Every business wants to receive payments on time — who doesn’t?
While the exact timing of payments depends on your customers, there are some things that you can do to accelerate this process. One of them is to send your invoice via email.
Read on to find out the great benefits of email invoicing and get practical information on how to send an invoice through email.
Why should you send invoices via email?
There is a multitude of reasons why sending invoices via email is beneficial for your business:
It saves you money
Many businesses opt to send their invoices the traditional way – by post. This comes with a number of incidental costs including delivery fees, stamp fees, stationary fees like paper, envelopes, and more. These expenses may seem relatively small at first, but they add up over the life of a business.
With email invoicing, you can forget about all of the expenses. Simply attach your invoice to your email, and you’re good to go!
It also saves you time
Posting your invoices is extremely time-consuming – you have to print the invoices, fill in the required delivery information, package them accordingly and make a trip to the mailbox. You then have to wait and from there it’s in the hands of the delivery company or postal service. Unless you pay for express delivery, delivery dates and times are rarely certain. That means there is no guarantee when your customer will receive their invoice, not to mention the risks of missing or damaged invoices during the process. Emailing invoices can prevent all of those problems. It offers peace of mind and lets you have more time to focus on activities that add core value to the business.
It is easier to keep track
Sending invoices via email provides an easily accessible proof of delivery securely stored on your computer. Whenever you want to check, you can just go into your “Sent” folder to see the date and time that you sent your invoices. On top of that, you can also request a “delivery” receipt or “read” receipt before sending the email. That means you will get notified when your email has arrived in a client’s inbox and when your client opens it.
It helps you get paid faster
When you send invoice emails, you can technically receive your payments sooner. If your clients receive invoices earlier, they can start the payment process sooner, too.
How to send an invoice through email?
To send an invoice through email professionally, you should follow these three simple steps:
- Create a digital copy of your invoice
- Attach your invoice to the email
- Write a formal invoicing email to your customers
Let’s break them down and look at each step in detail as below:
Step 1: Create an invoice
You can customize an invoice by yourself using free templates on the Internet. Here are some useful links that offer free invoicing templates:
- Invoices – Microsoft templates
- 100 Free Invoice Templates | Print & Email
- Free Invoice Templates | Adobe Creative Cloud
- Free, printable, professional invoice templates to customize| Canva
- Invoice Template for Professionals | Free – FreshBooks
You can also generate an invoice directly from your accounting or invoicing software if you use one.
Make sure your invoices are clear, easy to read, and have all the important information like invoice number, vendor and client details, purchase order number, description of products or services, payment options, etc.
Step 2: Attach your invoice
Instead of pasting your invoice into the body of the email, attach it as a downloadable PDF file. This enables your clients to save, print, or upload your invoice to their accounting software. Plus, you will leave a professional and caring impression on your customers, which enhances your customer relationships.
Step 3: Write an email
Writing emails can be time-consuming, especially if you have a lot of customers to invoice. Using a template can cut down on the amount of time spent on every invoice. Below is an example of a basic template that you can use when sending invoices to your customers:
Subject: Invoice [invoice number] for [product/service name] due [invoice due date]
Hi [Recipient’s name],
I hope you’re well. Please find the attached invoice [invoice number] for [product/service name], due on [invoice due date] below. Feel free to ask me if you have any questions.
How can Shoeboxed help you with email invoicing?
Shoeboxed is a receipt scanner application that turns your document into digital in seconds. It is a well-trusted tool to help businesses, freelancers, and DIY accountants store and organize their receipts. Understanding the rising popularity of email invoicing, Shoeboxed offers some features associated with this process for users:
Forward or send scanned receipts
You can forward or send a digital receipt to any email address directly from the Shoeboxed app. This is helpful when you only have the paper copy of your receipts available. Plus, employees in your company can leverage this feature to send a quick expense report (with receipts attached) to you for reimbursement. It can help you avoid fraud and lost or damaged receipts.
Automatically archive receipts from Gmail
Whenever you receive an invoice in your Gmail inbox, Shoeboxed automatically picks it out and submits it to your Shoeboxed software. Those receipts are then labeled “Sent to Shoeboxed” in your Gmail account.
Next, Shoeboxed will process your receipts, extract, human-verify, and categorize important data from your receipts. With this feature, you no longer have to worry whether you miss any invoices swimming around in your Gmail inbox.
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