Email Invoicing & Payment Processing

Send Invoices, Get Paid Faster

Professional Email Invoices with Embedded Payment Links

Send professional invoices directly to your customers’ inboxes with embedded “Pay Now” buttons that let them pay instantly—no login required, no separate payment portal, just one click to complete payment. Coastal Pay’s email invoicing combines beautiful, branded invoice templates with secure payment processing that gets you paid 3-4x faster than traditional invoicing.

Why Email Invoicing Works:

Get paid 3–4x faster than paper or PDF invoices
40–60% of invoices paid within 24 hours
Reduce late payments and collections calls by 70%
Automatic payment reminders for unpaid invoices
Track opens, clicks, and payment status in real-time
No customer login or account creation required

What is Email Invoicing?

Email invoicing (also called electronic invoicing or e-invoicing) is the process of creating, sending, and managing invoices digitally via email, with embedded payment functionality that allows customers to pay instantly without leaving their inbox or downloading files. Unlike traditional paper invoices or simple PDF attachments, modern email invoicing includes clickable “Pay Now” buttons, real-time payment tracking, automatic reminders, and immediate payment processing.

How email invoicing works:

Create invoice: Generate invoice with line items, amounts, and customer details
Send via email: Invoice delivered to customer’s email with payment button
Customer receives: Professional invoice appears in inbox (not spam)
One-click payment: Customer clicks “Pay Now” button in email
Instant payment: Customer pays via credit card, debit card, or ACH
Automatic receipt: Digital receipt sent immediately
Real-time tracking: You see payment confirmation instantly
Automatic reconciliation: Payment matched to invoice in your system

Traditional invoicing vs. email invoicing:

Method

Paper Invoice

PDF Email Attachment

Email Invoice with Pay Button

Email Invoice + Auto-Reminders

Average Payment Time

35-45 days

25-35 days

7-12 days

5-8 days

Manual Follow-up

High (calls, letters)

High (reminder emails)

Low (automatic)

Minimal

Cost per Invoice

$15-40

$5-15

$2-5

Customer Convenience

Low (mail check)

Medium (manual payment)

High (one-click)

High (easy payment)

Benefits of Email Invoicing

Get Paid Faster—Dramatically Faster

Email invoicing with embedded payment links accelerates cash collection by eliminating friction in the payment process.

Payment speed statistics:

Traditional invoicing: 30–45 days average
Email invoicing with payment link: 7–12 days average
Email invoicing with auto-reminders: 5–8 days average
40–60% of invoices paid within 24 hours
80–85% paid within one week
95%+ paid within two weeks

Why email invoicing gets paid faster:

Immediate delivery:

Invoice arrives in seconds (not 3–7 days by mail)
No lost mail or wrong addresses
Instant notification on customer’s phone/computer
Can’t claim “never received invoice”

One-click payment:

No need to write checks
No need to log into banking portal
No need to find routing/account numbers
Pay directly from email with one click
Credit card payment in 30 seconds

Psychological factors:

Invoice top-of-mind when received
Easier to pay immediately than later
Less time to forget or deprioritize
Clear call-to-action (“Pay Now” button)
Removes procrastination opportunities

Mobile optimization:

67% of business emails opened on mobile
Mobile-optimized payment forms
Tap to pay on smartphone
Digital wallets supported (Apple Pay, Google Pay)
Pay anywhere, anytime

Cash flow impact:

Example: Service business with $50,000 monthly invoicing

Traditional invoicing (NET 30, actual 40 days):

Outstanding receivables: $66,667 (40/30 × $50,000)
Working capital tied up: $66,667
Collection calls: 15–20 hours/month
Bad debt rate: 3–5% = $1,500–2,500 annually

Email invoicing (average 7 days):

Outstanding receivables: $11,667 (7/30 × $50,000)
Working capital freed: $55,000
Collection calls: 2–3 hours/month
Bad debt rate: 0.5–1% = $250–500 annually

Cash flow improvement: $55,000 working capital freed

Time savings: 12-18 hours monthly

Reduced bad debt: $1,250-2,000 annually

Reduce Administrative Overhead and Costs

Email invoicing eliminates manual tasks and reduces the cost of accounts receivable.

