Payday is one of the best parts of completing a project. If you’ve done some client work recently and wrapped up the project, chances are you’ll need to invoice your client to get paid. In order to limit miscommunications or misunderstandings, it’s wise to have an invoice email template for your invoices that is straightforward and easy to understand. In this article we share with you tips and advice that you can use on writing invoice emails that will make it easier for you to get paid.
How Do I Create an Invoice Email Template?
One of the most important things about your template is that it is relevant and personalized to your business or work. It should reflect the type of work that you do as well as the type of relationship that you have with your client.
Enter text that you want to print on the invoice below the client mailing address. If you entered header text in the Company Preferences Billing tab Invoice Header Text field, that text appears in this field and prints on client invoices for all projects, unless you change it here for this invoice.
Your email should also be generic enough that it can be applied to most or all of your clients, allowing you to simply make quick changes when necessary before sending it off. Once you’re ready to design your email, you can follow the below steps to create the perfect template for you to send to your clients. It can be a hassle to make invoices from scratch, so having a generic example can make the process much faster.
- Clients simply click Pay Invoice to add a payment method and securely pay your invoice online. Payment details are stored securely for future use, and clients can even select to pay future invoices automatically using the details provided. Note: This is only applicable if.
- Locate Client and open Client Profile. Click Ledger in side menu and click appropriate tab to locate Invoice. Click Select an Action for appropriate Invoice. Select Print or Email to Client.
Keep Your Invoice Email Professional and Simple
The purpose of this email is to send your invoice to your clients: it doesn’t need to contain much other information. For the sake of your own time as well as your client’s, all you need to include is a brief message thanking them for their business, and outlining that you have attached an invoice for your work. If you want to get paid on time, it helps to use an email that is short and to the point.
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We recommend that you include all of the relevant information in the email subject line. When it’s time for you to send your invoice, ensure that you have included everything that the client needs to know in order to recognize that you are invoicing them. Otherwise, they might not even realize that you have sent an invoice, thus inadvertently delaying your payment.
What Do You Write in an Invoice Email?
Your invoice letter should include the work that you have completed for the client. You should outline whether you charge per project or time worked. In addition, you should include your rate, so that the client is clear over how much you are charging.
As mentioned above, you should include all of the most important information in the subject line. Include the invoice number and the due date in the subject line when you write your email. This way you can make sure that your client knows exactly why you are contacting them, and that it’s time for them to pay you for your services.
Invoice Email Format
Your invoice letter or email should begin with a greeting. You should also include a brief message, in case you haven’t communicated with the client for a while. Then, you should inform your client that you are getting in touch to invoice them for the work you completed and that you have attached the document to the email.
We strongly recommend that you attach your invoice as a document, instead of including it in the body of the message. PDF is generally best, as it works on all different kinds of devices and operating systems, and you can avoid compatibility issues. If you send the invoice as an attachment, your client can easily print it out and save it if they need to.
How to Personalize Your Invoice Email
It’s recommended to personalize your email so that the client doesn’t feel like they have received a generic invoice letter. When you send your invoices via email, you should include a personalized greeting, so your client knows that you have put some time and effort into reaching out. If you feel that it’s appropriate, you might also want to include a personalized message in the body of the email.
How to Write a Cover Letter for an Invoice
If you have worked on a larger or more complex project for a client, it might be appropriate for you to include a cover letter with your invoices. This invoice letter is an opportunity for you to outline your rates, the work you have performed, as well as breaking down your rate and explaining why you have charged the amount that you have charged.
Make sure to include your business name or company name in the invoice letter. You should also include a timescale of the project you have worked on, including the start and end dates. Then, you should break down each task you completed as part of the project and how much you are charging for this. If you charge per hour or day, then include this as part of the breakdown as well.
Invoice Email Template
If you’re wondering how to write an invoice email, you can try using the following invoice message example:
Dear [client name],
I hope you are well. Please see invoice attached [ invoice number] for [completed project]. The invoice is due by [date].
Please don’t hesitate to get in touch if you have any questions, or would like to clarify anything.
Note that this invoice email message example is brief and clear. There’s no need to include unnecessary details or conversation unless you have a very close relationship with the client and feel that it would be appropriate. This is, of course, at your own discretion.
How to Write a Past Due Invoice Email
If your client has not paid on time, you may need to contact them again to follow up on the payment. It can feel awkward to contact a client repeatedly over the same issue, but you need to get paid for the work you have performed for them.
