Sending Invoices Via Email: A Practical Guide

Quick answer

• Use a dedicated invoicing tool or accounting software for professional templates.
• Clearly state payment terms, due dates, and accepted payment methods.
• Attach the invoice as a PDF to ensure formatting consistency.
• Include a direct link to an online payment portal if available.
• Send a follow-up reminder a few days before the due date.
• Keep a detailed record of all sent invoices and payments received.

Who this is for

• Small business owners and freelancers who need to bill clients.
• Independent contractors and consultants managing their own finances.
• Anyone looking for a streamlined and efficient way to get paid.

What to check first (before you act)

Your Business Information

Before you send any invoice, ensure your business details are accurate and complete. This includes your legal business name, address, and contact information. Clients need this for their own accounting and to know who they are paying.

Client Information

Double-check that you have the correct client name, email address, and any specific billing instructions they may have provided. Errors here can lead to delays or the invoice being sent to the wrong person.

Service or Product Details

Be precise about what you are billing for. List each item or service clearly, including quantities, unit prices, and any applicable taxes or discounts. This transparency helps prevent disputes.

Payment Terms and Due Date

Clearly state your payment terms (e.g., “Net 30,” “Due Upon Receipt”) and the exact due date. If you offer early payment discounts, mention those terms as well. This manages client expectations and encourages timely payment.

Accepted Payment Methods

Specify how clients can pay you. This could include bank transfers, checks, online payment platforms, or credit cards. Providing multiple convenient options can speed up the payment process.

Step-by-step: Sending an Invoice Via Email

1. Choose Your Invoicing Method:

• What to do: Decide whether to use accounting software, a dedicated invoicing app, or a simple word processing template.
• What “good” looks like: You have a system that generates professional-looking invoices consistently.
• Common mistake: Relying on handwritten notes or basic text emails. This looks unprofessional and can lead to errors. Avoid it by investing time in setting up a proper system, even if it’s a free template initially.

2. Gather All Necessary Information:

• What to do: Collect client details, service/product specifics, quantities, rates, and any applicable taxes or discounts.
• What “good” looks like: You have all the data points ready for input into your invoice.
• Common mistake: Missing key details like the client’s full name or the exact description of services. Avoid it by creating a checklist for each client interaction.

3. Create Your Invoice:

• What to do: Input the gathered information into your chosen invoicing tool or template.
• What “good” looks like: A complete invoice with all fields filled accurately, including your business details and the client’s.
• Common mistake: Typos in numbers, dates, or descriptions. Avoid it by proofreading carefully before proceeding.

4. Format Professionally:

• What to do: Use clear fonts, logical layout, and ensure your logo is present if applicable.
• What “good” looks like: An invoice that is easy to read and understand at a glance.
• Common mistake: Overly complex or cluttered designs that distract from the essential information. Avoid it by sticking to clean, minimalist templates.

5. Set a Clear Due Date:

• What to do: Specify the exact date payment is expected.
• What “good” looks like: The due date is prominent and unambiguous.
• Common mistake: Vague terms like “soon” or “promptly.” Avoid it by always stating a specific calendar date.

6. Specify Payment Terms and Methods:

• What to do: Clearly outline how and when you expect to be paid, and list accepted payment types.
• What “good” looks like: Clients know exactly how to pay and what the expectations are.
• Common mistake: Not listing preferred payment methods, leading to client confusion or payment delays. Avoid it by listing all acceptable options upfront.

7. Save as PDF:

• What to do: Convert your invoice into a PDF document.
• What “good” looks like: A universally compatible file that retains its formatting across devices.
• Common mistake: Sending invoices as editable Word or Excel files, which can be altered or display incorrectly. Avoid it by always using PDF.

8. Write a Professional Email:

• What to do: Craft a concise email with a clear subject line (e.g., “Invoice #[Invoice Number] from [Your Business Name]”).
• What “good” looks like: The email is polite, states the purpose, and directs the recipient to the attached invoice.
• Common mistake: Generic or uninformative subject lines that get lost or ignored. Avoid it by making the subject line immediately recognizable.

9. Attach the Invoice:

• What to do: Attach the PDF version of your invoice to the email.
• What “good” looks like: The attachment is present and correctly named.
• Common mistake: Forgetting to attach the invoice, requiring a follow-up email. Avoid it by double-checking for the attachment before hitting send.

10. Include a Call to Action (Optional but Recommended):

• What to do: If you use online payment links, include a direct link for easy payment.
• What “good” looks like: A clear link that takes the client directly to a payment portal.
• Common mistake: Providing a link that is broken or leads to a general company page. Avoid it by testing the link before sending.

11. Send a Follow-Up Reminder:

• What to do: Send a polite reminder a few days before the invoice is due.
• What “good” looks like: A gentle nudge that helps ensure timely payment without being aggressive.
• Common mistake: Waiting until after the due date to follow up, making collection more difficult. Avoid it by proactively sending a pre-due-date reminder.

12. Record and Track:

• What to do: Log the invoice details (date sent, amount, due date) in your accounting system or a spreadsheet. Mark it as paid when payment is received.
• What “good” looks like: A clear record of all outstanding and paid invoices.
• Common mistake: Failing to track invoices, leading to lost revenue or duplicate billing. Avoid it by maintaining a diligent record-keeping system.