Cost comparison per invoice:

Traditional paper invoicing:

Paper, envelopes, printing: $1–2
Postage: $0.66–1.45
Staff time (creation, stuffing, mailing): 15–20 minutes
Follow-up calls/letters: 10–30 minutes per late payment
Payment processing (check deposit): 5–10 minutes
Total cost: $15–40 per invoice

PDF email invoicing:

Email delivery: Free
Staff time (creation, sending): 10–15 minutes
Follow-up emails: 5–10 minutes per late payment
Manual payment processing: 5–10 minutes
Total cost: $5–15 per invoice

Automated email invoicing:

Email delivery: Free
Automated creation: 2–5 minutes (or fully automated)
Automatic reminders: Free
Automatic payment processing: Free
Total cost: $2–5 per invoice

Savings calculation:

100 monthly invoices
Traditional cost: $1,500–4,000 per month
Email invoicing cost: $200–500 per month
Monthly savings: $1,300–3,500
Annual savings: $15,600–42,000

Time savings breakdown:

Eliminated manual tasks:

Printing and stuffing envelopes: 5–10 min per invoice
Trips to post office: 1–2 hours weekly
Writing and mailing follow-up letters: 15–20 min each
Collection phone calls: 10–20 min per call
Manual check deposits: 5–10 min per check
Payment reconciliation: 5–10 min per payment
Updating invoice status manually: 2–5 min per invoice

Example: 100 monthly invoices

Traditional time investment: 40–60 hours/month
Email invoicing time: 5–10 hours/month
Time saved: 30–50 hours monthly
At $25/hour labor cost: $750–1,250 monthly savings
Annual time savings: $9,000–15,000

Improve Cash Flow Predictability

Real-time tracking and payment data help forecast cash flow more accurately.

Visibility improvements:

Real-time invoice tracking:

See exactly which invoices are outstanding
Know when invoices were opened/viewed
Track payment link clicks
Monitor payment attempts (successful or failed)
Instant notification when paid

Payment status dashboard:

Total outstanding receivables
Aging analysis (0–7 days, 8–14 days, 15–30 days, 30+ days)
Average days to payment
Collection effectiveness
Payment trends over time

Forecasting accuracy:

Predict payment dates based on open/click data
Historical payment patterns per customer
Expected cash receipts next 7/14/30 days
Better budgeting and planning
Informed business decisions

Predictability metrics:

Traditional invoicing unpredictability:

Payment window: 10–60 days (high variance)
Uncertainty about receipt and viewing
Unknown payment intention
Surprise late payments common
Difficult to forecast weekly cash flow

Email invoicing predictability:

Payment window: 3–14 days (low variance)
Know exactly when invoice received/opened
See payment link engagement
Most payments within first week
Accurate 7-day cash flow forecasting

Business impact:

Better inventory planning (know when cash available)
Confident vendor payments (predictable income)
Reduced need for credit lines
Strategic growth investments (cash timing known)
Lower financial stress and surprises

Eliminate Late Payments and Reduce Bad Debt

Automated reminders and faster payment cycles dramatically reduce late and unpaid invoices.