Be Polite But Firm in Your Invoice Message
Your client may have an explanation for why they have been unable to pay you on time. Regardless, you shouldn’t let them avoid paying for your work. Chasing payment is unfortunately a common grievance when working as a freelancer. Make sure that your email is polite but firm. If this is the first instance that you’re contacting your client to follow up with them, there’s no need to be overly personal.
How Do I Send an Invoice Through Email?
If you’re going to send an invoice via email, it's best to include it as an attachment. You can also use an invoicing software to generate invoices, as this makes the process easier. Also, you use an email to send a link to an invoice that you have generated through services like Paypal.
Alternatively, you can generate an invoice and then include it as an attachment in the email. Make sure to include the relevant information in the document, like the name of your business, the amount you are charging, and the invoice number.
How Do I Write a Formal Invoice?
Ensure you include all of the relevant information that your client needs to know to pay you in your invoices. For example, you should write your company name or business name, as well as the method of payment they should use. You can also include a breakdown of services rendered.
It’s often best to break down each service into an item, and then outline how much you charge for each item. This is the clearest way for your client to see how much you charge, and why. When it’s time for them to pay you, itemizing your services also makes it much easier for the client to know how much they owe. If you fail to do so, you may find that certain clients try to dispute the amount that you've changed, and this causes unnecessary delays. Unfortunately, this is often part of freelancing, but if you break down the information as clearly as you can, then you limit the chance of this happening as much as is reasonably possible.
Automating Invoice Emails with Hiveage
Tools like Hiveage helps you automate the process of creating invoices and emailing them to your clients. This makes the process very straightforward and significantly reduces the hassle for you. By using software to automate this process, you can limit the amount of energy you need to spend on admin work and creating documents and focus instead on actual work.
By automating your emails, you can ensure that they all meet the same standard, and always include the most relevant information. You don’t need to worry about accidentally leaving out vital information, such as a unique invoice number or payment details. A reliable invoicing process set up with the right tools will ensure that your small business finances remain healthy.
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Curated emails that’ll help you manage your finances better.
They come in all shapes and sizes. They’re the reason you go to work in the morning. There are new ones coming up, and old ones coming back. What you need is a well-maintained, up-to-date, comprehensive client list to keep your invoicing in order.
Your clients are the core of your freelance business, and your Clients page is the core of your activity on Invoice Ninja.
The Clients page is a list page that presents a summary of all your clients in a user-friendly table. Think of your Clients page as the “central station” of your client activity. Most of your day-to-day invoicing actions can be taken from the various links and buttons that appear on the Clients list page. And you can use the Clients list page as your starting point to explore more in-depth client information, edit client information, view current client statements, and more. Now, we’ll take a closer look at the setup of the Clients page, and the range of actions available to you on the Clients page.
To view your client list page, go to the main sidebar and click the Clients tab.
The Clients page presents a list summary of all your current clients in a table format. The main elements of the table include:
- Client: The name of the client
- Contact: The name of the primary contact person
- Email: The client email address
- Date Created: The date the client was created
- Last Login: The date the client last logged in to the system
- Balance: The client’s payment balance
- Action: A range of actions you can take to manage activity relating to the selected client
To select an action for a particular client, hover with your mouse anywhere in the row entry of the client. A gray Select button will appear. Click on the Select arrow and a drop-down list will open.
When you click on an action, you will be automatically redirected to the relevant action page for the selected client. Here are the available actions in the drop-down list of the Action button, and the corresponding action pages that will open:
- Edit Client Edit the client’s details on the Clients / Edit page
- New Task Enter a new task on the Tasks / Create page
- New Invoice Enter a new invoice on the Invoices / Create page
- New Quote Enter a new quote on the Quotes / Create page
- Enter Payment Enter a new payment on the Payments / Create page
- Enter Credit Enter a new credit on the Credits / Create page
- Enter Expense Enter a new expense on the Expenses / Create page
- Archive Client Click to archive the client
- Delete Client Click to delete the client
Sorting & Filtering Clients
The sort and filter functions make it easy for you to manage and view your client information.
Sort the clients table via any of the following data columns: Client, Contact, Email, Date Created, Last Login, or Balance. To sort, click on the tab of your choice. A small arrow will appear. If the arrow is pointing up, data is sorted from lowest to highest value. If the arrow is pointing down, data is sorted from highest to lowest value. Click to change the arrow direction. (If you click on the Client, Contact or Email arrow, the data will be displayed in alphabetical or reverse alphabetical order.)
