cover letter with invoice

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Invoice Cover Letter

Last Updated On February 17, 2020 By Letter Writing Leave a Comment

Invoice cover letter enlists in it a detail of the bill to be paid by the customer against the item he has purchased from a company or a store. In such a cover letter, the modesty of the language is maintained.

The intention of creating an invoice cover letter is to reinform a customer about his due. The ultimate goal is to retain the customer returning.

An invoice cover letter reminds the customer about his transaction, due payment, item name, and complete information about a transaction. Sometimes a customer pays the bill even before an item reaches to him but he requires a copy of an invoice for his reference. So, an invoice cover letter, mentioning a complete detail about the purchase, is required.

The invoices are useful for filing income tax. So, an invoice with all details along with the rate of the item, quantity, and GST must be served to the customers.

So, we are giving some tips to create an invoice cover letter that will surely benefit you. However, if you require more guidelines, you can go through our free invoice cover letter samples.

Invoice Cover Letter Writing Tips

• Mention your store or business name in the cover letter as the billing party.
• Offer him the words of thanks for his purchase
• Give complete information in detail to the customer about his purchase.
• Always try to soften your tone and at the same time convey your intention.
• Persuade him to visit you again.
• Make him assured about his arrears and benefits.

Invoice Cover Letter Template

Our free invoice cover letter will surely help you get started. But for your additional need for enhancing cover letter writing skills, our below-given invoice cover letter template will help you.

Date: (the date on which cover letter is written)

From, _____________ _____________ _______________

Invoice No:_______

To, ________________ ________________

Sub:_________________________________________

Dear _________________,

We are sending this letter to remind you about the payment of invoice number ___________. For an item _________you have purchased from our physical store. The item was purchased with your name dated _________. Please make the payment against the above mentioned invoice to refrain from the late fees or charges.

We care about your orders and you are very valuable for us. According to our business policy, we offer a special discount to our returning customer who pays his due balance and crosses the amount of INR 3,000 in his second purchase. We hope you will like our business offer. Please pay the due balance mentioned in the invoice and take the benefit of our new business policy.

Thanking in advance.

Best Regards, (__________________)

Invoice Cover Letter Sample

Our Invoice cover letter samples are specially designed to give you an immense tactic to write persuasive cover letters. Please have a look at the below-given cover letter samples to guide yourself.

From, Sunrise Biz Sol, Maulana Road, Bhandara, 441611

Dhananjay Rawal, Premnagar, Bhandara, 441614 Date: 20/12/2019

Sub; Invoice Cover Letter

Dear Dhananjay,

In this cover letter, we are attaching an invoice for the recent transaction you made with our store. According to the invoice, the amount of INR 1628/- is due to you. Please pay the bill as soon as you receive this invoice letter to avoid the late fees or extra charges.

In this attached invoice, you will see the complete information of your transaction. If you still have any doubts or complaints, you can visit our store or contact our billing department. We would like to inform you about our ongoing special offer here. We are running a special offer which is of recurring the business with the same customers.

With this module, you have to clear your current balance and we will give you a surprise offer (gift) on your next purchase. But again, you have to do a purchase of a minimum of INR 1628. This offer is only for returning customers. We hope you will like this business offer.

If you have any complaint against the invoice or if you find any discrepancies in the invoice, please do call us.

Thanking You

With best regards, Finance Department, Sunrise Biz Sol

Invoice Cover Letter Email Format

In the online businesses and local businesses also, emailing the invoice is in trend. So, follow the below email format to create a cover letter for emailing an invoice.

Hi Dhananjay,

We hope you are doing well. With this email, we would like to inform you that an unpaid invoice is due to you. Your order for invoice number 391/12 had been successfully fulfilled on 02/12/2019. The amount of INR 1628/- against the same invoice is still due to you.

We request you to make the payment against the invoice we have sent you. An unwanted delay in making the due payment may impose late fees or other extra charges against you. So, please avoid these things by making instant payments. You can make an online payment referencing your invoice number.

Your instant payment will open a door for you of getting a few more exciting offers from us. If you have any questions or any objections, please contact us immediately.

Above mentioned samples of writing invoice cover letter, are the best guidelines for the new people. One can observe how the email template is designed keeping in mind the respect for the customer and yet letting him know about his due payment. In the samples, we have seen how the offers are also provided to lure the customers and increase sales in the business.

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Invoice Cover Letter Template

The invoice cover letter  is placed on top of an invoice or as the first (1st) page to introduce the billing party or to add context to the breakdown of the bill. The letter should describe the details of the invoice as well as show appreciation for the customer’s business and when the payment is due. Depending on how personal the billing party would like to make the letter, it can be signed on the bottom or printed along with the company’s letterhead or logo.

Select Currency

Thousand seperator, send invoice, how to make in adobe pdf and microsoft word (.docx).

Download : Adobe PDF , Microsoft Word (.docx)

1 – Gain Access To The Invoice Cover Letter

Obtain a copy of this letter from the “Adobe PDF” button on this page when it is time to Invoice a Client or Customer. This letter should be filled out then sent with the Invoice you are mailing.

2 – This Letter’s Headings Should Be Satisfied With Information

3 – Identify The Paperwork This Letter Is Concerned With

4 – Include A Valid Point Of Contact

5 – Close This Letter With The Sender’s Identity

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Resources for Your Growing Business

How to write an invoice letter: a small business guide.

Small businesses need to be paid on time to maintain cash flow . It’s important to find ways to get paid faster. Entrepreneur recommends being clear about payment schedules and costs from the beginning. Good communication sets client expectations and helps get payments to you faster.

One way to do this is to include a winning invoice letter with your invoice. A good invoice letter sets a professional but friendly tone that establishes when payment is due and who to address with any questions.

The format of an invoice letter should be that of a standard business letter. In this article, we’ll walk you through the steps to write one.

Need an invoice template? FreshBooks has free downloadable invoice templates for small businesses to make invoicing even easier.

In this article, we’ll cover:

• What is an Invoice Letter?

How to Write a Invoice Letter

The timing and conditions for sending invoice letters, how to avoid late payments, what is an invoice letter.

An invoice letter or payment details letter is a financial letter stating the details of an invoice meant to encourage a client to pay. Invoice letters are sent with an invoice to explain the payment details and ask the recipient to complete the transaction within a clearly stated timeframe. Invoice letters are a popular communication used by many companies of all sizes in a wide range of situations.

Some companies choose to only send an invoice letter when a payment deadline is passed, while other companies always include the invoice letter to provide direct and upfront communication.

Take the frustration and extra work of your invoicing work. FreshBooks offers a variety of invoicing software , information,templates, and services to give you the confidence and tools you need.

Click here to get started.

1. Get a Template

To write an invoice letter for payment, you can use a blank document. Or you can download a business invoice letter template. MS Office has a simple free template for invoice letters you can download for Word. Invoice letter templates make creating invoice letters quick and easy.

Open whatever word processing software you prefer and open either your invoice letter template or create a new blank document.

FreshBooks offers a wide range of free invoice templates designed to take the guesswork out of billing and collections. Browse our selection and find the right templates for your needs to save time and energy.

2. Insert Your Address

Skip this step by printing your invoice on company letterhead or if you’ve plugged your address into an invoice letter template.

If you don’t have a letterhead, write your name or company name and your full address (street address, city, state, and zip code) at the top of the invoice letter. Align the text to the left.

Standard address format:

Street Address

City State Zip Code

For example:

Jenna Michaels

Hollywood Groomers

64 Sunnyside Road Ste 400

Beverly Hills CA 90201

This convention follows U.S. Postal Service guidelines . Please note there are no punctuation and one space between each word or number, except where there are two spaces between the state and zip code.

3. Add the Date

Add either the date the invoice was written or completed if you wrote the letter over a period of several days.

Use the American date format: month, day, year.

• For example, January 1, 2020.

