SMS Invoicing: How to Send Invoices Using Text Messages
- HEsarapu
- Oct 30, 2024
- 7 min read
Updated: Apr 23
With mobile phones at the center of daily business operations, text message invoicing is revolutionizing billing processes by making transactions faster, more convenient, and easier for clients to pay promptly. This article explains the benefits of SMS invoicing, various methods you can use, and best practices to ensure a seamless billing experience. Let’s explore how text messaging can streamline your invoicing and enhance client satisfaction.
Table of Contents
What is SMS Invoicing?
SMS invoicing is the process of sending invoices directly to clients via text message, enabling them to access payment details instantly on their mobile devices. Each message typically includes key information, such as the balance due and a secure payment link, allowing clients to pay immediately from their smartphones. With SMS open rates significantly higher than email, SMS invoicing helps ensure clients see and respond to invoices promptly, reducing delays in payments.
Beyond increased visibility, SMS invoicing often includes automation features, enabling businesses to send reminders for overdue invoices automatically, helping streamline collections, and optimizing cash flow.
Why Use Text Message Invoicing?
Invoicing by text message offers numerous benefits that can elevate both your business efficiency and client satisfaction. Here are the primary advantages of SMS invoicing:
Higher Open and Response Rates: SMS has higher open rates than email, increasing the likelihood of timely payments.
Faster Payments: Direct payment links included in SMS invoices allow clients to pay immediately from their mobile devices.
Cost-Effective Solution: SMS invoicing saves on printing and postage costs and reduces the time spent following up on unpaid invoices.
Eco-Friendly: Paperless invoicing contributes to sustainability, aligning your business with environmentally conscious practices.
Enhanced Client Engagement: SMS creates a direct communication channel, fostering stronger client relationships and better engagement.
Businesses that integrate SMS invoicing can enjoy a faster, more reliable, and cost-efficient way of managing billing while providing clients with a seamless payment experience.
Best Methods to Send Invoices via Text
Different approaches to SMS invoicing allow businesses to cater to various needs, from simple manual methods to advanced automated systems. Here are some effective ways to send invoices through text:
Mobile accounting apps
Many accounting software platforms offer mobile apps (e.g., QuickBooks, FreshBooks) that allow you to generate and send invoices on the go, making it convenient for businesses that need to invoice clients while out of the office.
Dedicated SMS invoicing software
Tools like Invoice2go and Bankful support SMS invoicing and integrate seamlessly with your accounting software to track invoices and payments.
Secure payment links
Payment processors like PayPal, Stripe, and Square allow you to create secure payment links. So, you can include a link in your text messages to direct clients to a secure payment page.
Automated SMS reminders
Use software with automated reminder features to send SMS alerts for pending or overdue invoices, reducing manual follow-up tasks.
QR codes
Generate a QR code linked to the invoice or payment page and share that QR code via text message. Clients can scan the code to view and pay the invoice easily.
Third-party text messaging solutions
Services like Falkon SMS allow you to send bulk SMS messages with options for scheduling, automation, and delivery tracking, making it easier to manage and monitor your invoicing.
Customized messages
If you prefer a more personal touch, you can create custom text messages that include essential details like invoice number, amount due, and due date. This method can be more hands-on but offers flexibility in messaging.
Group messaging for bulk billing
Some SMS platforms offer group messaging options, ideal for billing multiple clients at once. Ensure messages are personalized to maintain a professional tone.
Step-by-Step Guide to Sending SMS Invoices
Step 1: Choose your invoicing method
Decide on a suitable method—whether a mobile app, invoicing software, or third-party SMS provider. Ensure the method integrates with your payment processor (e.g., PayPal, Stripe) for seamless transactions.
Step 2: Generate the invoice
Use your invoicing software to create a new invoice. Include key information such as:
Invoice number
Client name and contact details
Description of products/services
Total amount due
Payment due date
Payment instructions
Step 3: Create a secure payment link
Generate a payment link using your payment processor and include it in the SMS. This step is crucial for encouraging clients to make payments quickly and securely.
Step 4: Compose the SMS invoice
Keep the message brief and to the point. For example:
Hello [Client Name], your invoice #[Invoice Number] for [Amount Due] is due on [Due Date]. Please pay using this secure link: [Payment Link]. Thank you!
Step 5: Select the optimal timing
Send your SMS during business hours for maximum visibility. Avoid sending messages early in the morning, late at night, or on weekends, as clients may overlook these.
Check this blog to learn the best time to send SMS to your clients.
Step 6: Automate reminders
Use text automation to schedule reminders for any upcoming or overdue payments, saving time and minimizing missed payments.
Step 7: Track and follow up
If your SMS service has tracking capabilities, monitor whether the invoice was opened and follow up if payment has not been received by the due date.
