How to Send Invoices by Email in Singapore

To send invoices by email in Singapore, you need to create an invoice that includes all necessary details such as your business name, invoice number, date, description of goods or services, amount, and payment terms. Then attach the invoice as a PDF or professional document to an email addressed to your customer’s correct email address. Ensure your email is clear and polite, stating the purpose and payment instructions.

Why this comes up / what goes wrong

Many small business owners in Singapore use manual processes like WhatsApp, email, and spreadsheets for sales and invoicing. Without clear guidance, invoices may be incomplete, sent late, or sent to the wrong recipient, causing delayed payments and lost revenue. Owners want straightforward, step-by-step instructions for sending invoices by email to improve professionalism and cash flow.

Step-by-step

1. Prepare the invoice document: Include your business name and contact details, invoice number, invoice date, customer’s name and address, description of goods or services, quantity, unit price, total amount, payment terms (e.g., due in 30 days), and your bank or payment details.
2. Save the invoice as a PDF: This format preserves the layout and prevents accidental edits.
3. Open your email client: Use your business email address to maintain professionalism.
4. Create a new email: In the “To” field, enter the customer’s correct email address. Double-check for typos.
5. Write a clear subject line: For example, “Invoice #12345 from [Your Business Name]”.
6. Compose the email body: Politely state the purpose of the email, mention the attached invoice, and include payment instructions and due date.
7. Attach the invoice PDF: Click the attachment icon and select your saved invoice file.
8. Review the email: Check the recipient, subject, body text, and attachment.
9. Send the email: Once confirmed, click send.
10. Follow up if necessary: If payment is not received by the due date, send a polite reminder email or use automated sequences to follow up. See email automation and sequences for tools that can help.

Example (fictional figures)

An F&B supplier in Woodlands sends an invoice to a restaurant customer on 15/06/2024.

• Invoice number: 2024-001
• Description: 100 kg of fresh vegetables
• Unit price: S$5.00 per kg
• Quantity: 100 kg
• Total amount: S$5.00 × 100 = S$500
• Payment terms: Due in 14 days

Steps:

• Prepare invoice with above details.
• Save as PDF named “Invoice_2024-001.pdf”.
• Open email client, new email to customer@example.com.
• Subject: “Invoice #2024-001 from FreshVeg Supplies”.
• Body: “Dear Customer, please find attached invoice #2024-001 for your recent order. Payment of S$500 is due by 29/06/2024. Thank you.”
• Attach PDF.
• Review and send.

Common mistakes

• Missing invoice details: Always include invoice number, date, and payment terms to avoid confusion.
• Wrong email address: Double-check recipient’s email to prevent sending invoices to the wrong person.
• Unclear email subject or body: Use clear subject lines and polite, informative email text.
• Not attaching the invoice: Confirm the invoice file is attached before sending.
• Ignoring follow-ups: Send reminders if payment is late; consider using automated follow-up sequences to save time. See email automation and sequences for options.
• Using inconsistent formats: Use a consistent invoice template for professionalism.

Doing this in HelloGrowthCRM

HelloGrowthCRM includes a quoting and proposal tool that lets you create, send, and track invoices directly from a deal record. You can see the invoice status (sent, viewed, accepted) alongside follow-up tasks, helping your team stay organised. Replies to invoice emails appear in the HelloMail shared inbox visible to your whole team, so everyone stays updated without switching apps. You can also set up automated email sequences for follow-ups that stop as soon as the customer replies. Learn more about the WhatsApp and SMS CRM and email automation and sequences features to streamline your invoicing and sales process.

Frequently asked questions

How do I make sure my invoice is legally acceptable in Singapore? Your invoice should include your business name, address, GST registration number if registered, invoice date, unique invoice number, description of goods or services, quantity, price, total amount, and payment terms. This ensures it meets common business and tax requirements. NEEDS EXPERT REVIEW

Can I send invoices by WhatsApp instead of email? Yes, you can send invoices via WhatsApp, especially for quick communication with customers. However, email is generally preferred for formal invoicing. The WhatsApp and SMS CRM can help manage such messages professionally.

What if my customer doesn’t pay after I email the invoice? You should send polite payment reminders. Using automated follow-up sequences can save time by sending scheduled reminders until the customer responds. Always keep records of your communications.

Do I need to send a physical invoice along with the email? No, an emailed PDF invoice is usually sufficient for most businesses in Singapore. Keep a copy for your records and ensure the customer confirms receipt.

How can I track if my invoice email was opened? Some email tools and CRMs can show if your invoice email was opened, helping you time follow-ups better. The status of sent invoices and email replies can be tracked in the deal record, so your team stays informed.

Key takeaways

• Prepare a complete invoice with all required details before sending.
• Attach the invoice as a PDF to a professional email with a clear subject.
• Double-check the recipient’s email address and email content.
• Follow up on unpaid invoices with polite reminders or automated sequences.
• Use tools that create, send, track invoices, and manage follow-ups efficiently.

Start sending invoices by email confidently today. To organise your sales and invoicing in one place, you can start on the Free Forever plan (200 leads, no credit card).