Set Up Email Invoicing

Create and send click-to-pay invoices

With email invoicing, you can cut significant time out of your billing process by bypassing snail mail and giving customers more payment options. Follow the simple steps below to get started.

  1. Customize the look and feel of your invoices
  2. Configure your invoice settings
  3. Introduce email invoicing to your customers
  4. Add your customers
  5. Send a test invoice

1. Customize the look and feel of your invoices

In the "configuration" tab of your account settings, click "preferences." On this screen, you can customize the branding of your email invoices by adding a logo, setting your contact information, and adding a default note for your customers (Thanks for your business!).

upload logo invoice

You can also choose a starting number for your invoices if you don't want them to start at "00001."

2. Configure your invoice settings

Back in the "configuration" tab, you have a handful of editable options that come in handy when it comes to creating and sending invoices. First, click on "invoice settings" to determine if you'll allow partial payments, as well as if you require your customers to create an account or simply pay as a guest. This is also the section in which you'll set your Terms of Sale, or in other words, the terminology your customers are agreeing to when making an invoice payment. Click here for more information on invoice settings.

invoice settings

Next, go back a screen and click "terms & taxes" to add payment terms, such as Net 30, and tax rates.

set payment terms

Finally, click on "items" to set the various goods and services you're selling. Create one item called "test" for $1 that we'll use in a later step. Feel to add other items if you have them handy, but keep in mind you can add line items in real-time as you're setting up an invoice for your customer.

3. Introduce email invoicing to your customers

Use the below tools, depending on your preferred method of communication, to tell you customers about your new email invoicing process.

Sales Sheet Generator:

Create a custom-branded sales sheet to pass along to your customers. Simply upload your logo, select your colors, edit the text as needed (including your contact information at the bottom), generate the PDF, and voila! You'll get your customers up-to-speed in no time.

Email Template:

Subject: You can now pay electronically!

Valued Customer,

We’re pleased to announce that we’ve adopted a new solution that lets you submit payment via electronic invoice, allowing you to forego the trouble of returning a check each time a bill is due.

On your next billing cycle, we will send an email invoice from which you can click to pay via the method of your choosing.

No more paper, no more stamps, and no more headaches! We’re looking forward to the transition and hope you enjoy the simplified process as well. Please let us know any questions, and have a great day!

Best regards,
BUSINESS OWNER

Phone Script:

Hi, CUSTOMER. I’m calling to let you know that we have chosen a new, paperless billing solution to add convenience and flexibility in how you pay for our service.

Here’s how it works: On your next billing cycle, we will send an email invoice, rather than the paper invoice we’ve sent in the past, and you can simply click to pay via the method of your choosing. (We’re set up for credit cards as well as ACH, which is basically a debit from your bank account). I think you’ll like it because you no longer have to write a check and put it in the mail. What is the best email address to use?

We’re looking forward to the transition and hope you enjoy the simplified process as well. Do you have any questions I can answer?

Invoice Insert:(stuff this into your next, and hopefully last, round of paper invoices)

COMPANY NAME is going paperless! We are moving away from the age of paper invoices, and are going electronic. Moving forward, you will start to receive invoices via email and can click to pay via our secure new payment solution. Or, if you’d like to pay electronically now, simply give us a call at PHONE and we’ll get you set up.

Name:__________________________________

Email Address:_________________________

4. Add your customers

In order to send email invoices to your customers, you must first add them into the system. Click on the "customers" tab to add them one-by-one, or go to the "import center" tab in "settings" to import a batch file of your customers. Go ahead and add yourself as a customer as well, so we can test an invoice in the next step. Click here for more information on importing a customer batch.

add customer invoice

5. Send a test invoice

Now the fun part; creating and sending an email invoice. In the "invoices" section of your account, click "send new invoice." Start typing in your name in the customer field, and you will see your contact details auto-populate. Next, select if you want this to be a one-time invoice or recurring and set any early payment incentives or late payment fees (optional).

In the "Goods and Services" section, choose "Test" item you created in step 2. Finally, customize the note if you choose, preview the invoice, and click send! As the test customer, you should receive the invoice from which you can click-to-pay.

Send a test invoice

Now that your settings are good-to-go and your customers know what to expect, you're all set to go live with your email invoicing. If you get stuck or need more information, click here for detailed support.

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