Late payment reduction:

Statistics:

Traditional invoicing: 40–50% of invoices paid late
Email invoicing: 10–15% paid late
Late payment reduction: 70–80%

Why late payments decrease:

Automatic reminders before due date
Instant notification of past-due invoices
One-click payment removes barriers
Email more visible than mail
Mobile accessibility increases payment opportunities

Bad debt reduction:

Traditional invoicing bad debt:

Average bad debt rate: 2–5% of revenue
Written off after 90–120 days
Collection costs: $50–200 per account
Damaged customer relationships

Email invoicing bad debt:

Average bad debt rate: 0.3–0.8% of revenue
Early intervention possible (seeing opens/clicks)
Automatic escalation workflows
Quick identification of problem accounts
Bad debt reduction: 70–90%

Example impact:

Annual revenue: $600,000
Traditional bad debt (3%): $18,000 written off
Email invoicing bad debt (0.5%): $3,000 written off
Annual savings: $15,000
Plus collection cost savings: $2,000–5,000
Total impact: $17,000–20,000 annually

Automatic reminder workflows:

Reminder sequence example:

Invoice sent: Initial email with pay button
Day 7 (before due date): Friendly reminder “Payment due in 7 days”
Due date: “Payment due today” with pay button
Day 3 past due: “Payment overdue” notice with urgency
Day 7 past due: “Urgent: Payment required” with consequences
Day 15 past due: Final notice before collections
Day 30 past due: Account sent to collections (if configured)

Reminder effectiveness:

30–40% of late payments resolved by first reminder
60–70% resolved within three reminders
85–90% paid before final notice
Only 5–10% require manual intervention

Professional Brand Image

Branded email invoices present a polished, modern business image.

Design elements:

Professional templates:

Clean, modern invoice design
Your company logo prominently displayed
Consistent brand colors and fonts
Professional layout and formatting
Mobile-responsive design
PDF attachment option

Customization options:

Custom email templates
Branded header and footer
Personalized email sender name
Custom sending domain (e.g., invoices@yourcompany.com)
Custom thank-you messages
Company branding throughout the entire payment flow

Brand perception impact:

Customers view you as modern and professional
Tech-savvy business impression
Easy to work with due to convenient payment options
Trustworthy image through secure payment processing
Organized and efficient business operations

Enhanced Customer Experience

Email invoicing makes it easier for customers to pay you promptly.

Customer benefits:

Convenience:

Receive invoices instantly via email
Pay from any device (phone, tablet, or computer)
No check writing or stamp purchasing required
No need to log in to a bank portal
One-click payment process
Option to save payment method for future invoices

Flexibility:

Multiple payment methods (credit card, debit card, and ACH)
Digital wallet support (Apple Pay and Google Pay)
Option to pay the full amount or set up a payment plan
Ability to schedule payments for a future date
Automatic recurring payments available

Transparency:

Itemized invoice details for full transparency
Clear and clearly defined payment terms
Immediate payment confirmation upon successful transaction
Digital receipt automatically sent to the customer
Access to complete payment history
Easy to forward to an accounting or finance department

Mobile optimization:

67% of invoices opened on mobile devices
Tap-to-pay capability on smartphones
Mobile-optimized invoice viewing experience
Fully responsive payment forms across devices
Integrated digital wallets (Apple Pay, Google Pay)
Optional SMS payment reminders for faster collections

Real-Time Payment Tracking and Reporting

Know exactly where every invoice stands at any moment.

Tracking capabilities:

Invoice-level tracking:

Delivered status (invoice email successfully delivered)
Opened status (customer viewed the invoice)
Clicked status (payment link clicked)
Payment attempted (customer initiated payment)
Payment completed (funds successfully secured)
Failed payment (declined or error; retry required)

Engagement metrics:

Open rate (percentage of invoices opened)
Click rate (percentage of customers clicking the pay button)
Conversion rate (percentage of clicks resulting in successful payment)
Average time to open (time from invoice sent to first open)
Average time to payment (time from invoice sent to payment completion)
Best performing days and times (highest engagement and payment success)

Reporting dashboards:

Outstanding invoices summary
Aging analysis (0–30, 31–60, 61–90, 90+ days)
Payment trends over time
Customer payment patterns
Revenue forecasting
Collection effectiveness metrics

Actionable insights:

Customer payment behavior:

Identify always-pay-early customers
Flag chronic late payers
See which customers need reminders
Recognize payment method preferences
Spot problematic accounts early

Process optimization:

Best days to send invoices (Tuesday–Thursday perform best)
Optimal send times (morning vs. afternoon performance)
Most effective reminder timing
Email subject line A/B testing insights
Payment method adoption rates

Business intelligence:

Cash flow patterns by day, week, and month
Seasonal payment trends and fluctuations
Product vs. service payment timing differences
Geographic payment behavior analysis
Industry-specific payment and cash flow patterns

Email Invoicing Features

Professional Invoice Templates

Beautiful, customizable invoice designs that represent your brand.

