Emailing an invoice has many benefits. It makes it easier for the customer or recipient to access the invoice from anywhere, at any time, and it’s easier to keep track of all the payments. It also eliminates the need for both sender and recipient to have the same software program needed to send and receive invoices.
If you’re looking to email an invoice, no matter what kind of email provider you have, here’s how to do it in four simple steps:
1. Create the Invoice
Use a software program or spreadsheet to create the invoice. Depending on the program you use, you can either create one using a template or from scratch. There are a few free and paid programs, such as:
- Microsoft Excel: A spreadsheet program that allows you to create invoices using templates and custom designs.
- Microsoft Word: Microsoft Word has templates for invoices and allows for custom designs using tables and text boxes.
- Google Sheets: A simple, cloud-based spreadsheet program that can be used to create and send invoices from anywhere with an internet connection.
- QuickBooks: A small business accounting software for invoicing, bookkeeping, and financial reporting.
- Xero: A cloud-based accounting software that offers invoicing, expenses, and reporting features for small businesses.
- Wave: A free accounting software that includes features for invoicing, receipt scanning, and financial reporting.
- Zoho Invoice: A cloud-based invoicing software with customizable invoices, recurring invoices, and payment tracking options.
- FreshBooks: A cloud-based accounting software that offers invoicing, time tracking, and expenses features for small businesses.
If you do decide to create the invoice from scratch, don’t forget to include all the relevant information, such as:
- The invoice identification number
- Date the invoice was created
- A detailed description of the goods and services provided
- Your name or the company’s name
- Payment terms
2. Save the Invoice
Once you’ve created the invoice, it’s time to save it in a file format that can easily be attached to an email, such as a PDF, Microsoft Word DocX, or Microsoft Excel XLSX. No matter what kind of invoice software you use, you should have the option to convert the invoice into any one of these file formats.
3. Compose the Email and Attach the Invoice
Open your email client and compose a new email. Address the email to the recipient and include a subject line that clearly states that it’s an invoice. To make it easier for you and the recipient to organize the email, include the invoice number in the subject line. For example, “Invoice #123”.
Attach the invoice to the email by clicking the ‘attach’ button in the email composition window and selecting the invoice file. The ‘attach’ button looks like a paperclip in most major email clients.
You can choose to write a brief message in the body of the email that introduces the attached invoice and provides any additional information. This is an especially good idea if it’s the first time you’ve sent an invoice to that particular recipient and they aren’t expecting it, or when they don’t recognize what an invoice from you looks like.
Once you’re done with the email, click ‘send.’
4. Confirm the Receipt
Wait for a reply from the recipient to confirm that they have received the invoice, especially if it’s the first time you’re sending an invoice to this particular recipient. If you do not receive a response, follow up with another email or a phone call to ensure that the invoice was received and processed.