Write the date one line below your address. If your address is left justified, the date should also be on the left. If you’re using letterhead, center the date, says the Purdue University Online Writing Lab .

4. Include the Recipient’s Address

Add the recipient’s address to the invoice letter below the date. Include the recipient’s name, title, company, and address. Make sure you include the street address, city, state, and zip code. It should be left justified and one line below the date.

It’s best to include a specific name here. Entrepreneur recommends that you double-check to whom you’re supposed to send your invoice. Doing this is especially critical at larger companies where you may need to send your invoice and invoice letter directly to the finance department or a third party hired to handle payments.

Contact your client to discuss who will be making the payment, who your invoice letter should be addressed to, and who, if anyone, you should copy on the invoice. Address the invoice letter to the primary person making the payment.

Personal Titles

When adding a contact name, you may wonder what title to use. Standard personal titles are Mr., Ms., Mrs., and Dr.

Women can be addressed as Miss, Mrs., or Ms. When in doubt, use Ms.

5. Add a Salutation

Now it’s time to open the invoice letter. Use the same name and personal title as included in the recipient’s address. Include a salutation under the recipient’s address.

If you know the recipient well, you can use their first name only. If not, use their title and last name. Add a colon at the end.

• Dear Ms. Smith:

Not sure of the recipient’s gender? It’s okay to include their full name instead, such as:

• Dear Anne Smith:

6. Write the Body of the Letter

Single-space your letter and left justify your paragraphs. You don’t need to use a first-line indent. Include a blank line between each paragraph.

In terms of the content, the writing should be as clear and concise as possible, with a direct focus on the payment details.

First, include a friendly opening. Here’s a sample:

• I hope that you’re well.

Then, get right to the point:

• Please find attached invoice [number] for [project name].
• Your order of [order details] has been shipped. Please find attached an invoice for these items.
• Please find attached an invoice for [insert amount].

Now add some payment details, such as:

• A reminder of my payment terms : payment is due on January 20, 2020. There’s a 5 percent discount if you submit payment in 15 days.
• Please send payment via check or direct deposit.
• Please note in our payment details we charge a late fee of 5 percent per week.

It’s best to list the right contact in case they have any questions:

• If you have any questions about your invoice, please contact [name] at [contact details].
• I’ll be back in the office next week if you have any questions or concerns.
• For project matters, please contact [name] at [contact details]. For billing concerns, please contact [name] at [contact details].

Now add a friendly line:

• Thank you for your business.
• It’s been a pleasure working with you.
• I look forward to continuing to work with you in the future.
• Please let me know if we can help you again in any way.
• We appreciate the opportunity to do business with you.

And finally:

• Please confirm that this invoice has been received.

7. Write the Closing

The closing of a winning invoice letter is one line after the last line of the body. Only the first word should be capitalized, and a comma should be added at the end. If a signature is being added, include four blank lines between the sign-off and your name.

8. Mention Attachments

Attachments, in this case, your invoice, are also called enclosures. Write “Enclosures” four lines below your closing. You can either simply add the number of attachments or list them by name.

• Enclosures: 3
• Enclosures: Invoice 001, Preliminary Drawings, 3D Model

Your invoice letter is now almost ready to go. Before sending it, be sure to proofread it thoroughly for spelling or grammar mistakes.

The timing and conditions for sending an invoice letter depend entirely on the reason it’s being sent. Some of the most common reasons for sending an invoice letter are:

Advance Payments

If your company expects an advance payment prior to services being completed, it’s a great time to send an invoice letter. A well-written letter clearly states the terms of the expectations surrounding a preliminary payment and minimizes financial risk . Companies often use advance payments for large orders or projects that require substantial upfront costs.

On Purchase

As soon as a customer purchases services or products from your company, you can send an invoice accompanied by a sales invoice letter. Invoice letters sent with initial invoices can induce quick payment, avoiding a complicated collection process down the line.

Project Milestones

If you’re working with a client who has contracted your company long-term, payments are typically made in installments or when certain milestones are achieved. Including an invoice letter with project-based invoices is a perfect opportunity to update the client on progress and maintain cash flow.

Late Payments

Invoice letters help address the uncomfortable process of requesting payments when a deadline has passed. When a client delays payment or refuses to pay, a professionally-written invoice letter to the recipient address reminds the client of the payment terms and creates a solid paper trail of communication.

Invoice letters written for late payments often mention the potential legal consequences of not honoring the payment in an effort to portray the importance of the payment collection.

Also Read: Strong Letter for Outstanding Payment Email

There are many ways to set the groundwork for avoiding late payments from the start of a client relationship. A clear and direct communication of payment expectations is the best place to start, including a detailed, proper invoice letter. Other methods for avoiding late payments include the following:

• Include a clear credit policy on all bills, invoices, and statements that communicates the payment terms and consequences of late payments.
• Make the payment process as easy as possible by providing multiple payment options and digital access to payment portals.
• Offer discounts for early payment to prompt clients into paying prior to the invoice due date.
• Create a staggered payment plan as long as it does not negatively impact your ability to provide the agreed-upon services or products. Many people are more likely to pay smaller amounts over an extended period of time rather than a large amount all at once.
• Create a reminder and follow-up schedule and stick to it for every transaction with all clients. Make sure each communication is polite and friendly while maintaining a direct message about the policies and terms of your payment agreements.

Creating professional invoice letters or payment detail letters is a great way to make payment details clear and concise for clients. With the added bonus of encouraging clients to pay their invoices ahead of their due date or on time, there’s a crucial step in payment processing for your small business. When creating your invoice letters, follow the guidelines, tips, and tricks in this article and elevate your client communication. Keep your language clear, direct, and friendly and you’ll make lasting client relationships without payment hassle or confusion.

People also ask:

How to Write a Cover Letter for an Invoice?

How to write an invoice email.

• What is the Purpose of an Invoice?

Is an invoice a legal document?

What are the rules of invoice.

A cover letter for an invoice is essentially an invoice letter. Follow the steps above to write a professional business invoice letter.

Here are some additional tips for writing a cover letter, according to the University of Wisconsin-Madison :

• It should be one page only
• Tailor your cover letter to the client. Address specific project details and timelines. Mention any further invoices to come.
• Avoid jargon. Use active voice and short sentences. Be clear. Convey respect for the client and use professionalism.
• Focus on the aim of your letter: to get paid. Include the reason for the invoice and the total due in the first paragraph of the body of the letter. Always include contact information so a client can address any concerns about the invoice immediately.
• Each paragraph of the body should be focused on a single point
• Proofread your work. Ask a trusted colleague or friend to do this.

Here’s how to write an email with an invoice attached. Emails are often much less formal than business letters, but they should still be professional and well-written.

Here’s an example:

Hi [insert client name],

Please find attached an invoice for [insert project name].

Thanks for your business. If you have any questions about your invoice, please contact [name] at [contact details].

[insert your name]

If you require additional email invoice templates and guidance on composing professional messages for payment requests, read our article titled How to Ask for Payment Professionally in a Message .

What is the purpose of an invoice?

An invoice is an itemized commercial document that records the products or services delivered to a customer, the total amount due, and the preferred invoice payment method . Its purpose is to communicate payment expectations is a clear and direct way to avoid hassle or confusion at the time of payment.

No. An invoice is no a legal document on its own. While invoicing is an important accounting practice for your business, invoices do not serve as a legally binding document between the business and its client.

Invoices need to include the business name and address, the client name and address, a unique invoice number, the date the invoice was created, and the payment terms and due date. They also need a description of services rendered. If you want to create accurate invoices, follow our guide on invoices for services rendered . This guide provides step-by-step instructions and examples to ensure your invoices are comprehensive and professional.

Jami Gong, MPAcc, CPA

About the author

Jami Gong is a Chartered Professional Account and Financial System Consultant. She holds a Masters Degree in Professional Accounting from the University of New South Wales. Her areas of expertise include accounting system and enterprise resource planning implementations, as well as accounting business process improvement and workflow design. Jami has collaborated with clients large and small in the technology, financial, and post-secondary fields.

