and choose Avant-garde from the options given on the height of the Settings page. In the list of advanced features, find Canned Responses (Templates), turn on the feature and salve the changes.

When the Canned Responses characteristic is turned on, click New Bulletin and compose your email invoice template post-obit the recommendations given to a higher place. Click iii dots in the bottom right corner of the box, which stands for More Options. Choose Canned Responses and, and so, New Canned Response. Name your template explicitly, e.g. "invoice email template", "email follow-up before the due date", "email follow-up later on the due date", etc.

The following time you want to send an invoice email, you commencement with a new blank bulletin, hit More Options and and then Canned Responses. Choose the invoice e-mail template you desire to use and Insert it into your message. That'south information technology. Simply do not forget to alter the placeholders and attach an invoice before sending the message.

Outlook invoice email templates

To create an email template in Outlook, create a new Mail Message, and so click Options and cull a Apparently Text option. Etch your template following the recommendations given above. Annotation that yous can save the message as a template both with and without a field of study line. Thus, go to the File menu and chose a Save Every bit pick. Give your template the name yous will easily recognize, select Save equally type and choose Outlook Template from amid other options in the dropdown listing.

To compose a new invoice electronic mail using your template, practise to Home and, then More Items and Choose Grade (Tools, then Forms and Choose Form for Outlook 2007). In the dialogue box that pops up, select Look in dropdown pointer and choose User Templates in File System. When yous open the template, it is inserted into your message so that you tin further make the necessary changes, attach the invoice and send it to your clients or contractors.

Emailing invoices using software platforms

Invoicing software makes information technology much easier to create, ship, and rail invoices. To create an invoice, you lot will simply have to fill out the ready-made template with the necessary information and your logo. A unique invoice number will exist generated automatically. When y'all choose to send an invoice, the system will normally direct you lot to its own e-mail invoice template, only you can alter the message if you want to. Note that the system will automatically pull up the field of study line and the address of the recipient from your invoice and attach it to the email being sent.

The keen advantage of using the software is the ability to automate follow-upwards letters and payment tracking. In particular, virtually invoicing apps provide comprehensive reports on the received and overdue payments. At that place is no need to cheque the condition of the payment before sending a follow-up invoice email. This allows piece of cake and constructive management of the cash flow. Integrating the software with your CRM solution and the back-end accounting organization tin can further streamline the procedure of getting paid.

Our favorite gear up-fabricated invoice templates come up from Freshbooks. Freshbooks allows you to fully customize your invoice templates to reflect everything you demand to include in them. The platform allows you to download templates every bit Word, Excel, or PDF files, or create them as Google Docs or Google Sheets files. You can gear up automatic reminders, expense and time tracking, as well as recurring invoices.

Hither are the features of 4 pop invoicing platforms.

Platforms
	Freshbooks	Invoicely	Wave	Zoho Invoice	Xero
Multicurrency	✔	✔	✔	✔	✔
Estimates (Quotes)	✔	✔	✔	✔	✔
A timer to bill by the 60 minutes	✔	Minimal	No	✔	Limited
Create recurring transactions	✔	✔	✔	✔	✔
Invoice templates	✔	1 template, express customization	✔	✔	✔
Automated payment reminders and payment receipts	✔	✔	✔	✔	✔
Greenbacks flow reports	✔	✔	✔	✔	✔

The drawbacks of this means of invoicing are:

The take a chance that an invoice will get into a spam folder. Heed that when you lot use an invoicing platform for emailing invoices and follow-upwardly letters, they volition be sent from the platform's accost, not your corporate electronic mail. Sometimes, email services mark invoices as spam and the billed person doesn't see the invoice emails at all.
A service fee. Many platforms have bones free plans, but customization of the templates and other advanced features will, of course, come with a service fee.

Trigger-based invoice email templates

If your business is selling goods and services at a fixed price, sending invoice emails tin can exist fully automatic. All you need to do is to create a custom e-mail automation scenario where an invoice email that will be sent to users who land on the "thanks" or "success" folio after making an social club, registering to the grade or buying a certain product. The email tin can also be triggered past the fourth dimension condition; for instance, y'all tin can ship invoices asking members to renew the subscription every six or 12 months.

(Source: Customer.io)

This email should combine the features of an actual invoice and an email message. In most cases, such emails volition comprise a pay button or a link to the personal chiffonier where users can manage their payments. The primary advantage of this means of invoicing is full automation of the process and the ability to send visually highly-seasoned emails.

Here are some tips nigh how to pattern the invoice email templates:

Let the layout mimics the actual invoice. People quickly recognize the invoices and can easily empathise what the senders want them to practice. Meet the expectations past following the common layout for invoices.
Accept ample white space. Make sure the email is light and appealing by grouping content and leaving ample white space betwixt the sections.
Emphasize with font size and color. Effectively utilize font size and color to depict readers' attention to what you want them to come across first. Y'all may utilise corporate colors to strengthen your brand awareness and brand the client recognize the invoice as issued by your company correct away.
Utilise mobile responsive designs. More half of customers use mobile devices to view their mail. Make sure the mobile view of your invoice electronic mail is comprehensible and visually highly-seasoned.
Include useful resources. You may provide a link to the chat or your company's mission. A skillful idea is also to ask the client to update his profile details so that you have authentic information in your system.

The drawbacks of fully automatic invoice emails:

Non ever suitable. This choice is merely possible if yous bargain with online orders and fixed prices. In other cases, this variant will be hard to utilise.
The chance that an invoice will become into a spam folder. There is a chance that your invoice will state in the spam folder. A good practice is to use a "thank you" folio to carefully instruct the clients to look an invoice and await for it in the spam binder if they can't see it in their email box.

	Pros	Cons
Sending an invoice attaching information technology to the email	Sure delivery Personalized approach	Much work No automatic insights
Using invoicing apps	Ready-made templates Automated follow-upwardly messages and cash menses insights	Chances to be marked as spam Service fees
Full invoice email automation	Prepare up in one case - automatically used all the time Highly-seasoned branded blueprint of invoice emails	Chances to be marked as spam Only suitable for online purchases and fixed prices

In conclusion

Invoice emails tin can exist created and saved in various away. However, whatsoever means presupposes that you create a message that accompanies the actual invoice. This bulletin should present all the key information nigh the payment, even if you by and large repeat everything that can be found in the invoice itself. This includes the due payment and the due date, every bit well as the detailed indication of the product or service that the recipient is billed for.

Whether you choose automation or simply relieve a template in Gmail or Outlook, an invoice email template will help you to become payments faster and build good relationships with your customers. More than than that, it will save much fourth dimension for your employees, as they won't spend time figuring out how to actually address the customers regarding such a sensitive matter.

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Source: https://anyleads.com/invoice-email-template