Template features:

Pre-designed templates:

Modern, clean invoice layouts
Multiple professionally designed template styles
Industry-specific templates (professional services, retail, construction, and more)
Customizable color scheme options
Fully mobile-responsive design for all devices
Print-friendly formats for offline records

Customization options:

Upload your company logo
Custom color palette to match brand colors
Font selection for consistent typography
Header and footer customization
Custom fields and labels for additional information
Terms and conditions text inclusion
Payment instructions for clarity
Thank you messages to enhance customer experience

Invoice components:

Company information (name, address, contact)
Customer/client information
Invoice number (auto-generated or custom)
Invoice date and due date
Itemized products/services
Quantity and unit pricing
Subtotals and discounts
Tax calculations
Total amount due
Payment terms
Notes or special instructions

Multi-language support:

Invoice templates available in multiple languages
Automatic language detection for recipients
Custom translations for specific fields or notes
Currency symbol localization based on region
Date format adjusted by country or locale
Tax terminology localized for each region

Embedded Payment Buttons

One-click payment directly from the email—no portal login required.

Payment button features:

Button placement:

Prominent “Pay Now” button in email body
Secondary payment link at bottom
Button visible without scrolling (above fold)
Multiple buttons for long invoices
Mobile-optimized button size

Button customization:

Custom button text (“Pay Invoice,” “Pay Now,” “Submit Payment”)
Brand color buttons
Size and style options
Hover effects
Call-to-action optimization

Payment experience:

Single click opens payment form
Pre-populated invoice amount
Customer info pre-filled if available
Secure payment page (PCI compliant)
Multiple payment methods shown
Save payment method option
Immediate confirmation

Supported payment methods:

Credit and debit cards:

Visa, Mastercard, American Express, Discover
Instant authorization
Funds in 1-2 business days
Digital receipt sent immediately

ACH/Bank transfers:

Lower fees for large invoices (1% vs 2.5-3%)
Bank account verification
3-4 day processing time
Ideal for invoices over $1,000

Digital wallets:

Apple Pay (iPhone/iPad/Mac users)
Google Pay (Android/Chrome users)
One-tap express checkout
Saved payment credentials
Faster than manual card entry

Payment plans:

Split payment into installments
Automatic recurring charges
Flexible schedules (weekly, bi-weekly, monthly)
No additional setup required

Automatic Payment Reminders

Set-it-and-forget-it reminder sequences that get invoices paid without manual follow-up.

Reminder workflows:

Pre-due date reminders:

Courtesy reminder 7 days before due
“Payment due in 3 days” notice
Friendly, professional tone
Includes payment link
Reduces last-minute rushes

Due date reminders:

“Payment due today” email
Prominent due date emphasis
Urgent call-to-action
Pay now button highlighted
Last chance before late status

Past-due reminders:

First past-due notice (Day 1-3)
Second notice (Day 5-7)
Final notice (Day 10-15)
Escalating urgency
Late fee notifications (if applicable)
Account restriction warnings (if applicable)

Customizable reminder settings:

Timing configuration:

Set days before/after due date
Configure number of reminders
Set time of day for sending
Avoid weekends/holidays option
Custom reminder intervals

Content customization:

Edit email subject lines
Customize message body
Friendly vs. firm tone options
Include late fees or not
Add personalized notes
Include account manager contact info

Automated escalation:

Automatic progression through reminder sequence
Stop reminders when invoice paid
Flag accounts needing manual intervention
Trigger collections workflow after X days
Notify account manager of overdue accounts

Reminder effectiveness:

First reminder: 30-40% payment rate
Second reminder: Additional 25-35%
Third reminder: Additional 15-20%
Total automated collection: 75-85%
Only 10-15% require manual follow-up

Real-Time Notification System

Stay informed about every invoice event automatically.

