How To Send An Invoice Via Email: A Comprehensive Guide
So far, weve learned how to calculate billable hours and how to define billable rates. Before that, we had also dived into the world of invoicing and explored everything you need to know about how to write an invoice for your freelance work. To complete the holy invoicing trinity, we will now show you how to send an invoice via email. We know it sounds simple, but there is much to be done before your invoice email reaches your clients inbox.
To the invoice by mail advocates:
Sending an invoice by post is not practical anymore. Paper does not have the same power as it used to. It can be lost, stained, and falsified. This guide is a chance to learn how to send an invoice via email. Give it a try and see if it works for your business needs. But first things first, lets define what an invoice email is.
When Are Verbal Agreements Not Enforceable
There are some types of contracts which must be in writing.
The Statute of Frauds is a legal statute which states that certain kinds of contracts must be executed in writing and signed by the parties involved. The Statute of Frauds has been adopted in almost all U.S states, and requires a written contract for the following purposes:
- The sale of real estate or vehicles
- Real estate leases lasting longer than one year.
- Property transfer following the death of the owner.
- The case of a party agreeing to pay debt for someone else.
- Any contract that requires more than a year to fulfil.
- A contract involving and exceeding a specified amount of money .
Typically, a court of law won’t enforce an oral agreement in any of these circumstances under the statute. Instead, a written document is required to make the contract enforceable.
Contract law is generally doesn’t favor contracts agreed upon verbally. A verbal agreement is difficult to prove, and can be used by those intent on committing fraud. For that reason, it’s always best to put any agreements in writing and ensure all parties have fully understood and consented to signing.
What Information Do You Include On Your Encrypted Invoices
In a dream world, hackers would steal invoices and pay them. In the real world, hackers steal invoices and extract personal information to build a profile of people theyre targeting for identity theft. The information you include in your invoices determines how far they can get.
What you put on your invoices matters. Putting sensitive information on your invoices puts people at risk in the case of a data breach. It also puts you at risk for lawsuits, fines, and a damaged reputation. Some businesses are more at risk than others because theyre required by law to encrypt their data.
When youre required by law to encrypt certain data, one hijacked invoice could destroy your business. For example, say your company is required by law to follow HIPAA privacy guidelines to protect patient confidentiality. HIPAA requires patient data to be protected when transmitted electronically, and encryption is the most practical way to do that.
That means when sending an invoice via email, by law, those emails must be encrypted. It doesnt matter if youre emailing the invoice to the patient or their insurance company. If your invoices arent encrypted, and a hacker gets ahold of them, youll be fined based on the level of perceived negligence at the time of the violation. Fines range from $100-$50,000 per violation and max out at $1.5 million per year per violation. Each health record is considered one violation, so the fines add up fast.
Upgrading To The Plus Plan Will Give You Access To The Following Features:
- Auto collection notifications
- Online customer Auto Pay auth form
- QuickBooks Online Sync
Upgrading to PLUS will make your recurring billing system much more comprehensive since it provides you with some additional quirks that will add to the full automated experience that you and your customers will have.
Plus, since its on a month-to-month basis, you can cancel your subscription and revert to the basic free plan whenever you want. No restrictions or surprise fees are necessary! All ReliaBills wants is to help you get paid, and we mean it a lot.
Invoice Letter For Payment
Payment invoice letter is issued by the seller to their customer to indicate what product or service the customer has bought, the quantity, the prices and other details such as time of order and time of delivery. Some businesses provide a specific amount of time for the payment. This time period is mentioned in the original invoice. Moreover, some businesses also provide discounts on fast payments. For example, payments made within 15 days may be given 10% discount, or payment made within 30 days may get a 5% discount. For example
Dear Mr. XYZ,
This letter is being sent to issue the invoice letter for payment. Our transaction was made on Date, regarding the details of product/service.
You will find the invoice attached to this letter. Please make sure to confirm the details on the invoice with the details of the transaction. If you have any queries, contact me on my number, Phone number.
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Why Invoices Are A Prime Target
Invoices dont seem like the kind of data hackers can use to commit identity theft. Names, addresses, and phone numbers are usually public record. Theres not much hackers can do with that information, right?
According to LifeLock, someone cant steal your identity with only your name and address. However, they can plug your name into public databases to find other pieces of information they can use to eventually get ahold of your social security number or birthdate. Identity thieves will follow a long digital trail to get enough information to open new financial accounts in your name. Invoices have the potential to contain a good portion of information they need to fill in the missing pieces. Some invoices might outright contain those missing pieces, and in the digital world, theres no equivalent of a cross-cut shredder to destroy it.
Cyber criminals can do serious damage with the information they get from a stolen invoice. Many customer accounts can be reset by verifying your name, address, or birthdate over the phone. Having only your name and address, thieves can change your address with the official form provided by the U.S. Postal Service and reroute your mail to them. Thats often their first step in lining up a scheme to open a credit card in your name. The post office doesnt verify your identity against a government-issued ID before accepting change of address forms.
