Are you looking to streamline your invoicing process? Emailing invoices is a great way to help you save time and maximize efficiency. With a digital invoicing system, you can process invoices around 77% faster! 

In this blog post, we’ll cover invoice basics, how to send an invoice, common mistakes to avoid, and tips for optimizing your invoicing process. Read on to learn how to efficiently send invoices so you can receive payment quickly.

What is an invoice and how to send one

An invoice is a document with an itemized list of the goods or services provided by a business to a customer and the total amount owed. An invoice is usually the final step in a business transaction and serves as a receipt for the customer. Businesses need to send invoices to their customers to get paid for the goods or services rendered.

Benefits of emailing invoices

Beyond being more convenient than mailing out invoices, emailing invoices has several other benefits that can help streamline your business operations.

Fast delivery

One primary advantage is that digital invoices are delivered faster and more reliably than physical invoices. Emailing invoices also allows customers to pay you faster, which can help improve your cash flow. If you automate your invoice-sending workflow, clients can receive them even quicker.

Security

Another benefit of emailing invoices is that they are more secure than physical invoices. Email servers are designed to protect messages from unauthorized access, so you can rest assured that your customers’ data will remain safe. Furthermore, you don’t have to worry about invoices getting lost in the mail or ending up in the wrong hands.

Efficiency

Emailing invoices is more efficient than traditional methods of sending out invoices. You can save time by sending out invoices in bulk rather than individually, and you can also easily track and monitor invoices to ensure that payments are made on time.

Plus, you can save time by sending payment reminders automatically, so customers can be reminded to pay their invoices without you having to send them a separate reminder email.

Saves money

Sending invoices via email is a great way for small businesses to save money as well. Emailing invoices eliminates the need for paper invoices, meaning reduced costs for businesses and a more environmentally friendly way of doing business. You also dedicate fewer manual hours to billing tasks this way, leaving your employees to focus on more valuable and stimulating work.

What you need to send an invoice via email

Before you can write an invoice email, there are certain key pieces of information you need to have to ensure that your invoices are accurate and compliant.

Relevant information

The most important information you need to include in your invoice is the details of the service you provided or goods that you sold, the invoice number, the total amount due, the payment due date, and the payment terms.

You should also include your contact details. This includes your business name, address, and phone number. Additionally, you may want to include your payment links so that your customers can conveniently pay you.

Taxes and charges

Aside from the above, make sure to input any applicable taxes that need to be paid immediately, as well as any additional charges that may be applied. You’ll also want to make sure that you include any discounts or promotional codes that may apply to the transaction. Finally, you’ll need to include a signature to indicate that the invoice is approved and valid.

Formatting and security

When sending invoices via email, it’s important to make sure that the document is formatted properly. You should make sure that all relevant information is presented in an organized manner.

Additionally, you should make sure that the email is sent from a secure system that encrypts the data. This will ensure that your client’s information is kept secure and that the invoice email message is sent safely.

How to send an invoice: a step-by-step guide

Creating invoices and sending them can be done quickly and easily, but there are a few things you need to keep in mind when you’re sending out invoices via email. To help you get started, here’s a step-by-step guide to emailing invoices.

Start by opening up your invoicing software and creating a new invoice. Make sure to include all of the necessary information such as your company name, the customer’s name, the items or services being invoiced, the dates, and any applicable taxes or discounts. Once the invoice is complete, you’ll need to export it as a PDF. This ensures that your invoice will look the same no matter which email service the client is using.

Next, you’ll need to compose your email and invoice template. Make sure the invoice includes the customer’s name in the subject line and the body of the email to ensure that they can quickly identify the invoice when they receive the email. Additionally, be sure to include a link to your payment portal in the email so that the customer can easily make the payment.

Attach the PDF of the invoice to the email and send it off. Make sure to follow up with customers if they don’t respond or pay promptly. It’s also a good idea to set up automated payment reminders to help ensure that customers are aware of their payment deadlines. 

Common mistakes to avoid when emailing professional invoices

When emailing invoices, there are a few common mistakes to avoid to ensure your invoices are sent out correctly and efficiently. 

Wrong recipient

The first mistake is sending your invoices to the wrong recipient. This may sound obvious, but double-checking your client's email address can save a lot of time and hassle. Integrating your invoice emails with your contact manager can help ensure every recipient's contact information and invoice details are correct.

Incorrect format

Another mistake to avoid is when you send the invoice is not formatting it correctly. It is important to make sure all of the details are correct and that the customer can easily understand the invoice.

Missing attachment

Third is forgetting to attach the invoice to your email. Double-check that you actually attached the invoice. This is important so that the customer can access and pay the attached invoice quickly.

No payment instructions

Lastly, some don’t  provide clear and concise instructions on how to make the payment. Avoid this and instead include all the relevant payment details, such as account numbers and preferred method of payment. Consequently, the customer can make the payment without any confusion.

By avoiding these common mistakes when emailing invoices, you can streamline and optimize your invoicing process, ensuring that you get paid faster and in full.

Tips for optimizing your invoice email process

Optimizing your invoicing and using an invoice email template helps you ensure that you get paid promptly and accurately. 

Gather all relevant details upfront

To optimize your online invoicing, first, make sure your invoices contain all the necessary information. Make sure to include all the details to avoid any payment delays or confusion.

Create a standardized invoicing system

This will allow you to streamline your invoicing process and save time. You can create an automated system that sends invoices as soon as services are completed. Alternatively, you can create a manual system that requires you to manually send invoices.

Stay organized and track your invoices

This will help you keep track of all your outstanding invoices, as well as recurring payment statuses and late payments. You can set up automated reminders so you don’t forget to send invoices, and you can use invoicing software to keep track of all your invoices in one place.

Be responsive

Respond to inquiries promptly and keep customers informed about their invoices. This will help build trust and loyalty and will also help ensure prompt online payments. Additionally, make sure that the payment methods you offer are convenient for your customers. This will make it easier for them to pay you quickly and easily.

Need an invoice template?

Looking for a smart solution for streamlining your invoicing processes? With B12, you get an entire online presence that's efficient, cohesive, and client-friendly, including automated invoices that automatically match your website and sync with your payments data and contact manager. Try B12’s invoicing software to bill clients effortlessly and send customized invoices that reflect your branding. Sign up for free today to launch an improved online presence with invoice templates that help you save time and effort.