13 Best Practices for Sending QuickBooks Invoice Emails

Hello everyone, I’m Kent, the website admin. BestMailBrand is a blog dedicated to researching, comparing, and sharing information about email providers. Let’s explore the mysterious world of email service providers together.

When it comes to managing finances and invoicing, QuickBooks stands as a leading software solution for businesses. However, merely creating an invoice isn't enough; effectively communicating it to your clients is crucial. Here are 13 best practices to keep in mind when sending QuickBooks invoice emails to ensure clarity, professionalism, and prompt payment.

1. Clear and Professional Subject Line

Start with a clear and concise subject line that immediately informs the recipient about the content of the email. For example, "Invoice #XYZ123 from [Your Company Name]".

AOTsend is a Managed Email Service API for transactional email delivery. 99% Delivery, 98% Inbox Rate.
Start for Free. Get Your Free Quotas. Pay As You Go. $0.28 per 1000 Emails.

You might be interested in:
Why did we start the AOTsend project, Brand Story?
What is a Managed Email API, How it Works?
Best 24+ Email Marketing Service (Price, Pros&Cons Comparison)
Best 25+ Email Marketing Platforms (Authority,Keywords&Traffic Comparison)

2. Personalize the Greeting

Always use the client's name in the greeting to add a personal touch and grab their attention. A simple "Dear [Client Name]," sets the tone for a more personal communication.

3. Summarize the Invoice

Provide a brief overview of the invoice, including the date, invoice number, and the total amount due. This gives the client a quick snapshot of what's owed.

4. Itemize Services or Products

Include a detailed breakdown of the services rendered or products sold, along with their respective costs. This transparency builds trust and reduces confusion.

5. Clear Payment Instructions

Specify the payment method, deadline, and any relevant bank account or online payment portal details. Make it easy for clients to pay promptly.

6. Attach the Invoice

Always attach the actual invoice file for easy reference and printing. Ensure the file is in a universally readable format like PDF.

7. Thank the Client

Express gratitude for their business. A simple "Thank you for your business" goes a long way in maintaining positive client relations.

8. Provide Contact Information

Include your contact details or a link to your customer service page for any queries or concerns the client might have.

9. Avoid Unnecessary Details

Keep the email focused and concise. Avoid adding irrelevant information that might distract from the main message.

10. Proofread and Spellcheck

Ensure your email is error-free by using spellcheck and carefully proofreading before sending. Professionalism is key.

11. Use a Professional Email Signature

Include a professional email signature with your name, position, company logo, and contact information for a polished look.

12. Test Email Compatibility

Send a test email to yourself or a colleague to check how the invoice email appears on different devices and email clients.

13. Follow Up

If payment is not received by the due date, send a polite follow-up email to inquire about the status. Maintain a friendly yet professional tone.

By following these 13 best practices for sending QuickBooks invoice emails, you can ensure efficient and effective communication with your clients, leading to smoother financial transactions and stronger business relationships. Remember, clarity and professionalism are paramount when it comes to financial communications.

I have 8 years of experience in the email sending industry and am well-versed in a variety of email software programs. Thank you for reading my website. Please feel free to contact me for any business inquiries.