How to Send Invoices by Email in India

To send invoices by email in India, follow these clear steps to make sure your customer receives a professional and complete invoice promptly. This guide covers what to include in the invoice, how to prepare the email, and checks to avoid common errors.

Why this comes up / what goes wrong

Small business owners in India often face challenges sending invoices by email because they may omit key details, send invoices late, or use informal formats like images or WhatsApp messages instead of proper PDF documents. This can cause confusion, delay payments, and complicate payment tracking. Slow follow-up or unclear invoices can hurt cash flow and business reputation.

Step-by-step

1. Create the invoice document: Use a word processor, spreadsheet, or invoicing software. Include:

• Your business name, address, and contact details
• Customer’s name and address
• Invoice number (unique and sequential)
• Invoice date
• Description of goods or services with HSN or SAC codes if applicable
• Quantity, unit price, and total amount
• GST breakup (CGST, SGST, IGST) with rates and amounts if GST applies
• Total invoice amount
• Payment terms and due date

1. Save the invoice as a PDF: Export or print the invoice to PDF format. This preserves the layout and looks professional.

1. Open your email client: Use your business email account, not a personal one.

1. Compose a clear email: Use a subject line like “Invoice #1234 from [Your Business Name]” and write a brief message stating the invoice amount, due date, and payment instructions.

1. Attach the PDF invoice: Double-check the attachment is the correct invoice.

1. Add the recipient’s email address: Verify the customer’s email to avoid sending it to the wrong person.

1. Send and confirm: Send the email. Request a read receipt or follow up if you don’t get confirmation within a few days.

1. Track the invoice: Keep a record of sent invoices and payment status, using a spreadsheet or CRM.

Example (fictional figures)

Date: 15/06/2024

Invoice #1001

Description: Supply of office chairs

Quantity: 10

Unit price: ₹3,500

GST rate: 18% (CGST 9% + SGST 9%)

Calculate:

Basic amount = 10 × ₹3,500 = ₹35,000

CGST = ₹35,000 × 9% = ₹3,150

SGST = ₹35,000 × 9% = ₹3,150

Total GST = ₹3,150 + ₹3,150 = ₹6,300

Total invoice amount = ₹35,000 + ₹6,300 = ₹41,300

Your email subject: Invoice #1001 from ABC Furnitures

Email body example:

Dear [Customer Name],

Please find attached Invoice #1001 dated 15/06/2024 for the supply of 10 office chairs. The total amount payable is ₹41,300. Kindly arrange payment by 30/06/2024 as per our terms.

Thank you for your business.

Regards, ABC Furnitures

Common mistakes

• Missing invoice number or date: Always include these for easy tracking. Use a sequential numbering system.
• Not attaching the invoice: Double-check attachments before sending.
• Using informal formats: Avoid sending invoices as images or WhatsApp messages without a PDF.
• Incorrect GST details: Verify HSN/SAC codes and GST rates to prevent compliance issues.
• Sending from personal email: Use a professional business email to maintain credibility.
• No follow-up: Keep track of sent invoices and remind customers if payment is delayed. Use tools for reminders.

Using a CRM with invoicing and follow-up features can help avoid these mistakes by managing invoices and reminders in one place. See the WhatsApp and SMS CRM and email automation and sequences pages for tools that support this.

Doing this in HelloGrowthCRM

HelloGrowthCRM includes tools for creating, sending, and tracking quotes, proposals, and invoices directly from a deal record. You can see the status of each document (sent, viewed, accepted) alongside follow-up tasks. The HelloMail shared inbox lets your team view replies to invoice emails without switching apps. Automated sequences enable multi-step follow-ups over two weeks that stop immediately when the customer responds, helping you manage collections efficiently. Learn more about these features on the WhatsApp and SMS CRM and email automation and sequences pages.

Frequently asked questions

Can I send invoices by WhatsApp instead of email in India? Yes, many small businesses use WhatsApp to send invoices quickly. However, email invoices are more formal and easier to archive. Tools exist that support both email and WhatsApp invoicing to suit your customer’s preference. See WhatsApp and SMS CRM.

What details must be on an invoice in India? An invoice should have your business name, GSTIN if registered, invoice number, date, customer details, description of goods/services with HSN/SAC codes, quantities, prices, GST breakup, total amount, and payment terms. This ensures clarity and compliance. NEEDS EXPERT REVIEW

How do I follow up if the customer does not pay after sending the invoice by email? Send polite reminders via email or WhatsApp. Automated sequences can run follow-ups over days or weeks and stop when the customer replies, saving time. Learn more at email automation and sequences.

Is it necessary to send invoices in PDF format? PDF is preferred because it preserves the invoice layout and is widely accepted by customers and tax authorities. Avoid sending editable formats like Word or Excel.

Can I track if my invoice email was opened? Some email clients and CRMs offer read receipts or tracking. This helps you plan follow-ups effectively.

Key takeaways

• Create a clear, professional invoice with all required details including GST and payment terms.
• Save the invoice as a PDF and attach it to a well-composed email.
• Use a business email account and verify recipient details before sending.
• Track sent invoices and follow up promptly to avoid payment delays.
• Avoid common mistakes like missing invoice numbers, incorrect GST, or informal formats.
• CRM tools that combine invoicing and automated follow-ups help manage collections efficiently.

Sending invoices by email in India is straightforward once you follow these steps and checks. For a simple way to create, send, and track invoices with automated follow-ups, consider using HelloGrowthCRM. Start on the Free Forever plan (200 leads, no credit card) at HelloGrowthCRM.