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5 Accounts Payable Cover Letter Examples Built for 2024

• Accounts Payable Cover Letter
• Accounts Payable Cover Letters by Experience
• Accounts Payable Cover Letters by Role
• Write Your Accounts Payable Cover Letter

Business expenses add up and must be managed appropriately. That’s why companies need pros like you who can set up invoices, make payments, and balance the books accurately.

Are your cover letter and complementary accounts payable resume providing a successful representation of your financial skills?

While you’re an expert at keeping the books balanced, writing a cover letter that’s well-rounded can feel more challenging. If you’re unsure how to optimize yours, our accounts payable cover letter examples and AI cover letter generator are a great place to start.

Accounts Payable Cover Letter Example

USE THIS TEMPLATE

Microsoft Word

Google Docs

Block Format

Copy this text for your accounts payable cover letter!

123 Fictional Avenue Memphis, TN 38088 (123) 456-7890

August 30, 2023

Avery Johnson Hilton Worldwide 123 Fictional Lane Memphis, TN 38088

Dear Mr. Johnson:

I admire Hilton Worldwide’s commitment to offering exceptional service, underpinning one of the world’s largest and fastest-growing hospitality companies. This admiration extends from the number and diversity of your brands to your global footprint across 7,295 properties in 123 countries and territories. It is evident that your company maintains high accuracy and timeliness in financial operations—an essential trait for an accounts payable associate. Contributing to your team’s continuous success would be indeed an honor.

During my tenure at Fedex, I capitalized on my invoice processing prowess, hand-processing an estimated 142 invoices daily, and maintained a 1.8% error rate in coding and classification. The accuracy of my work ensured the seamless process flow within the company’s financial department, contributing to overall business efficiency.

At AutoZone, my expense reporting proficiency and careful attention to detail helped unearth 94 discrepancies in expense reports, which led to cost savings of $8,643 in the fiscal year 2019-2020. Moreover, my diligent work principle enabled our team to maintain a 96.7% accuracy rate in expense reporting. Bind to this, my two-year stint at International Paper saw me process 323 payments weekly. This helped mitigate late payment penalties by 73%.

Just as Hilton Worldwide thrives in delivering the utmost hospitality services, my goal has always been to provide accurate and timely financial services to enhance operational efficiencies. Our shared vision of excellence makes me believe I can significantly contribute to your team and help maintain Hilton Worldwide’s financial operations with utmost diligence and precision.

I welcome the opportunity to demonstrate more about how our goals align and how my financial skills and experiences in previous organizations apply to the advertised accounts payable associate role.

Enclosures: Resume Application Certified Accounts Payable Associate (CAPA) certification

Why this cover letter works

• Your accounts payable cover letter should narrate the application of industry-specific skills like math, computer literacy, invoice processing, attention to detail, and financial data coding and classification.

Level up your cover letter game

Relax! We’ll do the heavy lifting to write your cover letter in seconds.

Accounts Payable Clerk Cover Letter Example

Copy this text for your accounts payable clerk cover letter!

123 Fictional Avenue Portland, OR 97305 (123) 456-7890

Ethan Moore Pendleton Woolen Mills 123 Fictional Lane Portland, OR 97305

Dear Mr. Moore,

Sharing the conviction that quality fabric and clothing have the unique power of sparking comfort and warmth in people’s lives, I am drawn to Pendleton Woolen Mills’ mission of delivering superior woolen products. My appetite for challenging scenarios led me into accounting, particularly as an accounts payable clerk. With six exciting years of experience, I am ready to contribute to your company’s growth and success.

Harnessing vendor management proficiencies at Nau, I managed and maintained relationships with over 47 suppliers, strengthening trust through punctual transactions, reducing late payment penalties by 32%, and decreasing costs by 8%. Previously at Danner, my responsibilities included high-volume account reconciliation and monthly financial reports. By implementing innovative reconciliation techniques and maintaining immaculate attention to detail, I increased the accuracy of financial reports by 19% and reduced errors by 23%.

A tenure at Blue Clover Financial bestowed me with substantial experience in auditing support. By discerning inconsistencies and delivering essential insights, I facilitated more robust financial controls, decreasing audit findings by 17% and increasing regulatory compliance by 13% over two years.

My enthusiasm for Pendleton Woolen Mills’ renowned products and commitment to maintaining the highest standards in accounting practices manifest my potential to excel as your accounts payable clerk. I am eager to leverage my skills and experiences to drive growth and success for Pendleton Woolen Mills. I am excited to discuss my qualifications further.

Maria Ricci

• Take things a notch high, using two to three snappy anecdotes to demonstrate your productivity and efficiency in the field. As with this example, embellish your piece with quantitative wins.

Accounts Payable Manager Cover Letter Example

Copy this text for your accounts payable manager cover letter!

123 Fictional Avenue Austin, TX 94088 (123) 456-7890

Noah Davis SolarWinds 123 Fictional Lane Austin, TX 94088

Dear Mr. Davis,

Profound insights in financial management, a passion for precision, and an intensive background in related fields steer my career as I eagerly streamline operations while remaining hands-on with daily financial procedures. This is an excellent opportunity for us to mutually benefit from, wherein I can apply my finely honed skills as an accounts payable manager to actualize SolarWinds’ mission of delivering exemplary network and infrastructure monitoring tools.

In my recent tenure of 6 years as a financial manager with Applied Materials, I was instrumental in applying my comprehensive understanding of financial statement analysis. This contributed to identifying and implementing strategic budgeting tactics that reduced costs by an outstanding 23%, unquestionably augmenting overall organizational growth and stability.

Moreover, I have continually fused my expertise in budgeting and forecasting to foster an environment of financial transparency and foresight. In my role at Hyperwallet, I helped forecast financial outcomes that empowered stakeholder decision-making and precipitated a 19% increase in net profits over four years.

Additionally, my proficiency in tax compliance significantly decreased regulatory risks. At National Instruments, I meticulously reviewed tax strategies and introduced compliance measures that mitigated tax-related discrepancies by 26% over 3 years. I look forward to contributing my strategic insights to SolarWinds as your next account payable manager. Please feel free to contact me for further discussions about how my financial management skills will enhance SolarWinds’ financial stability and growth. Thank you for your time and consideration.

Santiago Silva

• Spotlight industry-specific experiences, emphasizing impactful results from budgeting, forecasting, financial statement analysis, and tax compliance. Better yet, express your eagerness to contribute to the team at the end.

Accounts Payable Supervisor Cover Letter Example

Copy this text for your accounts payable supervisor cover letter!

123 Fictional Avenue Chicago, IL 43004 (123) 456-7890

February 27, 2024

Emma Sullivan MxNS 123 Fictional Lane Chicago, IL 43004

Dear Ms. Sullivan:

Upon reading about the accounts payable supervisor position at MxNS, I immediately knew this was an opportunity I must pursue. Exploring your company website and client testimonials, it became evident that MxNS is dedicated to providing tailored services to meet every client’s needs. It’s inspiring to see how you support the broader Chicago community with your extensive food safety solutions that help safeguard consumers of all ages and backgrounds.

My background includes extensive experience overseeing accounts payable procedures, with expertise in vendor setup, PO to invoice matching, and entry and coding. At Kirkland & Ellis, I supervised a team of four clerks, helping reduce error rates by 43% and saving $43K annually by revamping legacy procedures.

At The Scion Group, I demonstrated my proficiency in accomplishing and managing critical tasks like reconciliations, processing payments, and assisting with W-9 and 1099 processes. My adeptness with QuickBooks reduced process time by 37%, and my skillful use of Microsoft Suite products further streamlined operational efficiency. I also upheld high standards for accuracy, efficiency, and confidentiality, mitigating privacy breaches by 99%.