Notification types:

Invoice activity:

Invoice delivered successfully
Invoice opened by customer
Payment link clicked
Multiple opens (customer reviewing repeatedly)
Invoice forwarded to others

Payment events:

Payment initiated
Payment successful
Payment failed (card declined)
Partial payment received
Payment plan established
Automatic payment processed

Customer actions:

Customer saved payment method
Customer requested payment plan
Customer disputed invoice
Customer sent message/question
Customer downloaded invoice PDF

System events:

Automatic reminder sent
Invoice approaching due date
Invoice past due
Account flagged for collections
Payment retry scheduled

Notification delivery options:

Email notifications:

Immediate email alerts
Daily digest summaries
Weekly overview reports
Customizable alert preferences
Multiple recipients supported

SMS/Text notifications:

Critical payment notifications
High-value invoice alerts
Past-due notices
Payment received confirmations
Opt-in for text alerts

In-app notifications:

Dashboard alert badge
Pop-up notifications
Notification center/inbox
Priority flagging
Unread indicators

Webhook/API notifications:

Real-time API callbacks
Integration with other systems
Custom application notifications
CRM/accounting system sync
Automated workflow triggers

Customer Payment Portal

Optional self-service portal for customers who need to manage multiple invoices or payment methods.

Portal features:

Invoice management:

View all outstanding invoices
See invoice history (paid invoices)
Download invoice PDFs
View payment history
Track payment status

Payment management:

Pay single invoice
Pay multiple invoices at once
Save payment methods securely
Set up automatic payments
Establish payment plans
Schedule future payments

Account management:

Update contact information
Manage notification preferences
View account statements
Download tax documents (1099s, etc.)
Communication with vendor
Dispute management

Portal benefits:

For customers:

24/7 access to invoices
Self-service payment at convenience
No need to save email invoices
Easy accounting department access
Centralized invoice management

For merchants:

Reduced support inquiries
Faster payment processing
Lower administrative burden
Better customer experience
Professional image

Recurring Invoice Automation

Automatically send invoices on a schedule for subscription, retainer, or recurring services.

Recurring invoice features:

Scheduling options:

Daily, weekly, bi-weekly, monthly, quarterly, annual
Specific day of month (1st, 15th, last day, etc.)
Specific day of week (every Monday, etc.)
Custom intervals (every 45 days, etc.)
End date or infinite recurrence
Start date scheduling

Automated invoice generation:

Auto-created from template
Line items pre-populated
Pricing automatically applied
Taxes calculated
Invoice number auto-incremented
Customer info pulled from record

Automatic delivery:

Sent via email automatically
No manual intervention needed
Payment link included
Reminder sequence triggered
Notification to merchant

Flexible billing:

Fixed amount recurring billing
Variable amounts (usage-based)
Proration for mid-cycle changes
Discount application
Tax rate updates
Price increases with notice

Use cases:

Subscription services:

Monthly software subscriptions
SaaS recurring billing
Membership fees
Subscription boxes
Recurring service contracts

Retainer agreements:

Legal retainers
Consulting retainers
Marketing agency retainers
Accounting services
Ongoing support contracts

Recurring maintenance:

HVAC service contracts
Lawn care services
Cleaning services
Equipment maintenance
Property management fees

Invoice Customization and Line Items

Flexible invoice creation for any product or service.

