How to Send Invoices by Email in the UK

To send invoices by email in the UK, you must create a professional invoice document, save it as a PDF, and send it via email to your customer with a clear message. The invoice should include your business details, customer details, invoice number, date, description of goods or services, total amount, VAT if applicable, and payment terms. This guide explains why sending invoices by email is common, gives you numbered steps, a worked example with UK currency, common mistakes to avoid, and how HelloGrowthCRM can assist with follow-up communication.

Why this comes up / what goes wrong

Many UK small business owners prefer sending invoices by email because it is faster and more cost-effective than posting paper invoices. However, common issues include missing or incorrect customer email addresses, incomplete invoice details, unclear payment terms, and failure to follow up on unpaid invoices. Some businesses still manage invoicing using spreadsheets, WhatsApp, or email alone, which can cause errors and slow payment collection. Sending clear, professional invoices by email helps improve cash flow and customer relationships.

Step-by-step

1. Create the invoice document: Use a template or software to include your business name, address, contact details, the customer's name and address, a unique invoice number, invoice date, description and quantity of goods or services, unit price, total amount, VAT if applicable, and payment terms (e.g., payment due in 30 days).

1. Check the invoice details: Verify all amounts, unique invoice number, and customer details are correct to avoid confusion.

1. Save the invoice as a PDF: PDFs preserve formatting and prevent accidental edits, making them the preferred format for sending invoices.

1. Open your email client or CRM email tool: Compose a new email to the customer's verified email address.

1. Write a clear subject line: For example, "Invoice #12345 from [Your Business Name]".

1. Write a polite email message: Briefly state the invoice is attached, the amount due, payment terms, and provide your contact details for any queries.

1. Attach the PDF invoice: Double-check you have attached the correct file.

1. Send the email: Review the email once more before sending.

1. Follow up: If payment is not received by the due date, send a polite reminder email or phone the customer.

Example (fictional figures)

An accountancy practice in Birmingham sends an invoice dated 15/06/2024 to a client for monthly bookkeeping services.

• Invoice number: 2024-045
• Services: Monthly bookkeeping
• Quantity: 1 month
• Unit price: £1,200
• VAT (assumed illustrative rate): 20%

Calculations:

£1,200 × 20% = £240 (VAT amount)

£1,200 + £240 = £1,440 (Total amount due)

The invoice states payment is due within 30 days (by 15/07/2024). The PDF invoice is attached to an email with subject "Invoice #2024-045 from Birmingham Accountancy" and a message noting the amount and due date.

Common mistakes

• Missing or incorrect customer email address: Always confirm the correct email to avoid sending delays.
• Incomplete invoice details: Include all necessary information to prevent payment queries.
• Sending invoices without PDF attachment: Double-check attachments before sending.
• Unclear payment terms: Clearly specify due date and acceptable payment methods.
• Not following up on unpaid invoices: Set reminders to chase payments promptly.

Avoid these by careful checks and consider tools like email automation and sequences to schedule follow-ups.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps manage communication around sales and invoices with features like Quotes, proposals, invoices and payments received, allowing you to send commercial documents from a deal record and track their status (sent, viewed, accepted) alongside follow-up tasks. The HelloMail shared inbox lets your team see all replies to invoice emails in one place, avoiding missed messages. Automated sequences can run a five-step follow-up over two weeks, stopping as soon as the client replies. Learn more about HelloGrowthCRM for the United Kingdom and explore WhatsApp and SMS CRM for multi-channel communication.

Frequently asked questions

Can I send invoices by email without a PDF attachment? It is not recommended. PDFs keep the invoice format secure and professional. Sending editable formats like Word or Excel risks accidental changes.

What should I include in an invoice sent by email in the UK? Include your business and customer details, unique invoice number, date, description of goods or services, total amount, VAT if applicable, payment terms, and your contact information.

Is it legal to send invoices by email in the UK? Yes, sending invoices by email is legally accepted in the UK provided they contain all required information and the recipient agrees to receive invoices electronically. NEEDS EXPERT REVIEW

How do I ensure my invoice email is professional? Use a clear subject line, a polite and concise message, and attach a well-formatted PDF invoice. Check spelling, grammar, and contact details carefully.

Can I automate invoice follow-ups after sending by email? Yes, CRM tools with email automation and sequences help schedule follow-ups automatically, saving time and improving payment rates.

Key takeaways

• Prepare a clear, complete invoice document and save it as a PDF.
• Confirm the customer’s email address before sending.
• Write a professional email with a clear subject and polite message.
• Attach the correct PDF invoice and double-check before sending.
• Use follow-up reminders or automation to chase unpaid invoices.
• HelloGrowthCRM supports communication and follow-up around invoices with built-in tools.

Sending invoices by email is simple when you follow these steps carefully. To manage your sales and invoicing more efficiently, Start on the Free Forever plan (200 leads, no credit card).