My educational background, with a Bachelor of Business Administration from the University of Illinois Chicago and my hands-on experience in clerical support and advanced accounts payable functions, makes me a well-rounded candidate for this position. I’m eager to contribute to your team’s success.

Thank you for considering my application. I look forward to discussing how my background, skills, and enthusiasm align with the MxNS’ account operations.

Danielle Harlow

Enclosures: Resume Application 2 letters of recommendation

• Genuine admiration doesn’t just establish an immediate connection with the potential employer. It also signals a dedicated candidate who has researched and appreciates the unique highlights of the hiring company’s culture, contributions to the industry, or accomplishments. Better yet emphasize your readiness to commit to the company’s ongoing success, furthering your chances of securing an interview for the role.

Accounts Payable Specialist Cover Letter Example

Copy this text for your accounts payable specialist cover letter!

123 Fictional Avenue Detroit, MI 87101 (123) 456-7890

Elijah Stevenson Aspen Search Group 123 Fictional Avenue Detroit, MI 87101

Dear Mr. Stevenson:

My initial introduction to Aspen Search Group was during my college accounting curriculum, which incorporated real-world case studies highlighting the complexity and importance of accounts payable operations. Observing from an academic standpoint, I was captivated by the meticulous attention to detail and intricate system processes required in this field. It sparked a vision—an aspiration of one day contributing to a forward-thinking company such as Aspen Search Group. Today, I take the first step towards realizing that ambition by expressing my interest in the accounts payable specialist position at Aspen Search Group.

During my tenure at Henry Ford Health, I reduced errors by 42% through meticulous invoice and purchase order verification, mirroring your need for accuracy in processing vendor invoices in SAP. Moreover, my initiative in leading special projects and enforcing accounting policies echoes your requirement for a team member who can contribute to process improvements and ensure compliance with accounting methodologies.

At Sunroof Express, where precise financial handling is paramount, I managed transactions exceeding $500K annually, honing my skills in resolving vendor concerns and adhering to financial compliance. Strong communication skills, critical thinking, and organizational prowess have been instrumental in my career, enabling me to navigate complex vendor negotiations and rectify financial inconsistencies.

I’m excited to apply my extensive accounts payable experience, keen data analytics insights, and passion for process improvement to Ascensus. My commitment to maintaining the financial accuracy and integrity of your company’s records, complemented by my dedication to building robust vendor relationships, positions me as an ideal fit for your team.

Eager to discuss how my background, skills, and enthusiasm align with the needs of Aspen Search Group, I’m available at your convenience for an interview. Thank you for considering my application.

Helena Whitaker

Enclosures: Resume Accounts Payable Practitioner Certification(CAPP)

• But don’t just focus on your duties, spotlight tangible outcomes of your interventions. And what better way to encapsulate these competencies than attaching a relevant credential like the Accounts Payable Practitioner (CAPP) or Accounts Payable Specialist (CAPS) certificate?

Related cover letter examples

• Accounts Payable Resume
• Financial Analyst

How to Balance Your Accounts Payable Cover Letter with the Right Skills

Just as every accounting department uses different software and systems based on company needs, your accounts payable cover letter should be tailored specifically to each company in a similar way.

You’ll want to review each job’s description to pick out job skills and examples that align with how you’ll help each company achieve its mission. For example, a company that needs help with payment processing may appreciate your experience using Payline to make payments 54% more efficiently.

Start strong with the opener of your accounts payable cover letter

When listing skills in your cover letter’s opener, relate them to the company’s mission and how you’ll help them achieve their goals. For example, you could write about how you’ll use your experience in QuickBooks for more efficient expense tracking that will help the company continue providing efficient and reliable service.

It’s also best practice to greet a specific hiring manager by name, just like you’d do for a personal touch when corresponding with vendors or important clients.

The opener below isn’t as successful since it doesn’t relate to the company’s mission or get into the specifics of the applicant’s accounts payable skills.

Lacking specificity!

Hello Mr. Johnson,

I’m eager to be applying to your accounts payable job opening. This looks like an excellent organization to work with, so I’d be excited to join your accounting team.

The opener below is much more successful since it connects directly to Pendleton Woolen Mills’ mission of delivering superior products and how the applicant’s accounts payable skills fit in.

An opener connecting with the company’s mission!

Sharing the conviction that quality fabric and clothing have the unique power of sparking comfort and warmth in people’s lives, I am drawn to Pendleton Woolen Mills’ mission of delivering superior woolen products. My appetite for challenging scenarios led me into accounting, particularly as an accounts payable clerk. With six exciting years of experience, I am ready to contribute to your company’s growth and success.

Provide more details in the body of your accounts payable cover letter

Your opener has caught the accounting hiring manager’s attention. Now, it’s time to show exactly how your skills have made you successful.

The best way to optimize the body of your accounts payable cover letter is by using relevant metrics in examples. For example, how you boosted spending efficiency or compliance ratings.

Candidates with less work experience can also detail how their accounting degree has equipped them for the role with knowledge in spending analysis or balance sheets.

A great body paragraph with accounts payable metrics!

My proficiency in tax compliance significantly decreased regulatory risks. At National Instruments, I meticulously reviewed tax strategies and introduced compliance measures that mitigated tax-related discrepancies by 26% over 3 years.

Optimize the closing of your accounts payable cover letter

As you close out your cover letter, you’ll want to start by rephrasing your skills in payment processing and spending analysis and how they relate to the company’s mission. For example, how you’ll use your account maintenance abilities to create a streamlined work environment that fosters stability and growth.

You’ll also want to thank the hiring manager for their time and end with a call to action, such as “I’m eager to discuss this accounts payable position with you in more detail.”

The closer below doesn’t make the right impact since the applicant doesn’t list any core accounts payable skills or how they relate to the company’s mission.

Lacking impactfulness!

Thank you for considering me for your accounts payable team. I’m eager to discuss in more detail how I may be a fit for your organization.

Natasha Peterson

The closer below does a much better job explaining how the applicant wants to use their accounts payable skills to drive growth and success for Pendleton Woolen Mills.

A closer that aligns with the company’s needs!

Ideally, you’ll want to review each accounts payable job’s description and match the company’s tone. For example, a company with a formal tone will appreciate an applicant who matches that while explaining how their spending analysis skills will create a more informed team environment.

When you can’t find the name of an accounting hiring manager, using “Dear [name of company] hiring team” works well too. Just make sure the rest of your cover letter is specific to the company’s mission and how your payment management skills fit in.

The best way to make your accounts payable skills stand out is to include ones that are specific to company needs and are backed by achievements using numbers. For instance, you could write about how you performed a detailed spending audit, identifying 11 strategies that helped reduce costs by $413,000.

How to Prepare An Invoice Letter for Small Businesses?

• Last Updated: March 7, 2024

Streamlined cash flow is what keeps the small businesses going. They need to be paid as soon as possible to maintain the fluidity of the cash within the business.

Entrepreneurs suggest transparency about costs and payment schedules right from the beginning of the transaction. Excellent communication gives you a vivid idea of what the client wants and gets you paid faster. An excellent way is to include a winning invoice letter with your electronic invoicing.

A proper invoice letter gives you the edge with a professional and yet, friendly tone that shows when payment is due and who to talk to when they have any questions.

An invoice letter should be in the same format as a standard business letter. In this guide, we will show you the different steps involved in writing one.

Table of Content

What is an Invoice Letter?

What is a payment letter, how to write an invoice letter, sample of invoice letter, what is the best time for sending an invoice letter, things to be consider while writing an effective invoice letter, how to avoid late payments.

An invoice letter is a financial document sent alongside an invoice. This document clarifies the payment details and politely requests a timely payment from the client. It’s essentially a cover letter for the invoice, highlighting key information and fostering positive communication.