Best Alternatives To Quickbooks: Freshbooks
When you are looking for accounting software that can help you with all your small business requirements, FreshBooks is the place to be. Created to cater to the needs of small businesses and to provide high-quality accounting services at an affordable price, FreshBooks has everything you need. It is easy to use, effortless to navigate and of course cheaper than QuickBooks.
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How To Create A Professional Invoice
Since you will have to attach your own invoice, let us remind you about how to create it. Invoices may be created using Microsoft Word and saving the files in a PDF format or using the email invoicing software, where youll be able to fill out the template and download it as a PDF file. The PDF format is chosen for a reason, as it doesnt allow making changes to the document. Likewise, you may , thus sharing the link, not the attachment, in your invoice email. In this case, it is important to make sure that the shared docs are closed for editing.
A professional invoice has the following elements:
Your logo on the top of the page
The full name and contact details of the customer
Your business name and contact details
The invoice date
Itemized list of services/products along with the breakdown of rates and prices
Applicable terms and conditions
Note that it is important to create unique numbers for each invoice. It may be just a consecutive number of course, but you can also abbreviate the project type and add the date to easily distinguish between the invoices.
Another thing to have in mind is to save invoices files with an appropriate file name. Naming the file new invoice87 will look unprofessional and may even result in the wrong invoice attached to the email.
Where Should The Invoice Go
Be sure that your client has specified where they want invoices sent. Smaller companies usually have their accounting handled by one person, but larger companies can have entire accounting departments that are in charge of processing payments.
Sending invoices by email doesnt have to be a tedious or time-consuming process.
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How Strong Is A Verbal Agreement In Court
Most business professionals are wary of entering into contracts orally because they can difficult to enforce in the face of the law.
If an oral contract is brought in front of a court of law, there is increased risk of one party lying about the initial terms of the agreement. This is problematic for the court, as there’s no unbiased way to conclude the case often, this will result in the case being disregarded. Moreover, it can be difficult to outline contract defects if it’s not in writing.
That being said, there are plenty of situations where enforceable contracts do not need to be written or spoken, they’re simply implied. For instance, when you buy milk from a store, you give something in exchange for something else and enter into an implied contract, in this case – money is exchanged for goods.
Emailing An Invoice To Your Customers
After you have created an invoice for your customer, you will see a confirmation page with links to various actions for this invoice. Click Email. You can also select the Email action from Reports > Accounting > Customer Reports > Invoices.
You will see a preview of the email to be sent to your customer, which will use the format you had set up in the Templates page. The email will automatically fill in the address that are on the customer record. You can send this email to include up to five different email addresses. A PDF document of the invoice will be attached to the email.
You can also allow your customers to pay you with a credit card, and a link to pay will be included in the email. For more details, see Accepting Credit Card Payments on Customer Invoices.
You can still customize the content of this particular email, if needed. When you are ready to send, click Send Email. An email will immediately be sent to your customer with the invoice attached. You can view the status history with the date and time you sent the email.
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Send Invoice Via Email
Mail can get lost and misplaced all the time. That means placing your invoices in the mail will increase the chances of it being ignored or misplaced by the recipient. To put it simply, mail just isnt an effective and reliable way to handle invoices.
Fortunately, there are effective ways on how to send an invoice via email, and you must know them. If youre new to sending invoices via email and would like to speed up payments, then weve got the strategies that will help get you over the top.
Doing the methods that were about to show you will help in collecting payments on time. If youre a small business, youre probably aware that on-time payments are a major issue, particularly in countries like the US, UK, and Australia.
If youre not aware of this, heres a quick glance at the actual percentages of unpaid invoices for small businesses in select countries:
- United Kingdom 18%
- Ireland 15%
- Spain 15%
In these regions, small businesses spend an average of 14-30 days following up on these late payments. As you may have known, its not only a waste of time but a significant burden to bear for small businesses.
How Can You Prove An Oral Contract
Unfortunately, without solid proof, it may be difficult to convince a court of the legality of an oral contract. Without witnesses to testify to the oral agreement taking place or other forms of evidence, oral contracts won’t stand up in court. Instead, it becomes a matter of “he-said-she-said” – which legal professionals definitely don’t have time for!
If you were to enter into a verbal contract, it’s recommended to follow up with an email or a letter confirming the offer, the terms of the agreement , and payment conditions. The more you can document the elements of a contract, the better your chances of legally enforcing a oral contract.
Another option is to make a recording of the conversation where the agreement is verbalized. This can be used to support your claims in the absence of a written agreement. However, it’s always best to gain the permission of the other involved parties before hitting record.
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Various Modes Or Channels To Send An Invoice
There are various ways by which an invoice can be sent to the customers:
Emailing A Credit To Your Customers
After you have , you will see a confirmation page with links to various actions for this credit. Click Email. You can also find a customer credit by going to the customer record and clicking the Credits tab.
You will see a preview of the email to be sent to your customer, which will use the format you had set up in the Templates page. The email will automatically fill in the address that are on the customer record. You can send this email to include up to five different email addresses. A PDF document of the credit memo will be attached to the email.
You can still customize the content of this particular email, if needed. When you are ready to send, click Send Email. An email will immediately be sent to your customer with the credit memo attached. You can view the status history with the date and time you sent the email.
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