One useful technique is email templates save you time because you wouldn’t have to manually type the message each time you need to send a client an invoice.
As a result, they are able to choose which information should be included in the message and how it should be organized, which is very helpful for businesses that offer a variety of goods or services.
Using an invoice email template will ensure that your messages are consistent when delivering invoices to numerous clients.
By pre-filling placeholders with each client’s name and other relevant data, you may customize your invoices for each client by using templates when creating them.
How do you create an invoice email template?
To your company, the relevance and personalization of the email template are essential aspects to take into account. It needs to demonstrate not only the kind of job you produce but also the kind of interactions you have with your clients.
An invoice email template should be sufficiently general that it can be applied to most or all of your clients, allowing you to easily make last-minute adjustments before sending it.
Cover letter writing for an invoice
It might be suitable for you to submit a cover letter together with your invoices if you have worked on a client’s larger or more complicated project.
You have the chance to explain why you charged the price that you did in this invoice letter by outlining your rates, the work you did, and how your price is broken down.
Include some fundamental information about who you are and what you offer in your cover letter. Ensure that the invoice letter contains your company name or business name. Include the start and finish dates of the project you worked on as well as its timeline.
The next step is to outline each project activity you performed and the fee you are charging for it. Include this information in the breakdown if you bill by the hour or the day.
How do you send an invoice through email?
It is better to send invoices as attachments when sending them by email. To create invoices, you can use an invoice generator, which simplifies the procedure.
You can send a link to an invoice you’ve created using a service like online payment via email. Many of these payment channels enable simple invoice production.
Make sure to send the email with the attached invoice and all relevant data, such as your company name, the fee you are charging, and the invoice number.
It is a good idea to put your company name and address in the email header or signature block to make it obvious that you are sending an invoice rather than another form of an email.
Key elements of an invoice template
- Your business details, including name, logo, contact information
- Invoice number
- Full name and contact details of the clients
- Invoice date
- Due date
- Due amount
- Itemized list of services/products along with the breakdown of rates and prices
- Other details, like terms and conditions and provided payment options
Four invoice email templates you can customize and send:
Invoice when you first meet a client
After you have completed the project, you need to send an invoice. If you had a good time working with a client and want to collaborate again, this template will come in handy.
In this template, mention the attachment and project name in the subject of the email. Mention that you have shared all the project requirements, which were part of the contract. Mention that the customer feedback was informative and you’ve made all the necessary changes.
Mention the attachment and ask the client to inform you once they process it. Then, ask them to contact you if they have any further questions. Say that it was nice working with them, and you look forward to collaborating again. End with regards, name, and designation.
Writing an invoice to your client when a contract is in place
In this template, add the invoice number, project name, and due date in the subject of the email. Greet the client by their name and ask how they are doing. Next, mention the total bill and hourly rate you agreed.
Attach the invoice and ask the client to look up the invoice number and project name. Make them comfortable so they can reach out for further questions. End the email with regards, name, and designation.
Invoice to remind the client of an upcoming payment
In the subject of the email, mention this is a payment reminder and the invoice number. Greeting the client by their name. Politely write that the email is a reminder for an upcoming payment. Mention the invoice number, the due date for the payment, and the date the email is written.
You can write this email one week prior to the due date. Mention that you acknowledge that the client might be busy, but you would appreciate it if they would go through the invoice and payment details for the work done. Greet the client, and mention your name and designation when sending the email.
Send a payment request for multiple items
Mention the product or service name you have provided to the client in the subject of the email. Greet the client and thank them for joining your company as loyal customers.
After greeting, politely mention that the purpose of the email is to remind outstanding payment from the client. You can also mention the amount you want to receive and the deadline for the payment.
Make a table with columns for products, prices, and payment status. Fill in the table and mention that you provide payment options like bank transfer, credit card, or online payment.
Since there are multiple items you need to get paid for, mention that you are happy to receive questions and concerns. Finally, send your regards, name, and designation.
Final thoughts
When you’re prepared to write your email, simply follow the basic rules to produce the ideal template that you can send to your clients.
Creating customized email templates for client interaction from scratch can be rewarding. Having an invoice email template helps speed up the client interaction procedure considerably.