An invoice letter typically includes the following elements:

• Header information
• Invoice details
• Payment instructions
• Terms of non-payment
• Contact information
• Thanking gesture

Several companies sent the invoice letter and emailed clients under numerous conditions. The invoice letter should be professional and well-drafted.

A payment letter also called a proof of payment letter, is a formal document detailing a specific financial transaction. It acts as written confirmation of a sent payment, typically accompanying a check. The letter clarifies who made the payment, to whom it was sent, and for what purpose. 

By keeping a record of this information, both parties have a clear reference point for their records and future reference.

The invoice number and payment date were also provided. The bank may occasionally provide it to a customer to reassure them that the payment will be completed by a specific date. To formalize loan repayment agreements, lenders and borrowers may exchange payment letters.

To write an invoice letter effectively, you must include the key details of the transaction with precision and professionalism. Clearly stating the purpose and providing the necessary context is important. Do not forget to establish a professional tone that reflects the importance of communication.

Here are 8 essential steps to write an invoice letter:

1. Get a Template

2. insert your address, 3. add the date.

4. Include the Recipient’s Address

5. Add a Salutation

6. write the body of the letter, 7. write the closing, 8. mention attachments.

A blank document or template is the easiest and most effective way to write an invoice letter. You can find plenty of business templates for invoice letters online.

All you have to do is open your preferred word processing software and create a new blank document or open your template to continue.

Any business is incomplete without its address; a company’s address also reflects its identity.

If your company doesn’t have a letterhead, write your business name, and your full contact information at the left top corner of the letter, here is the format you will require.

• Standard address format:
• Street Address
• City  Zip Code

For example:

• Justin Beaver
• Hollywood Groomers
• 64 Allen Avenue Road Ste 400
• Beverly Hills NY 90201

There is no space for punctuation between every number or word, except for the parts with two spaces between the zip code and the state.

You can follow your city or state guidelines to make a good impact on your business

Like address, it is important to add a date in your invoice letter. You can add the date on which the invoice was written, the completion date, and the date it was completed.

For instance, if we use the American date format which is; month, day, year, April 1, 2020, will be your date.

Add the date on a line below the address. If your address is tilted to the left, the date should be on the left side of the letter. If you’re using a letterhead, put the date at the center, according to the Purdue University Online Writing Lab.

4. Include the Recipient Address

Add the address of the recipient below the date and include the customer’s name, company logo, title, and mail details. Don’t forget to include the zip code, state, city, and accurate mail details. It should be a line below the date and is always left justified.

It is also very advisable to include a specific name at this point. Most entrepreneurs suggest that you always double-check the receiver’s postal details of your invoice templates. This is especially very important in large companies where you might have to send sales invoices straight to the accounting department or a third party that primarily handles part payments or transactions.

Talk to your customers about the terms and conditions of the payment details, who to copy on the sales invoice, and, most importantly, the person to whom the invoice letter templates will be addressed. It is advised to add accurate postal details to the sales invoice cover letter so that it directly reaches the particular person making the payments.

You might also start to wonder about the best type of title to use when adding contact details. You can use standard personal titles like Dr., Mrs., Ms., or Mr.

You can use Ms., Mrs, or Miss, for women. If you are not certain, use Ms.

The next step is to open the letters. Use the same personal title used in the recipients’ communications. You can add a salutation under the recipients’ address for your sales invoice.

If you’re well acquainted with the recipients, you can use their first name alone. If you’re not, add their last name and personal title. Include a colon at the end. For example:

Dear Chloe:

Dear Ms. Brown:

If you’re not sure of the recipient’s gender, you can use their full initial instead, such as;

Dear Chloe Brown:

Left justify your paragraphs and single space your letters. You don’t have to include the first-line indent. You can choose to add a blank space within every paragraph. When it comes to content, your writing should be as concise and transparent as possible with a short description of products or services. The first thing is to include a friendly opening, for example, I hope you’re good.

Then move straight to the point:

Please find attached the invoice number for [project name].

Your order for services or products has been shipped. An invoice template has been attached for these items.

• Please find attached an invoice for the provided e-commerce services which is [due amount]

You can now add some payment details or payment terms like:

• This is a reminder of my payment terms: Your payment is due on January 20, 2020. You’ll get a 10% discount if you submit payment within 15 days, thank you.
• Payment can be sent via direct deposit or check
• A late fee of 5 percent is incurred every week
• If you have any questions about the invoice or bill, please contact us at [the contact details].

If you need to talk about projects:

• I’ll be available next week if you have any further concerns or inquiries.
• If you want to talk about projects
• I’ll arrive in the office next week if you have any inquiries

Add a friendly line:

It’s been an honor working with your business

• I look forward to working with you in the future
• If you need anything, just call me
• How can we help you again in any way?
• Thank you for your business

And finally:

Confirm that the invoice or bill has been received.

The closing should be a line after the last line of the letter template. The first word must be capitalized, and a comma should be added to the end. If you’re adding a signature in the letter template, put a blank line between your company name and then sign off.For example:

Michael Jackson

Attachments are also known as enclosures in this case. Enclosures should be written four lines below the closing. You can either add various attachments from the platform or list them by contact name.

Enclosures: 3

Enclosures: 3D Model, Preliminary Drawings, Invoice 001

Your invoice letter format is almost ready to go. Before you send it, make sure you have proofread it thoroughly for grammar and spelling mistakes.

If you don’t want to remember everything, use InvoiceOwl’s free invoice generator . It sends your invoice with an auto-generated personalized invoice letter every time.

This is how to write an email and attach the invoice templates to it. Emails are, most of the time, less formal than professional business communications letters which you can choose through the browser. Nevertheless, they should also be well-written and professional.

For example: Hi [insert client name] ,

Please find attached an invoice for [insert name of the project client has assigned] .

Thanks for your business. If there is any question regarding your invoice, contact [name] at [contact details] .

[your name]

Date- 2nd April 2022

Client’s Name: Jane Smith Client’s Address- 452 5th Avenue, New York, NY-10018.

Subject : Late payment of invoice no 150

Dear Jane Smith,

Hope you are doing well. I am writing this letter to inform you about the late payment of invoice no.150 which was due on 2nd March 2022. Please note due to that, we have charged a late fee of $200 per day after the due date is crossed.

If you have any queries, please contact our team; we are happy to solve your queries.

[Yours sincerely],

Sending an invoice letter is not enough, the timing and condition of sending an invoice letter also matter. Sending invoice letters for irrelevant reasons will spoil your company’s image and relationship with clients.So here are the right intervals for sending an invoice to your clients. Have a look:

1. Advance Payment

One of the reasons an invoice letter is being sent is when the business owner is asking for advance payment along with the invoice. Businesses use invoice letter templates to ask customers to make prior payments.

Companies choose to minimize financial risk like when the amount ordered is huge and business owners don’t want to take on higher risk.

2. Due Payment

Another reason for sending an invoice letter template is when the payment is due. A well-drafted invoice letter is sent to the customers who have delayed payment or refuse to pay after work is done.

It is appropriate and legal to send overdue payment invoice letters.

3. On Purchase

You can send a business letter template to the customer right after immediate purchase. The company can send an invoice letter along with the purchase bill. It is the common timing for sending a letter for bill payment.

It will also keep a clear communication among customers and businesses.

4. During the Project

You can send business invoice letter templates and invoice emails to the customers between the projects. Usually, companies send invoice letters when the contracts of long-term and fixed periods of payment time are determined.

• Avoid jargon. Depict clarity on your invoice. Show respect for clients’ professionalism.
• Don’t forget the aim of your letter: to get paid.
• Make sure you add the purpose of the invoice and don’t forget to include the due date in the first paragraph of the letter’s body.
• Don’t forget to include the contact information in your word too, so the client will easily sort out any concerns about the invoice letter templates as soon as possible.
• The paragraph of the body should be focused on a single point.
• You must proofread your work or ask your colleague to do that for you.