Common mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Missing business information	Confusion for the client, looks unprofessional, potential legal issues.	Always include your full legal business name, address, and contact details on every invoice.
Vague service/product descriptions	Disputes over what was provided, delayed payments, client dissatisfaction.	Be specific: list item names, quantities, hours worked, and clear descriptions of services rendered.
Incorrect client details	Invoice sent to the wrong person, delays, potential data privacy concerns.	Verify client name, email address, and any specific billing instructions before sending.
Forgetting to attach the invoice	Inconvenience, delayed payment, requires extra communication.	Double-check the email for the attachment before sending. Consider using a system that prompts you if an attachment is missing.
Using editable file formats (Word/Excel)	Formatting changes, potential for alteration, difficult to view on all devices.	Always save and send invoices as PDF files to maintain integrity and ensure consistent viewing.
No clear payment terms/due date	Confusion, late payments, strained client relationships.	State payment terms (e.g., “Net 30”) and the specific due date clearly on the invoice.
Unprofessional email subject line	Invoice gets lost, ignored, or flagged as spam.	Use a clear, informative subject line like “Invoice #[Number] from [Your Business Name]”.
No follow-up for overdue payments	Lost revenue, cash flow problems, difficulty in collecting debts.	Implement a system for sending polite reminders before and after the due date.
Lack of record-keeping	Difficulty tracking payments, potential for missed income, cash flow issues.	Maintain a detailed log of all sent invoices, payment dates, and amounts. Use accounting software for robust tracking.
Not specifying accepted payment methods	Client confusion, payment delays, potential for using less efficient methods.	Clearly list all accepted payment options (e.g., bank transfer, PayPal, check) on the invoice and in your email.

Decision rules (simple if/then)

• If your client has specific invoicing instructions, then follow them precisely because this maintains a good working relationship.
• If the invoice is for a large amount, then consider requesting a partial upfront payment because this reduces your risk.
• If you are using a new client, then send an invoice with “Due Upon Receipt” terms because this ensures immediate payment.
• If a client consistently pays late, then consider adding a late fee (if your terms allow) because this incentivizes timely payment.
• If you are unsure about tax implications, then consult a tax professional because accurate tax reporting is crucial.
• If the invoice is for recurring services, then consider setting up recurring invoices in your software because this saves time and prevents missed billing.
• If you receive a payment that doesn’t match the invoice amount, then contact the client to clarify because discrepancies need to be resolved promptly.
• If a client requests an extension, then document the new agreed-upon due date in writing because this avoids future misunderstandings.
• If you are sending an invoice to a new contact at an existing client company, then confirm the correct billing contact and address with them because internal processes can change.
• If you offer discounts for early payment, then clearly state the discount amount and the early payment deadline because this encourages faster payment.
• If the total amount due exceeds a certain threshold (e.g., $1,000), then consider sending a confirmation email after the invoice is sent to ensure it was received and understood because this adds an extra layer of communication.

FAQ

Q: What’s the best way to send an invoice if I’m just starting out?

A: For beginners, using free invoicing templates available online or within word processing software is a good start. As you grow, consider free tiers of accounting software or dedicated invoicing apps for more professional features.

Q: How long should I give clients to pay?

A: Standard payment terms are often “Net 30” (payment due 30 days after the invoice date). However, you can set terms like “Net 15” or “Due Upon Receipt” based on your business needs and client relationships.

Q: Should I include my bank details on the invoice?

A: Yes, if you accept bank transfers. Provide your bank name, account number, and routing number clearly. Ensure this information is accurate to avoid payment errors.

Q: What if a client says they didn’t receive the invoice?

A: First, check your sent email folder to confirm you sent it. Then, ask them to check their spam or junk mail folders. If still not found, resend the invoice, perhaps using a different email subject line.

Q: Can I send an invoice via text message?

A: While technically possible, it’s generally not recommended for professional invoicing. Text messages lack the formality and detail required for invoices and can be easily overlooked or lost. Email is the standard.

Q: How do I handle taxes on my invoices?

A: If you’re required to collect sales tax, clearly itemize it on the invoice. Consult with a tax professional or your local tax authority to understand your obligations regarding taxable services and rates.

Q: What if a client disputes an invoice?

A: Address the dispute professionally and promptly. Review the invoice details and your contract or agreement. Communicate with the client to understand their concerns and find a mutually agreeable resolution.

Q: Should I send a receipt after the client pays?

A: It’s good practice to send a confirmation or receipt once payment is received. This assures the client that their payment has been processed and closes the loop on the transaction.

What this page does NOT cover (and where to go next)

• Advanced Accounting Software Features: This guide focuses on the basics of sending invoices. Explore features like recurring invoices, time tracking, expense management, and advanced reporting within accounting software.
• Legal Contractual Agreements: While invoices outline services, they are not substitutes for formal contracts. Learn about creating service agreements or contracts that detail scope of work, deliverables, and legal protections.
• Tax Law Specifics: This guide doesn’t delve into the intricacies of tax codes. Consult with a tax advisor or research IRS guidelines for specific tax advice related to your business income.
• Debt Collection Strategies: For persistent non-payment, you may need to explore formal debt collection methods. Research legal options or consider hiring a collection agency.
• Payment Processor Fees: If you use online payment gateways (like Stripe, PayPal, Square), understand their transaction fees. This is a separate consideration from the invoicing process itself.
• International Invoicing: This guide is geared towards US-based transactions. International invoicing involves different currency considerations, tax regulations (like VAT), and potential customs or import duties.