SMS Invoicing Templates
Creating clear, concise, and professional SMS invoices is essential for successful text-based billing. Below are sample SMS invoicing templates you can tailor to fit your business needs. Each template includes key information such as the invoice number, amount due, and a secure payment link, keeping communication direct and action-oriented.
Standard payment request template
This template is perfect for straightforward billing, providing the essential information clients need to pay promptly.
Invoice reminder for upcoming due date
Send a gentle reminder a few days before the due date to encourage timely payment. This can reduce overdue payments and keep your cash flow steady.
Overdue payment reminder template
If a payment is overdue, use a polite follow-up message to remind clients about the outstanding balance. A friendly tone maintains professionalism while prompting quick action.
Final payment notice template
When an invoice remains unpaid after multiple reminders, a final notice can help. This template remains professional and emphasizes urgency without being overly assertive.
Thank-you message for payment received
After receiving a payment, sending a thank-you message is a small touch that shows appreciation and reinforces a positive client relationship.
Top Tips for Effective SMS Invoicing
Sending invoices via text message requires a thoughtful approach to ensure they are professional, clear, and effective. Here are some top tips to optimize your SMS invoicing process:
1. Use a Reputable SMS Provider
Choosing the right texting service provider is the foundation of a successful invoicing strategy. Look for a business-oriented platform that offers features like automation, message tracking, and integration capabilities with your accounting or CRM software. A reliable provider not only ensures your messages are delivered quickly and securely but also helps you streamline your overall invoicing workflow. Investing in a reputable service minimizes technical hiccups and builds trust with your clients.
2. Craft Clear, Concise Messages
When it comes to SMS invoicing, clarity is key. Your clients should be able to understand the purpose of the message at a glance. Always include critical information such as the invoice number, the amount due, the due date, and a direct payment link. Avoid jargon and keep the message straightforward. A well-crafted, concise SMS reduces the chance of misunderstandings and makes it easy for clients to act quickly.
Example:"Hi [Client Name], Invoice '#12345 for $500 is due by [Date]. Please pay here: [Link]. Thank you!"
3. Personalize Your Messages
Adding a personal touch to your SMS communications can make a big difference. Address clients by name and reference specific details related to their invoice. Personalization makes your messages feel less transactional and more thoughtful, strengthening your professional relationship with each client. It shows that you value them as individuals rather than just invoice numbers.
4. Offer Multiple Payment Options
Flexibility in payment methods can significantly improve your chances of getting paid on time. Different clients have different preferences. Some may favor credit cards, while others might prefer PayPal, ACH transfers, or even mobile wallets. By offering a variety of payment options, you make the process as convenient as possible, removing potential barriers that might delay payment.
5. Respect Timing and Preferences
Timing matters. Always send SMS invoices during standard business hours unless otherwise agreed upon with your client. Nobody wants to receive an invoice notification late at night or over the weekend. Also, ensure you have your clients' consent to send invoices via SMS. Respecting opt-in preferences not only keeps you compliant with privacy regulations like GDPR or TCPA but also demonstrates professionalism and respect for your clients’ communication preferences.
6. Automate Reminders for Timeliness
Automating payment reminders can dramatically cut down on late payments without overwhelming your clients. Set up gentle, automated follow-up messages before and after the due date. Well-timed reminders help keep invoices top-of-mind without adding to your administrative workload. Just make sure the reminders remain polite and non-intrusive to maintain a positive relationship.
Example:"Friendly reminder: Invoice '#12345 for $500 is due tomorrow. Pay here: [Link]. Thank you for your prompt attention!"
7. Track Delivery and Engagement
The ability to track your SMS delivery and engagement rates is a major advantage. Use tracking tools provided by your SMS platform to monitor whether messages are being delivered, opened, and acted upon. Analyze this data regularly to fine-tune your messaging strategy. For example, adjusting sending times, message formats, or follow-up schedules based on what works best.
8. Follow Up Professionally
Even with reminders in place, there will be times when clients miss a payment deadline. When following up, always maintain a polite, professional tone. A courteous approach can go a long way in preserving strong client relationships while still ensuring your business gets paid. Remember, the goal is to prompt payment while leaving the door open for future business.
Example:"Hi [Client Name], we noticed Invoice '#12345 is still outstanding. If you have any questions or need assistance, please let us know. You can pay here: [Link]. Thank you!"
Conclusion
Incorporating text messaging into your invoicing process is a smart move toward efficiency and modern customer engagement. By using SMS invoicing, you can reduce billing cycle times, cut costs, and offer clients a streamlined payment experience. Ready to transform your billing? Start implementing SMS invoicing today and watch your business benefit from faster payments and improved client satisfaction.