Managing payments in the business is the biggest challenge every business owner faces often. In certain situations, businesses have to tackle late payments; in such situations, they want the money back and do not want to spoil their relationship.

Yes, we agree that it is a big task, but that’s the reason we have come up with solutions. Here are the ways how to avoid late payments:

Also, it will be considered as evidence later if one party changes their payment amount. Therefore, clear communication will help you to avoid late payments.

Moreover, you do not chase payment at the last moment . Being in touch with your clients will help you to have transparent payment terms.

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Jeel Patel is the founder of InvoiceOwl , a top-rated estimating and invoicing software that simplifies the invoicing and estimating processes for contractor businesses. Jeel holds a degree in Business Administration and Management from the University of Toronto, which has provided him with a strong foundation in business principles and practices. With understanding of the challenges faced by contractors, he conducted extensive research and developed a tool to streamline the invoicing and estimating processes for contractors. Read More

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Cover Letter for Invoice

A Cover Letter for Invoice is a letter used by the individual or business when sending an invoice, to explain the content of the invoice . It is a normal business practice for businesses or individuals to send a cover letter with an Invoice attached as a professional and polite way to request payment .

The invoice includes particulars of the sender and recipient of the invoice, the purpose of the invoice, the date the goods or services were delivered to the recipient and the payment method . Therefore, this cover letter is intended to enable the recipient to recall what the invoice relates to by providing a succinct explanation of the contents of the invoice.

How to use this document

This document can be adapted in emails as a cover email before the invoice is attached and can be used in a letter form .

After completing this document, the sender should sign the letter and attach the invoice to the letter .

If the sender is a company or organization, a representative should sign and send the invoice on behalf of the company or organization.

The sender should also keep the acknowledged copy of the cover letter for record purposes .

Applicable law

There are no specific laws in Nigeria that deal with cover letters for invoices.

How to modify the template

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.

A guide to help you: How to Obtain a Tax Identification Number (TIN)

Cover Letter for Invoice - FREE - sample template

Country: Nigeria

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Professional Business Documents, Agreements & Letters

All Types of Business Documents, Agreements and letters

• Dismissal, Termination and Exit Policy Policy Statements
• For Business Referral Developing Into Customer Thank you
• Extended Invitation to Special Company Event Invitations
• Company Standards Policy Statements
• For Considering Product/Services Thank you
• From Employee Leaving Farewells
• Recommended Additional Warranty/Service Plan Order Processing
• For Donation Thank you

Invoices, Cover Letters/Explanation of Fee For

[tab name=’Guidelines’]

Guidelines : Invoices, Cover Letters/Explanation of Fee For

Cover Letters for Invoices/Explanation of Fees

Guidelines and Alternate Phrases

• Mention what you are enclosing. If you have attached several items, be sure to list them specifically either in the body of the letter or with an enclosure notation after the signature block. If, for some reason, the items get misplaced or inadvertently omitted from the package, your reader will know documents are missing.
• I am enclosing copies of ….
• You will find enclosed ….
• Attached is ….
• Our invoice for the recent Guttenheimer work is attached.
• The laser products have been shipped to your site (invoice enclosed).
• The enclosed invoice shows work performed to repair the irrigation system at your Guttenheimer location.
• Tell what the invoice is for and give any special instructions for payment that are not included on the invoice itself.
• The invoice includes a breakdown of hours by day and by assigned consultant.
• You’ll notice the invoice is for $457; we can offer a two percent discount for payments received within seven days.
• Please forward your payment directly to our Accounting Department at the Silford address.
• Anticipate and answer questions your reader will have about anything unusual regarding work, products, fees, payments, or terms.
• As we agreed, we have added the latest maintenance charges to this invoice so you can make payment from this quarter’s budget.
• Our invoice covers parts and materials but not labor. Labor charges will be billed at the completion of the total project.
• Because we pay our subcontractors at the completion of each day’s project, we ask for immediate payment of these charges for the Silbon address. We will be happy to carry the charges for parts and materials for our usual 30 days.
• Add the name and phone number of the person to contact with any further questions. Be specific about which questions to direct to which person when others are involved.
• Bill Jones is available for further discussion at 222-2345.
• You can reach either Sue Tony or me at ext. 3467 to provide further information about the completion schedules.
• I’ll be back in the office next week if you need any elaboration on these alternatives or terms.
• For engineering concerns, please phone Bill Gates at ext. 223, and for billing matters, contact Marge Harvey at 1-800-628-4461.
• Thank the reader for the opportunity to do business.
• We appreciate your confidence in our products.
• We thank you for letting us complete this work for you.
• Your business is important to us. Thank you.
• Your business represents a significant part of our current projects. Our goal is to meet your needs on time and within budget.
• We appreciate the opportunity to do business with you.
• Thank you for thinking of us with your computer needs.
• Please call on us again if we can help you in any way.
• We appreciate the chance to design this system for your Belco office. You won’t be disappointed in the results.

[/tab] [tab name=’Example 1′]

Example 1: Sample Letter For Invoices

Company Name or Letterhead Address City, State Zip

Addressee Address City, State Zip

Dear Mr. Hightower:

We have prepared and attached the settlement statements for the sale of Loboy, Inc.’s, Hammerly and Simon gas plants to NRT Fuels. These statements were prepared according to the proposal submitted by Loboy, Inc., on August 30, 19–, and contain all the revenues and expenses allowed by that agreement.

After our analysis of the revenue and expenses associated with these plants during the interim operations, we have determined NRT Fuels owes Loboy, Inc. $3,098,448.48. Therefore, we have attached for your payment our invoice #09-3349 for that amount.

Attached also are the following support documents:

• Summary statement–Hammerly and Simon plants • Charges processed through Accounts Payable • Salary analysis • Interim accounting service charges • Net revenue settlement

If you have any expense- or revenue-related questions, you may contact Bill Bynum at 390-200-8909. For questions about the support documents, please direct them to Shirley Akins at 390-200-8926.

Very truly yours, [/tab] [tab name=’Example 2′]

Example 2: Covering Letter

Dear Mr. Coolidge:

Our estimate for your pool was $7,540, including $3,800 for materials. This was based upon the $9.95 cost per bag of cement at the time we made our estimate. Due to circumstances beyond our control, the price of cement increased by $1.00 per bag. This accounts for the additional $200.00 materials cost on your invoice.

We appreciate your business. If you have any questions, please call me.

Sincerely, [/tab] [tab name=’Example 3′]

Example 3: Example of Covering Letter,Invoices

Dear Ms. Bullard:

Your enclosed invoice might look different than you expected; I want to explain the additional charge. We originally quoted the price of your gown at $395.00. Your request to have the lace trim handsewn around the hem resulted in additional labor costs of $68.00. Thus, your invoice is $463.00.

Thank you for your patronage. We hope you enjoy your gown.

Sincerely, [/tab] [tab name=’Example 4′]

Example 4: Sample Letter for Invoices, Cover Letters/Explanation of Fee For

Dear Mrs. Thibodeaux:

You will see that the enclosed invoice is $15.00 higher than the fee we usually charge for kennel services. The added fee covers the cost of a damaged dog-bed cushion that your Rex, usually a model guest, chewed a hole through during his stay with us.

We hope you had a wonderful vacation. We look forward to seeing you and Rex again soon.

Sincerely, [/tab] [tab name=’Example 5′]

Example 5: Example of Covering Letter

Dear Mr. Ott:

I want to make sure you understand why our bill is $1,320.00 higher than the estimate we gave you in April.

We initially agreed to create your Yum Gum commercial spot for $32,779.00. Your decision in May to include the wintergreen gum required us to reshoot a portion of the ice skating scene. The increase reflects the resulting costs incurred for film, actors, site fees, and editing.

If you have any questions, please call me.

