How To Send An Invoice: A Transactional Email Guide

How To Send An Invoice: A Transactional Email Guide

Imagine owning a thriving online store with adoring customers and custom products flying off the shelves.

Yet, as your business grows, the burden of paper invoices becomes overwhelming. Manual invoicing steals your time and leads to mistakes. This is all too common for many small business owners. 

It also turns out that roughly 70% of all invoice processing worldwide still happens on paper. It feels like you're stuck in the past, trying to manage your blossoming online business with an outdated system.

paper vs electronic invoice usage chart

Don't worry though—there's a silver lining: transactional emails.

With this handy tool, you can automate the invoicing process. With streamlined accounting software, you can get paid faster with professional invoices and focus more on growing your business.

Still learning how to send an invoice via transactional email? That's where our guide comes to the rescue. Get ready to send invoices easily and bring that personal touch to every aspect of your business.

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The anatomy of an invoice

Let's journey through the anatomy of an invoice and just what it is that makes an invoice work.

What is an invoice, and why is it so vital to business?

An invoice is a crucial document in any business transaction. 

It's a formal request for payment after providing goods or services to a customer, akin to a detailed bill outlining the sale specifics like products, quantities, prices, and payment terms. Invoices ensure smooth financial transactions, serving as records and enabling timely payments.

Today, e-invoicing has emerged as a convenient alternative to traditional paper documents for individuals and businesses. Online invoicing encompasses:

  • Receipts

  • Purchase orders

  • Debit and credit notes

  • Payment terms

  • Instructions

  • Remittance slips

This transforms sending invoices from a manual process to an efficient digital experience.

Furthermore, there are tremendous benefits in terms of processing time...

e-invoice vs paper invoice time graph

... as well as benefits in terms of cost, when choosing electronic invoicing over paper invoicing.

e-invoice vs paper invoice cost graph

Checklist for a comprehensive invoice

Like a symphony of essential elements, an invoice brings clarity and professionalism to business transactions.

Like transactional email templates, invoice templates are also widely used and highly recommended. Invoice email templates will help you keep a more accurate and consistent record of sales for accounting purposes, and they'll assist the buyer in case of a dispute.

  • The text "INVOICE": Make it clear by having "Invoice" at the top. This ensures it's recognized as an official payment request.

  • Invoice number and due date: Each invoice needs a unique identifier (invoice or purchase order number) for easy tracking.

  • Recipient information: Include the recipient's name, company (if applicable), and contact person details.

  • Company details: Display your business name, address, email, phone, logo, and brand colors.

  • Detailed list of costs and services: Be transparent with breakdowns of goods or services, dates, quantities, costs, taxes, and total.

  • Payment method: Clearly state your payment details, including accepted methods for online payments (check, credit card, etc.). 

  • Terms: Outline payment deadlines and penalties for clarity and proper setting of expectations.

  • Notes section: Personalize the invoice with important details, seasonal promotions, or a thank-you message (optional).

  • QR code: Adding QR codes to your invoices offers clients the convenience of quick, automated payments. To learn more, watch the video below, by Stewart Gauld.


Even if you prefer not to use a QR code, incorporating the other key components ensures professional, clear, and efficient invoices.

Well-crafted invoices facilitate timely payments and enhance your brand's image, fostering stronger customer relationships.

Example of an invoice 1

For your convenience, here's a sample invoice template that may be of use.

The art of creating effective invoices

Crafting an effective invoice is not just a formality, as it's an opportunity to leave a lasting impression on your clients and set the stage for smooth transactions.

Take a look at these secrets and discover how you can elevate your invoicing game.

Why you should send your invoice as an attachment

Sending your invoice as an attachment is more than just convenient; they make for easy downloading, filing, and sending on come tax time. It's a strategic choice that sets the stage for professionalism and easy record-keeping.

Invoices sent as attachments are less likely to be lost in a cluttered inbox, ensuring your clients receive and recognize them promptly. Additionally, providing a separate file eliminates the risk of your invoice getting lost in long email threads.

This approach allows your clients to access the invoice effortlessly and reduces the chances of any confusion or delays in payments.

Finally, email attachments are more confidential as they aren't instantly visible when the client opens their email.

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Text intro template for downloadable invoices

For downloadable invoices, nailing the right email introduction is crucial. Every productive email manager knows how to balance professionalism and friendliness, making your clients feel appreciated and valued.

Here's a text template with variable fields for your email introduction:

[Recipient's Name],

Your personalized invoice for [Product/Service Name] dated [Invoice Date] is attached. We appreciate your business and want to express our gratitude for choosing us.

If you have any questions or need further assistance regarding this invoice or any other matter, please contact our dedicated support team at [Support Email/Phone].

