Tips
Sending Invoices by Email: How to Do It Right
Email invoices are fast and eco-friendly. Learn which legal requirements apply.
Email invoices are standard. But there are a few things to consider.
Legal Basis
Since 2011, electronic invoices are equivalent to paper invoices. Requirements:
- Authenticity of origin
- Integrity of content
- Readability
Best Practices for Invoice Emails
Subject Line
Clear and unambiguous:
- "Invoice No. 2025-042 - Max Mustermann Web Design"
- "Your Invoice for Website Relaunch Project"
Attachment
- Prefer PDF format
- Filename: "Invoice-2025-042-Mustermann.pdf"
- Keep file size under 10 MB
Email Text
Short and professional:
Dear Ms. Schmidt,
Please find attached invoice No. 2025-042 for the Website Relaunch project.
Invoice amount: 3,570.00 euros Payment term: 14 days (until December 5, 2025)
If you have questions, please feel free to contact me.
Best regards Max Mustermann
Advantages of Email Invoices
- Immediate delivery
- No postage costs
- Environmentally friendly
- Automatable
- Traceable
Avoid Common Mistakes
- Sending invoice as Word document (always PDF!)
- Unprofessional subject line
- Invoice without cover email
- Wrong recipient
Professional invoice emails? With Clever Invoice you send invoices directly from the app.
Frequently asked questions
Must the customer consent to email delivery?
In B2B, express consent is not necessary. For private customers, consent is recommended.
Is an email invoice considered delivered?
Yes, as soon as it has arrived in the recipient's mailbox. Read confirmation is not required.