Sincerely, [/tab] [end_tabset]

Invoicing Clerk Cover Letter Example

Invoicing Clerks create and maintain the company’s invoices and statements. They are tasked with billing customers, tracking account balances, and collecting payments. To do this job well, the invoicing clerks should have strong organizational skills, be detail-oriented, and ensure the invoices are accurate and complete.

To get hired as an Invoicing Clerk, you need to show that you have the skills and experience necessary to do the job. Use our Invoicing Clerk Cover Letter Samples and tips to write a cover letter that will help you stand out from the competition.

• Cover Letters
• Accounting & Finance

An Invoicing Clerk is accountable for creating and sending invoices and statements to customers. Primary job duties include checking the data input to ensure the accuracy of bills, tracking payments, and ensuring that the cash flow into the organization is buoyant. Additionally, they ensure that the company receives its payment on time.

What to Include in a Invoicing Clerk Cover Letter?

Roles and responsibilities.

• Calculating additional charges, including shipping costs , and invoices.
• Ensuring every invoice sent out is accurate.
• Keeping a record of collected payments with customer information.
• Working with other members of the financial staff, such as bookkeepers, and accountants.
• Performing administrative duties, such as customer records, and auditing.
• Preparing account statements for customers.
• Following up on outstanding payments.
• Solving billing errors that other customers or staff flag.

Education & Skills

Invoicing clerk skills:.

• The ability to guarantee accuracy while preparing and sending invoices.
• Excellent knowledge of accounting software.
• Knowledge of data entry for record-keeping.
• General administrative skills.
• Understanding of basic accounting math.
• Great customer service skills.
• Knowledge of managing emails, and accounting books.
• Up-to-date knowledge of accounting processes and procedures.
• GAAP proficiency.

Invoicing Clerk Education Requirements:

• Bachelor’s degree in accounting or finance.
• Work experience handling bookkeeping and maintaining budgets.

Invoicing Clerk Cover Letter Example (Text Version)

Dear Hiring Manager,

As a long-time fan of your company, and with my passion for finance and billing, I was elated to see your opening for the Invoicing Clerk role. I have strong background and experience in purchase and finance. These combined with my educational background, and recent work experience in **** would help me to take up the Invoicing Clerk role of your company, and contribute towards the success of the firm’s goals.

Highlights of my accomplishments as an Invoicing Clerk include:

• Earned Bachelor’s Degree in Finance from ****** University.
• Used my exceptional analytical, organization, and interpersonal skills to attain extraordinary results in invoicing.
• Assured operational efficiency in billing and precision as an Invoicing Clerk for the ******, where I competently analyzed and dealt with invoices, billing, payments, and other financial records.
• Was in charge of responding to as well as rapidly resolving customer invoicing inquiries.
• Received and processed incoming payments and invoices and meticulously and accurately documented every payment record.
• Placed collection calls as and when necessary to clients.
• Communicated directly and politely with clients to study and analyze invoice data and enable timely payments.

As an Invoicing Clerk at ***, I enjoyed dealing with the various aspects of billing, purchase documentation, audits, and payment settlements. My accuracy and precise billing record, and the ability to perform multiple tasks at once without any errors will enable me to become an ideal candidate for this role.

If my skills match your requirements, please contact me at ( ) or mail me at ( ) to schedule a meeting. I look forward to learning more about the invoicing clerk post.

Thank you for your consideration.

Sincerely, [Your Name]

Career Builder Study states that almost 10% of hiring managers reject applications that don’t attach a cover letter. Hence it becomes critical for the job applicants to craft a well-drafted Cover Letter that explains their motivation for joining the company. Even if not required, including a strong Invoicing Clerk Cover letter will show your recruiter that you can go an extra mile to land the role you want, especially when an Invoicing Clerk resume template accompanies it. Use our Invoicing Clerk Resume Samples and get that first impression from your employer.

Customize Invoicing Clerk Cover Letter

Get hired faster with our free cover letter template designed to land you the perfect position.

Related Accounting & Finance Cover Letters

Sample Invoice Cover Letter

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Download Sample Invoice Cover Letter

• This Document Has Been Certified by a Professional
• 100% customizable
• This is a digital download (10.89 kB)
• Language: English
• We recommend downloading this file onto your computer.

Feel free to download our basic or advanced finance templates, they are intuitive and in several kinds of formats, such as PDF, WORD, PPT, XLS (Excel includes formulas and can calculate sums automatically), etc.  Using this  Sample Invoice Cover Letter   financial template guarantees that you will save time, cost and efforts and enables you to reach the next level of success in your project, education, work, and business!

Download this professional Sample Invoice Cover Letter  template now! 

Looking for more? Our collection of financial documents, templates, forms, and spreadsheets includes templates designed specifically for small business owners, private individuals, or Finance Staff. Find financial projections to calculate your startup expenses, payroll costs, sales forecast, cash flow, income statement, balance sheet, break-even analysis, financial ratios, cost of goods sold, amortization and depreciation for your company. These financial templates also work with OpenOffice and Google Spreadsheets, so if you are operating your business on a very tight budget, hopefully, you'll be able to make these financial templates work for you as well.

Prostate Cancer Treatment Program RFA 10-10413 Exhibit I INVOICE COVER LETTER TEMPLATE (Date) California Department of Public Health Cancer Detection Section Contract Manager: MS 7203 P.O..

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Invoice Cover Letter Template

Download this Invoice Cover Letter Template Design in Word, Google Docs, PDF Format. Easily Editable, Printable, Downloadable.

Ideal for seamless business communication, the Invoice Cover Letter Template from Template.net offers unparalleled efficiency. Editable and customizable, it empowers you to craft personalized, professional invoices effortlessly. Elevate your brand image by tailoring this user-friendly template to your unique style. Simplify and perfect your invoicing process with this essential tool.

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How to Write The Perfect Invoicing Letter

• April 17, 2020

Invoice Cover Letter - Do’s and Don’ts

So you’re getting ready to send an invoice. Don’t forget to create an invoice cover letter too. What’s that, you ask? An invoicing letter is a really important part of your relationship with customers. It acts as an introduction to the invoice, explaining to the client who the invoice is for, what it’s all about, and what they can expect. It’s really an invoice letter for payment, softening the request for money and building a context around the invoice.

The cover letter for an invoice is also a great opportunity to strengthen your connection with the customer, and even throw in a nice personal message, if you like.

Still, there are some protocols to follow when creating an invoice cover letter, and an invoice overdue letter has its own set of rules. Let’s dive in and explore the do’s and don’ts of an effective cover letter.

Invoicing Letter Basics

There are a few basics that you’ll need to include in every invoicing letter. This is what sets the appropriate context for the invoice itself and creates a positive environment in which the customer can prepare to send the payment. Here are the main items you should not leave out of your invoice payment letter:

Your business details

When the customer sets eyes on the cover letter, they should instantly recognize who it’s from. You don’t want to create a scenario where they are wondering if the invoice was sent to the wrong person! Make sure to have your business logo, business name, and contact details appear clearly at the top of the letter.

For any type of letter, it is far better to address the recipient personally by name. Rather than relying on a boring, generic “Dear Sir/Madam” or “To whom it may concern”, take the time to include the name of the person who will be responsible for paying the invoice. This sets a human tone and will create a more positive feeling and response from the client.

Email address(es)

If you don’t have the right email address, your invoice and cover letter won’t end up in the right hands. Make sure to have the correct email address of the relevant person (ie. the one who will be arranging the payment). This is a surefire way to speed up the process of getting paid.

You may need to send the invoice to multiple recipients, such as the client’s finance manager or secretary. That means you will need to send to more than one address. Communicate with the client to find out exactly who should be receiving your invoice cover letter and invoice.

Reference details

Every invoicing letter sample must include the reference details of the invoice itself, so it will be instantly clear which payment you are talking about. This will certainly include the invoice number, the invoice date, and may also include a description of the invoice. The description can be very short, just a few words, or it could go into more detail that explains the different items in the invoice. How much detail you choose to include will depend on the client and the circumstances surrounding the specific invoice.

