How to put in writing an bill e-mail [Free Template]

Knowing how to write a billing email is a crucial factor in getting paid on time. Your main goal is to be clear, concise, and polite in telling the recipient what you want. Usually sent as attachments, you need a standardized email invoice template that serves as a short cover letter and optimizes your efficiency.

Here at Twilio SendGrid we have Write an email 101 Best Practices and free templates to save time and headaches on your important daily tasks. Read on for specific billing email tips and a free billing email template You can use it right away. We also included bonus email templates for billing reminders and overdue bills.

Tips for writing an invoice email

With our email template for invoices, you no longer need writing tips. Just fill in the fields to personalize and create the perfect ready-to-send email! However, for the sake of thoroughness, we will include a few points here to clarify why we chose this particular invoice and receipt template.

Avoid surprises through transparent prices and regular correspondence

Even with the perfect template, reactions to your invoice email can be negative. You can avoid delays and customer dissatisfaction by committing to transparency in your pricing structure and communicating any differences in expectations at an early stage. In the event of major changes to the estimated total amount, you will need to send a preliminary email describing why the pending invoice differs from the previously agreed amount.

Better still, if you see obstacles to the planned fulfillment of your contract end, pause your activity and discuss options with the client to avoid surprises if the budget is exceeded.

Keep your email simple but friendly

While the goal of your email is to get paid, any type of regular correspondence with a customer is an opportunity to cement a relationship. No need to talk about your weekend plans or ask your client what’s for dinner tonight. However, you want to personalize the email with the customer’s name, express gratitude for the business, and provide enough information so that your customer is comfortable with the transaction. You will find that our template uses simple language and expresses these points in as few sentences as possible.

Plan contingencies

Chasing payments is an unfortunate reality for many people who send billing emails. Even honest people are busy, forgetful, and may juggle multiple financial obligations. Not to mention that emails can end up in a spam folder or in the wrong inbox. You can consider sending invoices a month before the due date with a friendly reminder 1 or 2 weeks in advance if you haven’t received payment for the invoice immediately.

Additionally, you may need to create an overdue invoice template or 2 to prepare for the time a customer won’t pay right away. Overdue billing emails tend to be a bit more formal and firm while remaining polite.

Why use an invoice email template?

Sending a business email should take no more than 5 minutes. If it takes longer or you send numerous invoices, there is no substitute for a quick and easy invoice receipt template that cuts this time to 30 seconds or less.

Freelancers and small business owners often struggle to get paid on time. While the reasons for delays are numerous, an easy-to-understand email invoice template generally requires more attention, clarifies payment terms, and alleviates much of that hassle.

Invoice email template

Ideally, create your actual invoice as a downloadable PDF that makes it easy for your customers to print, save, and upload to their accounting software. The following email template for sending an invoice can be customized for your business and added to the subject line and body of the email.

Standard invoice email template

Subject line: Invoice #[NUMBER] to the [PRODUCT/SERVICE] due on [DATE]

Hi [CLIENT NAME],

I hope you are doing well. Please see attached invoice #[NUMBER] to the [PRODUCT/SERVICE] due on [DATE]. Please do not hesitate to contact us if you have any questions.

Kind regards,

[YOUR NAME & EMAIL SIGNATURE]

BONUS – Email reminder template for follow-up invoices

Subject line: Invoice #[NUMBER] to the [PRODUCT/SERVICE] is due soon [DATE]

Hi [CLIENT NAME],

I hope you are doing well. This is a friendly reminder that the attached invoice #[NUMBER] to the [PRODUCT/SERVICE] is due in [TIME FRAME] At [DATE]. Please let me know if you have any questions.

Thank you for your business,

[YOUR NAME & EMAIL SIGNATURE]

BONUS – Overdue Invoice Email # 1 Template

Subject line: Overdue invoice #[NUMBER] to the [PRODUCT/SERVICE] due on [DATE]

Dear [CLIENT NAME],

I hope you are doing well. We have not yet received a payment for invoice #[NUMBER] to the [PRODUCT/SERVICE]what was due [NUMBER] days ago [DATE]. Please let us know when we can expect to receive your payment and don’t hesitate to contact us if you have any questions or concerns.

Kind regards,

[YOUR NAME & EMAIL SIGNATURE, INCLUDING A PHONE NUMBER]

BONUS – Overdue Invoice Email Template # 2

Subject line: Invoice #[NUMBER] to the [PRODUCT/SERVICE] **Overdue**

Dear [CLIENT NAME],

Enclosed an invoice for that [PRODUCT/SERVICE] provided on [SERVICE/RECEIPT DATE]that was due on [DUE DATE].

Please note that a late fee of [AMOUNT] applies, and the total amount is now due [TOTAL].

Payments are possible via PayPal, Venmo, Apple Pay or at. acceptable [WEB PORTAL LINK].

If you want, you can have a check made out on it [YOUR NAME OR BUSINESS] to:

[BUSINESS ADDRESS].

Please let me know when you can expect payment and if you have any further questions or concerns.

Thanks very much,

[YOUR NAME & EMAIL SIGNATURE, INCLUDING A PHONE NUMBER]

How to send an invoice by email

Once you have your template, you can easily send your invoice by email:

• Add a standardized subject line so that the customer can easily recognize and find it
• Insert the template into the email body
• Customize the open fields of the template
• Attach the pending invoice by clicking the paper clip icon and locating the file
• Proofreading the email to make sure you haven’t missed any fields
• Send now or schedule a time through your application programming interface (API)

We highly recommend using an API like Twilio SendGrid as part of your process because you can design a template, test variations, schedule emails automatically, and track responses. If you are self-employed, our website has a wide variety of resources, including free ones Retail sales receipt email templates that save the time and hassle for busy freelancers and business owners.

Send your business billing emails with Twilio SendGrid

Twilio SendGrid provides a simple, intuitive platform for creating templates and sending billing emails. We provide the foundation for building successful large-scale email campaigns including creating, reviewing and tracking invoices for multiple clients.

By further automating your process, you can ensure that your business invoice emails are compliant and accurate, so you can focus on creating value for your business. Visit our email API page to find out more!