While we know that accurate, clear invoices are essential, it’s also necessary to think about how to send an invoice to ensure it will be safely received – and paid! The best way to send invoices is usually via email.
Here we’ll run through the options and formatting tips to ensure your invoices reach your intended recipient safely.
What is the Best Way to Send Out Invoices?
Email systems are undoubtedly the best option for sending out client invoices. Paper documents can get lost in the mail, and you can’t be sure how long they will take to be delivered.
Particularly when chasing payments, it can be tricky to prove a posted invoice arrived. That may add delays to your cash flow, and you can’t always depend on the reliability of the local postal service.
Another consideration is that many US businesses operate worldwide. It’s far more convenient and cost-effective to distribute invoices by email than investing in airfreight mail costs!
How Should I Structure an Invoice Email?
Personalized service is always the best option. Customizing your emails ensures your customer feels their business is appreciated.
Using an invoice template system is the ideal way to ensure you have each customer’s email address saved and can tailor the body of the email to your client.
Once the invoice is ready to send, one-click functions will whizz your email to your customer, with delivery in seconds.
Addressing the email personally to your client and thanking them for their custom is a must. We’d also suggest making sure you have your business contact details on the invoice or, even better, included in the email text so your customer can get in touch if they have any questions.
Many email invoices are sent from ‘No Reply’ inboxes, which is best avoided.
Businesses should preferably send emails containing an invoice from an account that accepts direct replies – this is for your customer’s convenience should they need any clarification.
Can I Send Large Invoice Documents Via Email?
You can, although it’s wise to be conscious of file size.
Huge attachments may be undeliverable, bounce back if the recipient’s mailbox is full, or be rejected as spam by some operating systems.
We’d recommend you:
- Include the invoice as an attachment – writing it into the email body makes it hard to print.
- Use PDF formats, as text files can be easily edited or intercepted.
- Send invoices using an invoice email template. This method ensures you use consistent formatting and every invoice has a professional appearance.
Templates allow you to send out multiple invoices easily. You can work through each invoice field and then double-check it to ensure the information is accurate before pressing the send button.
You can add a note either to the invoice itself or to the email if you’d like to mention something specific.
Saving client emails in your invoice template software is also a great timesaver, as you won’t need to look up their contact details and make sure you’ve typed in the address correctly each time!
In the digital world, the best way to send an invoice is by email. Hand written invoices have become a thing of the past and with most businesses now conducting all their accounting with online software, it’s an easy integration for them to automatically balance their sheet by adding in any digital invoices they receive.
A professional invoicing software now includes templates that you can customize with your business’s branding, making sending out multiple invoices a breeze, and in some cases a process you can fully automate, saving you time and money!