How to Send an Invoice That Gets Paid Faster

How to send an invoice through email

Here’s how to email invoices to your clients:

1. Create the invoice using a free invoice template. Make sure to include all relevant details like your business information, client information, services provided, total amount due, and payment terms.
2. Save your invoice as a PDF to make sure it can’t be edited, and can be opened on any device.
3. Write a clear and professional email. Your invoice email should include:
   1. A subject line that makes it obvious what the email is about, like “Invoice #123 for [services provided]”. 
   2. An email body that briefly summarizes the services provided, outlines how payment can be made, and encourages customers to reach out with questions.
   3. A sign off that includes your name, company name, and contact information.
4. Attach the PDF file to your email.
5. Send your invoice, then follow-up with your customer after a few days to make sure it was received and to address any questions they may have.

How to send an invoice via text

Here’s how to send an invoice over text message:

1. Create an invoice that includes your business and customer information, job details, amount due, and payment terms—and save it as a PDF file.
2.  Write a short message to send with the invoice. It should mention what the invoice is for and the total amount due. For example: “Hi [Customer name], here’s your invoice from [Company name] for [amount due].”
3. Attach the invoice file and send the text message.

Sending invoices via regular mail

If your client doesn’t use email, you can choose to send an invoice through the mail. Here’s how:

1. Generate an invoice that includes your business details, client information, services provided, amount due, and payment terms.
2. Print a hard copy of your invoice on quality paper.
3. Neatly fold and place the paper invoice in a business envelope. 
4. Write the client’s name and mailing address front and center on the envelope. Then include your return address in the top left corner.
5. Add postage based on the weight and size of the envelope. The cost for standard-sized, rectangular envelopes start at $0.66.
6. Drop the envelope in a mailbox or take it to a post office.

Sometimes you’ll have customers who prefer receiving invoices in the mail. However, whenever possible, send invoices via email or invoicing software to speed up your payment process.

Sending invoices with invoicing software like Jobber

Invoicing software like Jobber lets you create digital invoices, complete with your company branding and job details, that can be sent to customers via text or email.

When the job is complete, instantly generate a professional invoice and send it to customers by text or email with one click.

What to include on your invoice

Your invoice should include the following information:

• Your business details, including company name, address, phone number, and email address.
• Customer information, including customer name, service address, phone number, and email address.
• Invoice number and invoice due date for record keeping purposes.
• The services and/or products provided and the cost for each.
• The total payment amount, including applicable taxes.
• A brief thank you note and your payment terms.

Here’s what that looks like on a completed invoice.