Filter the clients list by completing the Filter field, situated at the top right of the page, to the left of the gray Credits button. Clients can be filtered according to the client name, contact person name, or elements of the client name or contact person name. Here’s an example: Let’s filter the table for a client named “Joe Smith” of “Best Ninja” company. You can type “best ninja”, or “best” or “ninja”, or even “bes”, or “nin”, or “ja”, or “Joe”, “Smith”, “Jo” “oe”, “th” or any other grouping of letters in the client name or contact person name. The filter function will automatically locate and present all the relevant entries. This function makes it easy to find clients with even minimal input of information.
To archive or delete a specific client, hover over the client entry row, and open the Action drop-down list. Select Archive client or Delete client from the list. The Clients table will automatically refresh.
- Deleted clients are displayed with a strike through and a red Deleted label in the Action column.
- Archived clients are displayed with an orange Archived label in the Action column.
Note: You can also archive or delete one or more clients via the gray Archive button that appears at the top left side of the Clients table. To archive or delete clients, check the relevant clients in the check boxes that appear in the far left column next to the client name. Then click on the Archive button, open the drop-down list and select the desired action.
Want to view archived or deleted clients?Click on the tag field located on the left top side of the screen, to the right of the gray Archive button. When you click on the field, a drop down menu will open, displaying all the filter tags: Active, Archived and Deleted. Select the tags you want, and the table will update automatically to display the filtered client list.
You can choose to restore or delete the archived client. To restore an archived client, hover with your mouse over the Action area for the relevant archived client. A gray Select button will appear. Click on the Select arrow, and choose Restore client from the drop-down list. To delete an archived client, select Delete client from the drop-down list of the Select button.
To restore a deleted client, hover with your mouse over the Action area for the relevant deleted client. A gray Select button will appear. Click on the Select arrow, and choose Restore client from the drop-down list.
So, you’ve taken on a new client? Congratulations!
Your Clients list is at the heart of your invoicing activity, so it’s really important to maintain current information on all your clients. When you start working with a new client, the first thing you’ll need to do is to add the new client by entering their contact information and business details.
When creating and saving a new client to your Clients list, make sure to have the relevant, up-to-date information at hand. You are only required to enter the information one time. Invoice Ninja automatically tracks all invoicing activity for each client.
To enter a new client, go to the Clients tab on the main sidebar, and click the + sign on the tab. This will open the Create Client page. Or, you can go to the Clients list page and click the blue New Client button at the top right side of the page.
The Create Client page is divided into four sections. Enter the information in the relevant fields.
Let’s take a closer look at each section:
- Organization: Enter details about your client’s business/company/organization, including the company name, ID number, VAT number, website address and telephone number.
- Contacts: Enter the name, email address and phone number of your contact person for this client. You can enter as many contact people as you like. To add more contact people, click +Add Contact.
- Address: Enter the street address of your client. This will be of particular importance if you need to send hard-copy invoices or payment receipts.
- Additional Info: Enter the payment currency, language, payment terms, company size (no. of employees), the relevant industry sector, public notes (these will appear on the invoice by default) and private notes (don’t worry - no one can see them but you.)
TIP: Understanding the Payment terms field – You may have different payment terms and agreements for various clients. Here, you can select the default due date for the specific client via the drop-down menu of the Payment terms field. The default due date is calculated according to the date on the invoice. For example, Net 0 means the payment is due on the date of the invoice; Net 7 means the payment is due 7 days after the date of the invoice, and so on. Note: Even if you choose default payment terms, you can always manually adjust an invoice payment due date for a specific invoice, via the Edit Invoice page.
Once you have filled in the page, click Save to save the new client information. From now on, when you click the Client field, the client’s name will appear in the drop down menu. Simply select the client you need and let the invoicing begin!
Client Overview Page¶
Each client has its own Client Overview page. The overview page provides a complete summary of all your client details and activity in one page. From here, you can access everything you need about the specific client, including the client’s general contact information, total standing payments and balance, and a detailed list of the client Activity, Invoices, Payments and Credits. You can also Edit, Archive or Delete the client, view the Client Statement and view the Client Portal, all directly from the Client Overview page. Let’s explore:
How to view the Client Overview page¶
To view the Client Overview page of a specific client, click on the client name in the Clients list page.