Attachments

You may also need to include supporting documents in your invoice cover letter that explain or provide proof for various billing items. For example, if you are billing for third-party services, you can attach the receipts you already paid. Or if the invoicing letter is a request for the remainder of a partially paid invoice, you can include the previous invoice receipt to show how much they still owe. You might also attach the original price quote to demonstrate the accuracy of the invoice.

How to Write Your Invoicing Letter

Now that you know what you need to include in your invoice payment letter, the next question is: what is the correct tone to use? Should you be strictly professional (after all, you are asking them to pay a bill)? Or should you keep it friendly and light? This will really depend on the character of your business, the relationship with the customer, and the kind of impression you want to make. With regard to the tone of an invoicing letter sample, there’s really no right or wrong. There are however some do’s and don’t that you should adhere to.

Do address the client directly by name

Everyone prefers to be called by their name, and no one wants to be an anonymous someone on a list. Take care to use the recipient’s name. Whether you go for their first name or a more formal Mr/Ms format is up to you – this will depend on how casual you want to be in your cover letter for an invoice.

Do make it personal and not template-y

Even if you decide to go for a more formal tone, you should still make it personal. You might be using a template, but that doesn’t mean it has to look like one. Decorate with your logo, brand colors, and inject some warm and friendly sentences. There’s no rule that says you have to stick to the generic text provided in an invoice cover letter sample.

Do be friendly but firm

While it’s nice to be friendly to customers, don’t forget you are also asking for payment, and an invoice is not a request but a legal transaction. So make sure to use a warm tone, but don’t fudge around – make your payment terms clear. And don’t forget, you can be firm while also showing gratitude for the customer for choosing your freelance services.

Don’t have incomplete or inaccurate information

Your invoicing letter is an opportunity to set the stage for your invoice and encourage fast payment from the customer. Don’t jeopardize it by including wrong or incomplete information on your invoice cover letter. Make sure the cover letter accurately reflects the invoice itself. Otherwise, the customer will be confused and will need to clarify the matter with you. It also looks unprofessional and leaves a poor impression. In a cover letter for an invoice, accuracy is paramount!

Don’t sound like a robot

Many invoice cover letter samples sound robotic, like they were churned out by a computerized system. Don’t rely on the cover letter supplied by generic software. You can use it to help structure your cover letter if you need to, but make sure to inject your own messages and lose that robot sound. Or even better, write a letter from scratch. Then it will sound truly authentic and personal.

Don’t send reminders too close together

If the customer is overdue with payment, you’ll need to send reminder invoices, and these should come with cover letters of their own. But make sure not to send reminders too close together. Space your invoice outstanding letters to a minimum of a few days to a week, so you don’t come across as desperate or aggressive.

Invoice Letter Sample For Payment

Here are some important points to consider when crafting an effective invoicing letter:

Clear subject line

Having a short, clear subject line will help set the tone and context of the invoice while also allowing the customer the luxury of just quickly scanning the cover letter. Your customers are busy people too, so a strong subject line is helpful and appreciated.

Compose your invoicing letter with the words and phrases that will support the tone you want to create. If you are going for casual and friendly, you can use sentences like this: “It was great working with you on the X project!”. If you want to keep it more formal, perhaps you prefer to go with something like this: “I appreciate your custom and look forward to serving you again in the future.” The tone is completely up to you, but make sure it accurately reflects your business character.

Send copy to:

This is a really helpful and important feature to maintain organized accounts. You can send a copy to your accountant, assistant or anyone else you work with who might need to be in the loop. You can also send a copy to other parties on behalf of the customer if they request it. Instead of wasting time sending numerous invoicing letters, just add the email addresses in the invoicing software and it will automatically send a copy of the cover letter and invoice to any person you specify.

Inserting the correct date is really important as it acts as a record of when you sent the invoice and invoice cover letter. This becomes even more important when you are dealing with late payments and reminder letters for outstanding invoices.

The look and feel of a cover letter for an invoice can make the difference between “professional” and “rush job”. Make sure to include your logo and brand colors, and space the content evenly and attractively. Avoid making your cover letter look like a stern demand or payment warning – try to inject some fun and friendliness.

Invoice Outstanding Letter

So there’s an invoicing cover letter, and then there’s a cover letter when an invoice is outstanding. We are now entering new and different territory.

When payment is late, the customer needs to be reminded of this fact. Sometimes just once is enough, but sometimes a repeat performance is necessary. Each time, as the payment gets later and later, the invoicing cover letter must change the tone to reflect the situation. This can be done with the use of subject lines that point out the increasingly overdue payment. It can also be reflected in the invoice payment letter by a more assertive tone. Specify how overdue the payment is, and how many times you have already requested payment. You might need to get aggressive if the payment is overdue by a very long time. Make sure to remind the customer that they are in breach of your payment terms.

You can also specify a list of dates for each time a reminder invoice letter was sent, so they have a clear record of how many times you have reached out for payment.

Cover letter for an invoice - More important than you might think

An invoicing letter is not just a letter – it actually sets the stage for the customer to receive the invoice itself, so it plays an important role. Make sure to invest the necessary time and effort to make your invoice cover letter and invoice overdue letter stand out. And remember to follow the essential do’s and don’ts. That way, you’ll be setting up your invoicing in the best possible position to get paid on time, every time.

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Invoice Cover Sheet Template

An invoice cover sheet is used to list a summary of the amounts owed for large or multiple invoices. The cover sheet will often have a note or message of appreciation that concludes the project or the services provided. The cover should include the billing party’s company logo and be personalized to match the style of the organization. After calculating the final amounts from the sum of the invoices, the cover sheet should describe the payment options and when the amount is due.

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Sample Invoice Cover Sheets

The following are examples of how a cover sheet can be laid out:

Example 1 – Services

Company Name Company Address City, State, ZIP Code Phone Number Dear _______________ , Enclosed are the invoice(s) for the services provided from ___/___/20___ to ___/___/20___. On the date these invoice(s) were sent, you had an outstanding balance of $______.____ . Please send a minimum payment of $______.____ by ___/___/20___. Failure to make sufficient payment by the deadline listed will result in a ____% fee of the total listed invoice balance. From all of us at _______________ , we are truly appreciative you for your business. Please don’t hesitate to reach out to us if ever a problem should arise. We hope to work with you in the years to come. Sincerely, [Printed Name] ____________________________ Signature

Example 2 – Freelancer

Freelancer Name Company Name (Optional) Address City, State, ZIP Code Phone Number / Email Address To: Client Name Client Address City, State, ZIP Code Hi _______________ , Attached are the invoice(s) from ___/___/20___ to ___/___/20___ . The total amount due is $____________ . If you could send the payment to my ____________ account, that would be greatly appreciated. I wanted to say I had an amazing time working with you and the team, and I hope to work with you in the near future. If you have any questions whatsoever about _________________ , I’d be more than happy to help. All the best, [Freelancer Printed Name] ____________________________ Signature

Example 3 – Products w/ Table of Contents

Company Name Company Address City, State, ZIP Code Phone Number Client Name Client Address City, State, ZIP Code Phone / Email Hello _______________ , The following invoice(s) is for your order placed on ___/___/20___ . The total amount due at this time is $____________ . Payment is due within _________ days of ___/___/20___ . If payment is not received by the listed date, a late fee of ____% will be added to the total amount due. Please make checks payable to __________________ , and send to the following address: _____________________________ . Table of Contents Page 1 – SKU #_________ [ Enter Item Description + Quantity] Page 2 – SKU #_________ [ Enter Item Description + Quantity] Page 3 – SKU #_________ [ Enter Item Description + Quantity] If for any reason the product(s) do not live up to their expecations or you have any questions about your order, do not hesitate to reach out. Thank you for giving us the opportunity to serve you. ____________________________ Signature [Printed Name] [Title]

invoice cover letter