How to send an invoice through email step-by-step.
Follow these steps to learn how to send an invoice through email securely.
Whether you’re a small business owner, a freelancer, or an independent contractor, knowing how to send an invoice through email can save you time, reduce paperwork, and ensure timely payments from your clients. Let’s explore the process of sending invoices through email.
Technology makes transactions seamless and simple — as long as you’re using secure software and common sense. Skip the paperwork, mail, and payment delay that comes with sending a paper invoice. Follow these steps to write and send digital invoices easily.
- Write a digital invoice.
- Confirm details before emailing the invoice.
- Email invoice PDF.
1. Write a digital invoice.
If you’re the one sending the invoice via email, you probably already know that invoices are how you get paid for the products you sell or the services you provide.
When writing an invoice for your business, it should include information about both the vendor and customer, including addresses and phone numbers. Your invoice should also include the date of the transaction, the date of the invoice, and an itemized list of products or services provided. It should further list any payments already made, any discounts provided, and any service or late fees. Finally, ensure the total amount due is included, along with instructions and a due date for payment.
2. Confirm details before emailing the invoice.
Before hitting the send button on your email, ensure that both your information and the customer’s details are accurate, including addresses and phone numbers. Take a moment to review the date of the transaction, the invoice date, and the itemized list of products or services provided for completeness and correctness. Verify if any payments have already been made, discounts applied, or service/late fees added accurately. This step also involves scheduling any automated follow-ups for payment, making sure your records are in order, and preventing any billing discrepancies.
3. Email invoice PDF.
Do invoices have to be signed? Invoices sometimes require the recipient’s signature to certify they agree to pay. If you’re sending your invoice over email, you’ll want to include an electronic signature. E-signatures are legal and binding in every state and territory in the U.S. and many other countries around the world.
Create a PDF of your invoice and attach it to your email. Ensure the body of your email includes the appropriate context (you don’t want to just send a blank email with an attachment). Especially if you’re a small business owner, sending an invoice is part of the overall customer service experience, and so you’ll want your note to be thoughtful and authentic as well as appropriate to the products or services you’ve provided.
How to send an invoice via email that’s secure.
When you’re sending an invoice as a PDF attachment via email, here are some ways to help keep security on the forefront:
- Password protect PDFs. Encrypt the PDF with a password and share it separately.
- Use secure email services. Opt for email providers with encryption (TLS/SSL).
- Avoid public Wi-Fi. Send invoices on secure, private networks.
- Keep software updated. Regularly update email clients, OS, and antivirus software.
- File sharing services. Use platforms like Dropbox for secure file sharing.
- Monitor emails. Regularly check sent emails for suspicious activity.
Best practices for sending an invoice via email.
To make this process smooth and professional, here are a few best practices when sending an invoice via email:
- Personalize emails. Start by addressing recipients by their names, adding a personal touch to your communications.
- Clear subject lines. Ensure your email has a descriptive subject line that immediately identifies it as an invoice.
- Double-check details. Review all details on the invoice, including vendor and customer information, dates, and the itemized list of products or services provided, to ensure accuracy.
- Payment instructions. Include explicit payment instructions, specifying due dates and preferred payment methods.
- Professional tone. Throughout your email interactions, always maintain a polite and professional tone.
Do more with your invoices and business documents.
Learn what else you can do in Adobe Acrobat to streamline your business processes and digitize your systems.