Understanding the Client Overview page¶
The top section of the Client Overview page displays general business and contact information that you entered when creating the client, including contact name, street address, payment terms, email address, as well as standing payment and balance data. You can also view the client portal from here, by clicking on the View client portal link that appears below the client’s email address.
If you entered the client’s street address, a Google map appears below the information box displaying the client’s location.
Client Data Table¶
Just below the client information box or Google map, you’ll find the client’s data table. The table displays a summary of your client’s activity, invoices, payments and credits, in a simple accessible table format. It provides a fast summary of the data for the specific client only.
To access the various data tables, choose from the menu bar: Activity, Invoices, Payments or Credits.
The Activity table shows all the past activity with the client, in chronological order, with the most recent actions at the top. The table has 4 columns:
- Date: The date the action was taken
- Message: The action that occurred
- Balance: The client’s current balance
- Adjustment: The adjusted amount
The Invoices table shows a list of all the client’s invoices and accompanying information. The table has 5 columns:
- Invoice: The invoice number
- Date: The date the invoice was created
- Amount: The invoice amount
- Balance: The invoice balance
- Due Date: The date the payment is due
- Status: The status of the invoice (Draft, Sent, Viewed, Paid, Overdue)
You can also create a new invoice for this client via the blue New Invoice button that appears at the top right of the Invoices table.
The Payments table shows a list of all the client’s payments and accompanying information. The table has 7 columns:
- Invoice: The invoice number
- Transaction reference: The reference number of the transaction
- Method: The payment method (ie. Paypal, manual entry, Amex, etc)
- Source: The source of the payment
- Amount: The payment amount
- Date: The date the payment was made
- Status: The status of the payment (ie. Pending, Completed, etc)
You can also enter a payment for this client via the blue Enter Payment button that appears at the top right of the Payments table.
The Credits table shows a list of all the client’s credits and accompanying information. The table has 5 columns:
- Amount: The credit amount
- Balance: The current balance
- Credit Date: The date the credit was issued
- Public Notes: Comments entered by you (these will appear on the invoice)
- Private Notes: Notes added by you (for your eyes only; the client cannot see these notes)
You can also enter a credit for this client via the blue Enter Credit button that appears at the top right of the Credits table.
Clickable Links on the Client Overview Page¶
The Client Overview page is rich in clickable links to the client’s invoices, payments, credits and any other data pages relating to the client. So you can quickly look up any information with a simple click of an IP link. Take for example the Activity table: if you recently updated the client’s invoice, an entry will appear on the Activity table, with a Message of: “You Updated Invoice 53”. “Invoice 53” will appear as a clickable link that takes you directly to the invoice. So you have fast access to every relevant invoice, quote, task, expense and more, directly from every listing on the Activity table. This also applies to the Invoices, Payments and Credit tables. TIP: Any invoicing action you need to take for the client can be done from the Client Overview page.
Note: All the tables on the Client Overview page have Sort and Filter functions. You can filter by entering text into the filter field that appears above and to the right of the table. Also, each column can be sorted highest to lowest, or lowest to highest. Simply click on the small arrow that appears when you hover in the column heading field.
The client statement is a downloadable PDF document that provides a full and current statement of your client’s balance.
View Statement: To view the client statement, click the blue View Statement button that appears at the top right side of the Client Overview page. This will automatically generate the PDF statement.
Download Statement: To download the PDF statement, click on the gray Download PDF button at the top right of the statement screen.
Free Invoice Print
Return to Client Overview: To return to the client overview page, click the blue View Client button at the top right of the statement screen.
Actions on the View Statement Button¶
You can do all invoicing actions for the specific client with a click of the mouse, directly from the Client Overview page. Simply click on the arrow at the right hand side of the View Statement button. A drop-down menu will open, giving you quick access to all the actions: New Invoice, New Task, New Quote, New Recurring Invoice, Enter Payment, Enter Credit, Enter Expense.
Client Invoice Software
How to Edit Client Information¶
The information you enter on the Create Client page acts as your default settings for this client. You can change these settings at any time. How? By clicking on the gray Edit Client button on the Client Overview page.
Click on the gray Edit Client button, at the top right corner of the page. You will now be taken to the Clients/Edit page, where you can edit any of the fields.
Archiving or Deleting the Client¶
Email Invoice Template Free
You can also archive or delete the specific client directly from their Client Overview page.Click on the arrow at the right hand side of the Edit Client button. A drop-down menu will open, giving you the option to Archive Client or Delete Client.