We kindly request that payment be made by [Due Date] to ensure a smooth and timely transaction. The invoice can be settled using the following payment method(s): [Payment Methods].

Thank you once again for your continued support! We look forward to serving you again in the future.

Warm regards,

[Your Name] [Your Company Name] [Your Contact Information]

Even in email introductions, you have the power to blend clarity, professionalism, and personalized touches to create the perfect example of an invoice.

Getting help from AI

Much like using ChatGPT for emails, it's also time to embrace the cutting-edge power of AI in your invoicing journey. Artificial intelligence can streamline your invoicing process, reducing errors, and enhancing customer satisfaction.

AI-powered tools can help you focus on building stronger client relations by automating tasks like:

  • Invoice generation

  • Tracking

  • Sending payment reminders

From personalized invoicing to predictive analytics, AI empowers you with valuable insights and efficient solutions, making your invoicing process quick and easy.

Transactional emails for automated invoicing

When it comes to invoicing, automating the process through transactional emails brings a whole new level of efficiency and reliability to your financial operations.

How transactional email invoices differ from regular email invoices

Transactional email invoices are in a league of their own compared to regular email invoices.

While regular emails are manual creations, transactional emails are automated and triggered by specific actions, like a purchase or subscription renewal. These real-time emails provide immediate and accurate billing information.

Unlike regular emails, transactional email invoices are highly personalized and interactive. They can include the customer's name, order details, and even personalized offers.

This personalization enhances the customer experience, reinforcing your brand's identity and professionalism.

email invoice example 2

The advantages of automating invoices

Invoice automation through transactional emails has a multitude of benefits, revolutionizing your invoicing process:

  • Convenience: Automating invoices saves time and effort, allowing you to focus on core business activities and customer relationships.

  • Reduced risk of missed payments: Transactional email invoices ensure timely delivery, reducing the chances of missed payments and late fees.

  • Real-time tracking: Stay on top of your invoicing with real-time tracking, monitoring performance, and taking prompt actions.

  • Enhanced customer communication: Personalized transactional emails create a positive customer experience, fostering loyalty and repeat business.

  • Ultimate convenience with QR payments: Adding QR codes to your invoices offers clients the convenience of quick, automated payments.

email invoice qr payment

On average, 11% of customers never receive their invoices, leading to delays and extra work in following up with customers and reprocessing invoices. A dependable transactional email provider is key to ensuring efficiency and reliability.

Mailer To Go offers a robust and user-friendly platform, enabling you to confidently automate your invoices. With the power of Mailer To Go’s transactional email service at your fingertips, you can take your invoicing to the next level. 

Tips and best practices for an effective transactional email invoice

Here are some handy tips for making your invoices more efficient.

  • Incorporate your logo: Add your logo for a professional touch and instant brand recognition.

  • Link to your website and customer accounts: Provide easy access to your website and resources for a deeper brand connection.

  • Simplicity is key: Keep the design clean and straightforward for easy understanding.

  • Personalization: Customize the invoice to reflect your brand's identity and stand out.

  • Use clear language: Avoid jargon and technical terms; simplicity ensures seamless understanding.

  • Timely delivery: Send the invoice promptly for improved cash flow and customer experience.

  • Ensure deliverability: Use a reliable email service provider and monitor your email reputation.

  • Personalize your emails: Address recipients by name and provide transaction-specific details.

  • Provide clear instructions: Be explicit about what the recipient needs to do, like stating the payment due date.

  • Use a clear and concise subject line: Make a strong first impression with a straightforward subject line.

Embrace effective invoicing to showcase professionalism and dedication to customer service to make your business stand out.

comprehensive email invoice example

Wrapping up

You've now unlocked the secrets of sending efficient and artful invoices through transactional email. It's time to take your invoicing game to new heights, and we've got just the tool to make it happen: Mailer To Go.

With Mailer To Go, automating transactional email invoices has never been easier. Say goodbye to manual hassles and missed payments, and embrace a seamless invoicing process that drives your business forward.

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Frequently asked questions 

What is the most common way to send an invoice?

The most common and fastest way to send an invoice is via email. Using invoicing software like Mailer To Go, you can share the invoice directly from the platform. If your client does not use email or invoicing software, you can print the invoice and send it via mail.

How can I send an invoice via email?

To send an invoice via email, save your invoice on your computer, open your email program, and select “New Email” or “New Message.” Attach the invoice to the email, include all the important information in the subject line, and send it to the recipient. You can also use Mailer To Go to automate this process.

What should I include in an invoice email?

An invoice email should be polite and professional. Make paying the invoice as easy as possible, and be clear about when and how you expect payment. Your message should include a brief description of the work that you have completed for the client. You should indicate whether your charge is per project or hour.

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