Remember when your friend borrowed ₹500 from you? Have you asked for it back yet? You don’t know their emergency period duration and how to ask for your own money in return.
Asking a supplier is similar but a necessary task, as this is the fruit of your hard work, and you have every right to request it without a second thought. This article will help you by providing tips and samples on ways to request an invoice from your supplier by email.
What Is Supplier Invoice?
A supplier invoice is a bill issued by a vendor for goods or services delivered to a customer, and it lists the goods and services sold to a customer and any sales taxes and shipping costs incurred as part of the transaction. Because the recipient of a supplier invoice issues its invoices to its customers, supplier invoices are essential to keep a detailed entry of any transaction.
Invoices are an essential part of a business transaction as it helps the vendor and customer keep track of all their payments and use it for future purposes. These invoices can be used for GST purposes and to track separate payments from your personal and business accounts.
Tips To Request For Invoice
Be Polite – Email is usually the most effective way to request payment, and you must phrase the email correctly and ensure it is polite but firm. This skill must also be reflected in your tone of voice, i.e. no anger should show through; instead, your email should provide a sense of urgency while remaining professional.
Be Prompt – Being prompt with invoices is crucial because it shows that the company is professional and cares that services provided to a customer are within the agreed-upon time frame. Without being prompt, it may also lead customers potentially to terminate contracts.
Be Straightforward – Keep your communication simple and to the point. Do not beat around the bush to remind them about the main point, i.e. the invoice. Instead of drafting an overly formal mail, you can sum up everything in a single sentence. An extra-long mail can be a turn-off to the supplier, and they may refuse to read beyond the opening act. Always keep it short and straightforward.
Personalise Your Request – Requests have a more significant percentage of responses when a person personalises a message instead of an automated one. It builds a professional relationship beyond mentioning a client’s name; it signifies the time and effort spent in drafting a request personally, which will evoke an immediate response.
How to Request Invoice from Supplier by Email?
1. Request Sample for Delayed Invoice
[Supplier Company Name]
Subject – Invoice Request for April
This email is regarding the purchases in April, and we do not seem to have received any of the invoices for the goods purchased this month. We request you to process the stated invoices at the earliest, as we have to close our monthly accounts. Your earliest response shall be highly appreciated.
We have enjoyed working with you and hope to render our best services. Please let me know if I can be of any help in resolving the due invoice.
2. Request Sample for Delayed Payment and Invoice
[Supplier Company Name]
Subject – Seeking resolve for past due invoice
It has come to our attention that there are a few missing invoice numbers for the past month as the payment is not processed. My team has been trying to reach you for the past week but has received no response from your end. If you could please ask the Head of Accounts to contact us, it would be most beneficial for both the parties.
We appreciate the services you render for our company and would like to maintain this equation for the future. If the payment is unavailable for this month, do inform us of the next available date so we can manage our documents accordingly.
When your business is new to debt collection transactions, it is vital to research and keep track of every payment. Never send out empty threats in the hope of payment recoveries; instead, be proactive and persistent. Ideally, look for and always have a backup supplier ready.