How to Write Invoice Email for Ecommerce

Surya SK
February 25, 2022

Learn how to create an invoice email while keeping your communication style in mind and placing a premium on personalisation.

An invoice is a list of the items that have been dispatched, along with the price and terms of sale. An emailed invoice is made up of an email followed by an invoice attachment that can be delivered to clients and customers. An order management system can aid in the organisation of a company's invoices, making them easier to handle when it comes time to send them out. Following a method to create an engaging invoice can also aid improve communication between the business and the client.

Table of contents

Why Should Ecommerce Companies Send Out Professional Invoices?

People are increasingly purchasing goods and services online, and they expect a quick and easy payment process. Ensure your e-commerce invoices have all of the information clients require to comprehend exactly what they're paying for, as well as all of the facts necessary to ensure your firm receives the correct payment.

Your invoices should have the same clean and professional appearance as your fantastic e-commerce website. Make sure your bills reflect your sophisticated experience by offering fantastic goods and services with the advent of online purchase.

What Should an E-Commerce Invoice Involve?

The invoice is a widely used accounting document. Customers on your e-commerce site will typically demand an invoice, particularly if they want to claim a tax deduction. This, combined with the fact that taxes are always territory-specific, necessitates the inclusion of a particular degree of information on the invoice for your e-commerce sales. Here are some details to include in your e-commerce invoice:

1. Make it prompt

Being timely with invoicing is vital since it demonstrates that the organisation is professional and concerned about providing services to customers within the agreed-upon time limit.

It's possible that your organisation will come off as unreliable if you're not prompt and professional. It may also make customers feel lonely, potentially leading to a contract termination. The time range in which an email is sent might be just as essential as the content itself.

2. Serial number on the Invoice

You should issue a serial number to each invoice because this is an authorized tax document. The serial number is one number higher than the previous serial number in its most basic form. You can initialise the serial number every financial year in a little more sophisticated approach. You might want to use alphanumeric serial numbering in even more complicated systems. The letter could be used to identify a specific client or product category in this system.

3. Maintain a straightforward approach

Maintain a straightforward approach

It is essential to be both professional and uncomplicated. In fact, a long-winded, overly-formal email might sometimes put customers off. When communication is kept simple, it is easier to understand the company and avoids miscommunication.

4. Your official business name, as well as any other names you use

Your actual business name must be included on your invoice. If there are any other names related to the item, they must be listed as well. As an example, the business name could be "Quality Merchants," with the secondary indicator "a franchise of XYZ Online Markets."

5. Be courteous

It may seem self-evident, but being courteous on both a personal and professional level can be helpful to a business-client relationship. It is possible to communicate your point in an abrupt, yet polite, way via email. Polite people have a variety of habits, including but not limited to:

6. Avoid using nicknames that aren't appropriate

Polite people will address others by the name they used to identify themselves. If anybody introduces themselves as Thomas, for example, address them as Thomas. Nicknames like Tom, or Tommy should be avoided.

7. Don't reveal more than you need to

If the client directly and relevantly requests it, don't bring up personal or overly-revealing information. Not an invoice email, but some stories should be saved particularly for friends and family.

8. Don't spread rumors

People who are polite understand that chatting about others is impolite and disrespectful. If you want to give someone an insider's perspective, communicate frankly about yourself without going overboard. Then you aren't gossiping; instead, you are being sincere.

9. Others' opinions should be respected

Others' opinions should be respected

Being polite typically entails respect for other people's viewpoints. You don't have to agree with people all of the time, but accepting that everyone has a right to their own perspective (regardless of your personal beliefs) demonstrates professionalism and maturity.

10. Always be courteous

There is no such thing as a good or wrong time to be courteous. Just because you've made it beyond the first introduction doesn't imply you should abandon all of your etiquette from the first meeting. Polite people maintain their good manners at all times.

