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Steps for Small Businesses to Create Professional Invoice Email Templates

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After a business has offered its service or product to a customer, it is now time to ask for payment. However, before doing so, it is imperative for a business to create an invoice. They should then email it to the clients. Several small businesses, as well as freelance consultants, face the issue of delayed payments.

Although it may not be effective in all cases, an easy-to-understand and simple invoice email can help a business to receive its due payments faster. If you are a small business owner and are interested to know steps to create a professional invoice email template, these steps can come handy for collecting your payments from your clients.

Tips to send an invoice through email

Knowing how to create an email with an attached invoice is a simple process. The article has some major tips and guidelines so that a small business owner can send these emails easily to process their invoices.

Tip 1: Send your email with an attached invoice

Make sure that the invoice is not pasted in the email body. Rather, the invoice should be in the form of a PDF file, which is easily downloadable. You should then attach it to the email. Thus, your customers can print, upload, or save your invoice into their hard discs or their accounting applications.

Tip 2: Make sure to include all key information in the email’s subject line

Several organizations are overwhelmed with emails. Hence, if you can help them to easily find your invoice, it can be processed faster. It also means that your payment will be released faster by your clients. So, make sure that all major information is available in your email’s subject line. These include the due date of the payment and the invoice number. Such a step will ensure your client organizations to track your invoices easily.

Tip 3: Use an invoice template to make your life easier

In case your business has to invoice very frequently, you should use a professional invoice email template. You can save a lot of time by using a proper invoice email template. You have to simply alter some important details that would hardly take a few minutes. Thus, you can mail your invoices easily and quickly.

Tip 4: You invoice should all the information your client should know

When the owner of a small business does not include all the relevant details in the invoice, their client may ask for another invoice. They might do not pay or process your invoice. It also means a lot of rework. A professional invoice email template makes sure that you do not miss out on the major details while sending it across.

Invoice email template

So, what is an invoice email template? It can be a time-consuming process to write emails from the beginning every time you have to send across an invoice to your client. It is particularly so when your business needs to invoice several clients at a regular interval.

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Once you are experienced in how to compose an invoice email, it can be a great idea to use templates. It can slash the amount of administration work a business has to deal with regularly. An ideal invoice email is one, which is:

  • Easy to understand
  • User-friendly
  • Detail all the required information a client requires for processing your invoice.

Follow up on an invoice email

It is imperative to note that your job is not done simply by sending the invoice emails to your clients. There are several occasions when your clients can delay in processing your invoices. In such a case, it is a sensible idea to contact your client by phone. After all, there is a possibility of your emails being sent to an incorrect contact.

When even this is not effective, you may have to escalate the procedure by drafting a formal letter and sending it to the concerned client. Steps like sending your debt collectors to the defaulter client, charging interest on late payment(s), or initiating legal proceedings could be considered as your last option to collect the late payment.

A small business, which provides credit terms to their customers for their services and products, should know how to send an invoice to the latter. A customer can be an organization or even an individual.

Such businesses perform services or send products first and then allow their customers to pay afterward. Businesses use a document called invoice to request their payments.

When a small business learns to prepare its invoices efficiently and correctly, it can reduce its unnecessary paperwork to a great extent. They can also get their payments faster. It will also boost a small business’s overall financial management.

Here are the major steps for a small business to create professional email templates:

Step 1: Choose an appropriate invoice template

Ensure that your clients are invoiced immediately after getting their work done. It has been observed that when invoices are not sent on a day when the jobs are done, their payment may be delayed.

So, the first step to create a professional invoice email template is to select your invoice template. You will come across innumerable free invoice templates. Some popular ones are as follows:

  • Google Docs
  • Word
  • PDF
  • Excel, and more.

There are free downloadable invoice templates, which are customized for small businesses and freelancers by industry. You simply need to download your preferred template and use your preferred program to open it.

Step 2: Add services or products

You need to add a distinct line item for every service or product for which the client has to be billed. Make sure that a proper description is included, the date the service or the product was offered, as well as quantities, if required.

After all, your clients will be keen to know what they are exactly paying for. So, restrain from clubbing all the items together. Instead, break out every item so that there is no confusion, which could delay processing your invoice.

Step 3: Compute the grand total

You need to calculate all the line items’ subtotal. Finally, include anything, which can affect your grand totals like a balance outstanding, a discount, or sales tax, everything has to be added to arrive at the grand total.

You should not charge late or extra fees, which you did not discuss with your customer in the first place. Your client will not only be confused but may not process the invoice. Also, they would stop trusting you when you charge them for certain things, which they did not agree to.

Step 4: Make sure to include all key details

The sample invoice needs to be customized so that details such as the following details are included:

  • Your business logo
  • Due date
  • The date
  • Reference number
  • Invoice number
  • The contact information of the business such as an address, and
  • Payment terms

You can also include a personal message if you wish to do so. Additionally, when you are polite, the company you are billing will be impressed. As such, your relationship with the client company will also improve. It is imperative to note that your invoice should mention the payment terms clearly to avoid any kind of confusion.

Additionally, check with your client company about what is their preferred payment mode. Businesses usually follow a stringent policy about their payment mode.

You should also cross-check your invoice for any formatting, grammatical, or spelling errors. Mistakes such as these may make your small business appear unprofessional.

Step 5: Send your invoice

There are a few options for you to send across the invoice. You may take a printout and mail it. You may also email or fax it. Most businesses today use some form of accounting software, which typically emails the invoice and also includes payment choices.

Make sure that your invoice is accompanied by a personal message in the email or as a cover letter.

Step 6: Follow up after your invoice has been sent

Never feel that your job has ended after sending the invoice to a client. There are several such instances when businesses lose invoices frequently, forget or overlook them, or are even unwilling to process them. So, a small business has to make sure that they follow a proper follow-up process. Your invoice application can come handy as they can send automated reminders. These reminders can reduce chase.

There is no wonder that you love to run your small business. There is greater control and freedom while running a business, which is not available when you are in a regular job. However, running a small business also means that you have to be responsible for creating invoices.

You have to also invoice your clients, get paid, and look after various aspects of business operation. Creating professional invoice email templates can reduce the load of spending time on mundane administrative tasks. Make sure to use an appropriate template and customize it to suit your exact requirements. You can rather focus on more important tasks to run your small business more effectively.

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