Jared King

Write Invoice Emails That Get Paid

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Are you getting paid on time? Using the right messaging makes a huge difference.

With an invoice in hand you can follow these tips for writing effective invoice emails to help you get paid on time or deal with past due invoices. We even included sample invoice, reminder, and past due email templates at the end of this post that you are free to use.

Be Swift

Getting paid on time is always a race against the clock. You should strive to bill your client as soon as the job is complete or final approval has been given. Don't wait until your client asks to be billed!

Be Polite

You just hustled to finish a tough deadline for your client. It’s reasonable to expect the same timeliness when it comes to getting paid. However don't let your eagerness to get paid spoil your tone. You should always be courteous and professional when wording billing communications, even when dealing with past due accounts. It’s as easy as using ‘please’ when asking for payment and thanking your client for their business.

Be Concise

Concisely specify how much is due and when it is due by. Don't leave this up for interpretation. Vague terms like "due upon receipt" might mean "pay immediately" to you but your client could take it as "pay whenever". Instead we suggest including the exact due date the invoice must be paid by. It's best to clearly state these payment terms up front to your client.

Including multiple numbers, or no amount at all, when emailing your client should also be avoided. Specify the exact amount that is owed in your message while leaving other details on the invoice. It can be as simple as, "Please pay the balance of $1,000 by June 21".

Make it Easy to Pay

When you make paying a puzzle for your client then your invoice gets moved to the bottom of their to do list. Clearly and succinctly explain how you expect to be paid. For example, if getting paid by check then add, "You may pay by mailing a check to...". Even better would be to include a Pay Now link if you accept online payments.

Sample Billing Email Templates

Use these sample email templates for effectively billing your client. It's based on the tips above, and our experience billing clients over the years.

New Invoice

You can use this email for sending out freshly minted invoices:

Dear Client,

We are contacting you in regard to a new invoice # 1 that has been created on your account. You may find the invoice attached. Please pay the balance of $1,000 by June 21.

You can pay by mailing a check to:

Acme Corp,

123 Main St.

Austin, TX 78701

We look forward to conducting future business with you.

Kind Regards,

Jared

Acme Corp.

Friendly Reminder

If your client has not paid yet then you can send them a friendly reminder before the due date (7 days works well):

Dear Client,

We are contacting you in regard to invoice # 1 that is currently outstanding. This is a friendly reminder that the balance of $1,000 is due by June 21.

You can pay by mailing a check to:

Acme Corp,

123 Main St.

Austin, TX 78701

If the invoice has already been paid, please disregard this message. We greatly appreciate your business.

Kind Regards,

Jared

Acme Corp.

Past Due Notice

Should your invoice become past due then a more stern, yet still polite, email should be used:

Dear Client,

We are contacting you in regard to invoice # 1. The invoice is now past due since June 21 with a balance of $1,000. We kindly ask that you remit payment as soon as possible.

You can pay by mailing a check to:

Acme Corp,

123 Main St.

Austin, TX 78701

We look forward to your swift response. Please contact us if we can be of any assistance.

Kind Regards,

Jared

Acme Corp.

Happy invoicing!