11. Use an easy-to-understand format

It can be less perplexing if the email's formatting and flow are intuitive. There are numerous approaches to creating a format that flows. Consider the following scenario:

  • Using words and phrases that serve as transitions
  • Use bullet points and numbered lists when necessary
  • Respond to the reader's inquiries
  • Each communication has a single goal
  • Each paragraph should include one concept
  • Each sentence should include only one notion

12. Personalization

Targeted personalisation boosts consumer engagement, according to 74% of marketers, with individualised experiences resulting in a 20% increase in sales on average. Beyond simply greeting a client by their first name, email personalisation has a lot of power. A personalised email is timely, relevant, and sent by a real person (rather than an automatic response).

The email's open rates will be aided by a customised subject line. When a recipient's first name is included in an email subject line, there is a 26 percent boost in receivers opening the email instead of dismissing it, according to research. This is particularly critical when sending time-sensitive information via email.

Still have questions about how to compose an invoice letter or email? Personalization can also be accomplished by tailoring the email's body text. The substance of the email may vary based on the issue, but doing so may assist to reassure the recipient that the email was prepared with care for them.

It's crucial to remember, though, that even if you're using an invoice email template, you should aim to incorporate some of these personal touches.

13. Contact Information

Contact Information

Your city and nation must be specified at the very least. The location of taxes would be unclear in  lack of this information. Include your full street address, contact number, and email address in your message. In some situations, it may be necessary to include additional contact information. Here are some examples of supplementary data:

  • Address of a subsidiary office
  • Customer service, accounting, sales support, and other departments should have their own set of email addresses.

14. Information about the client

A bill of exchange isn't a bearer instrument. It means that the individual who has possession of an invoice does not own it. Rather, the invoice must be addressed to a specific person or company. As a result, you'll need to make a buyer's list. In most cases, the official complete name suffixes. Most e-commerce firms, however, prefer to provide the physical address as well as the email address.

15. Description of the item

For each item that the customer purchases, the name, size (if relevant), kind (if applicable), quantity, price per unit, and total price must be stated.

16. Cost Increases and cost reductions

Postage, shipment handling, taxation, and past dues are all examples of possible additions. Discounts, credits, vouchers, and other forms of subtraction may be used.

17. Payment options and specifics

Payment options and specifics

The numerous payment methods available to the customer should be mentioned. It could contain information such as the name on the check, the PayPal id to which the money should be sent, or bank account information. The invoice is produced after the payment is received in most B2C e-commerce transactions. The details of the payment should be given in this scenario.

18. Codes for taxation and other types of business registration

If you add a tax, whether it's a service tax, VAT, GST, or another type, you'll need to enter your registration codes for that type of tax. Depending on your location, you may also need to provide your business registration number on the invoice.

19. Rules and regulations

The sale's terms and conditions should be disclosed. These terms and conditions are usually pre-printed on the stationery itself when firms use pre-printed invoice forms. Refunds, replacements, repairs, warranties, and guarantees are all common terms and conditions. Also, given we're talking about e-commerce, your privacy policy could be appropriate to mention here.

20. Thank-you Email

Thank-you emails might help you establish good professional relationships. A note of appreciation, regardless of whether the invoice payment is received early or late, adds a professional touch. Early-paying customers will enjoy the fact that you acknowledge their prompt payments. Late payers would most likely appreciate your professionalism and politeness in dealing with them. Late payers may pay more quickly in the future or negotiate better credit conditions.

When Should You Send an E-commerce Customer an Invoice?

The majority of e-commerce orders are paid in full at the time of purchase. If you perform a service, you might wish to charge a portion up front and the rest after you've completed the job.

Whatever payment period you pick, make sure it's stated clearly on each invoice, along with a breakdown of how much of the ultimate 'cost' has been paid so far.


Always be professional and respectful when sending invoices by email. Always strive to communicate in a clear and straightforward manner. Unopened emails with confusing subject lines or extended emails may find up in the trash folder. Reminders could go a long way toward getting your receivables paid.