← Back to Templates

Invoice email template

Request payments from your customers.

If you run any kind of online business, you’re almost guaranteed to be sending out invoice emails regularly. At Postmark (hi 👋) we help thousands of customers delivers theirs every day, and we put together a list of helpful guidelines to help you write and send effective invoice emails with great deliverability in mind. 

7 tips for writing an effective invoice email #

A well-designed invoice has two main jobs: let a recipient know a payment is due and give them the details they need to fulfill it. To make it happen, ensure your invoice emails follow these guidelines:

1. Have a clear subject line and pre-header  #

Use your subject line and pre-header space to let the recipient know a payment needs to be made. If you’re using Gmail’s Inbox Actions, include a link to the primary action for extra helpfulness.

2. Have a properly formatted ‘From’ address  #

Have a clear, unambiguous ‘From’ address with the name of the company that sent the email. For example, an email from us might say “Postmark Support” or “Postmark Billing.” Unless your company is big enough for those to be different departments, “company name” is likely enough.

3. Allow customers to email you back  #

Accepting replies from customers is particularly important when dealing with payments—you do not want them to experience an issue, be unable to contact you about it, and cancel their subscription/skip a payment as a result. Avoid a noreply@ address wherever possible, and make sure you clearly explain how to get in touch with customer support should anyone need to.

4. Include all payment details in the main body  #

To help customers process your invoices, at a minimum you’ll need to state:

5. Offer a valid record for accounting purposes  #

Your invoice emails will probably be filed away by folks in the accounting department. To make their jobs easier, consider attaching a printable PDF of the invoice to the email.

6. Make your email mobile-friendly  #

Test extensively on the mobile devices used by your customers (e.g. with a device testing lab or a tool like Litmus), and use media queries to ensure your invoices look great on smaller screens.

7. Use a template  #

While you can obviously personalize your invoice emails with your brand logo and colors, there is no need to reinvent the wheel or start from scratch every time. Save yourself some time by using a content-ready, mobile-friendly, and beautiful-across-all-major-clients template like the one we’re sharing here

3 more pro tips to ensure great deliverability for your invoice emails #

At Postmark, we’re big fans of transactional emails that get delivered quickly and reliably. That’s why we are adding a few extra tips to ensure great deliverability and timely responses from your customers:

One more pro tip 🔥: if your customers don’t take action after receiving your invoice, you’ll find yourself with an outstanding payment. When this happens, it helps to have a follow-up payment reminder email ready to go: send it a few days after the first notification to remind customers of the action they still need to take.

You can mostly re-use the same invoice email template as before, including the .pdf attachment, but subtly tweak the subject line (e.g. by adding the word “reminder”) and the main body (e.g. by clearly stating the payment is overdue, clarifying whether there will be any late payment fees, and adding a timeframe the customer needs to send it your way by).

Download on Github