Invoicing
How to Automate Invoice Emails and Get Paid Faster
By Emilis
2 min read
1,006 views
Getting paid on time is vital for every business—especially for freelancers and small businesses. But sending invoice emails manually? It's time-consuming, easy to forget, and delays payments. The solution? Automation. Here's how you can automate invoice emails and get paid faster.
Why Automate Invoice Emails?
- ✅ Save time: No need to send each invoice manually
- ✅ Reduce errors: Automation ensures accurate, consistent invoicing
- ✅ Get paid faster: Invoices reach clients instantly—no delays
Step-by-Step: How to Automate Your Invoice Emails
1. Use an Invoicing Tool
Choose software that supports automated invoicing. Popular options:
- InvoicePing (sorry for the shameless bragging 😊)
- QuickBooks
- FreshBooks
- Zoho Invoice
- Xero
- Wave (Free)
Make sure it includes:
- Recurring invoices
- Email scheduling
- Payment reminders
2. Set Up Customer Profiles
Enter each client’s:
- Business name
- Contact person
- Email address
- Payment terms (e.g., Net 7, Net 30)
3. Create a Professional Invoice Template
Include:
- Your business name & logo
- Invoice number & date
- Service/product details
- Due date
- Payment options (PayPal, Stripe, bank transfer)
- Contact info for questions
4. Schedule the Invoice Email
Set up rules:
- Send invoice immediately after a job is marked “complete”
- Or schedule it monthly for recurring clients
- Add automatic payment reminders (e.g., 3 days before and after due date)
5. Enable Online Payments
Clients pay faster when it’s easy. Integrate:
- PayPal
- Stripe
- Credit card options
- Direct bank transfer
Bonus Tips to Get Paid Even Faster
- Offer early payment discounts (e.g., 2% off if paid in 5 days)
- Use clear subject lines like “Invoice #123 – Due [Date]”
- Follow up automatically with polite reminder emails
Final Thoughts
Automating invoice emails isn't just about saving time—it's about getting your money faster and running a smoother business. Set it up once, and let the system work while you focus on what matters.
👉 Start today and never forget to send an invoice again!