Line item capabilities:

Product/service details:

Unlimited line items
Item descriptions
Product codes/SKUs
Quantity
Unit price
Extended amount (qty × price)
Discount per line
Tax per line
Notes per line item

Calculations:

Automatic subtotal calculation
Line-item discounts
Percentage or fixed discounts
Multiple tax rates
Shipping and handling
Total amount due
Deposit/partial payment tracking

Advanced features:

Item libraries (pre-saved products/services)
Quick add frequently used items
Copy line items from previous invoices
Import from spreadsheet
Bulk item editing
Item categories and tags

Invoice adjustments:

Apply discounts (percentage or amount)
Add late fees (automatic or manual)
Include credits or refunds
Show deposit applied
Display balance due
Track partial payments

Multi-Currency and International Support

Send invoices and accept payments in multiple currencies globally.

Multi-currency features:

Supported currencies:

100+ currencies supported
Automatic exchange rates
Real-time rate updates
Lock rates at invoice creation
Display in customer’s currency
Settle in your currency

Currency presentation:

Invoice displayed in customer’s currency
Optional dual-currency display
Currency symbols properly formatted
Correct decimal places
Local number formatting
VAT/GST support for international

Payment processing:

Accept payment in invoice currency
Automatic currency conversion
Transparent exchange rates
Foreign transaction support
Multi-currency settlement
Currency risk management

International features:

Multiple language templates
Regional tax handling (VAT, GST, sales tax)
Country-specific regulations
International payment methods
Time zone handling
Date format localization

Integration with Accounting Software

Seamless connection to your existing bookkeeping and accounting systems.

QuickBooks (Online & Desktop):

Two-way sync (invoices and payments)
Automatic payment recording
Customer data sync
Chart of accounts mapping
Sales tax sync
Bank reconciliation

Xero:

Real-time invoice sync
Payment auto-matching
Contact sync
Multi-currency support
Tax rate sync
Bank feed integration

FreshBooks:

Invoice creation sync
Payment recording
Client sync
Expense tracking
Time tracking integration
Project billing sync

Zoho Books:

Invoice and estimate sync
Payment gateway integration
Contact management sync
Multi-currency handling
Tax compliance
Banking integration

Sage:

Customer and invoice sync
Payment processing
General ledger integration
Multi-company support
VAT/tax handling

Wave:

Invoice sync
Payment recording
Customer data sync
Receipt generation
Income tracking

Integration benefits:

Eliminate double-entry:

Create invoice once (auto-synced)
Payments recorded automatically
No manual data transfer
Reduced errors
Time savings

Real-time reconciliation:

Payments matched instantly
Accurate books at all times
Simplified month-end close
Better financial reporting
Audit trail maintenance

Unified customer data:

Single source of customer truth
Contact info automatically synced
Payment history centralized
Credit terms managed
Communication logged

Email Invoicing Use Cases by Industry

Professional Services (Consultants, Attorneys, Accountants)

Service professionals benefit enormously from email invoicing’s convenience.

Professional services invoicing needs:

Time-based billing (hourly rates)
Project-based billing
Retainer billing
Expense reimbursement
Multiple service types per invoice
Detailed time/task descriptions

Email invoicing advantages:

Faster payment:

Professional clients expect convenience
Corporate card payment common
ACH for large invoices
No waiting for checks
Improved cash flow for high-value services

Client experience:

Professional branded invoices
Easy payment from mobile/desktop
Immediate receipt
Payment history accessible
Simplified expense reporting (for client)

Administrative efficiency:

Automatic invoice generation from time tracking
Recurring retainer billing
Expense tracking and invoicing
Integration with practice management software
Reduced billing department workload

Typical invoice:

Legal services: $5,000–$20,000
Consulting: $3,000–$15,000
Accounting: $2,000–$10,000
Architecture/Engineering: $5,000–$25,000

Payment improvement:

Traditional: 30–60 days
Email invoicing: 7–14 days
Cash flow improvement: 75–85%

Freelancers and Creative Professionals

Freelancers need simple, fast invoicing without administrative overhead.

Freelancer invoicing needs:

Simple invoice creation
Fast payment critical (cash flow)
Professional appearance
Mobile accessibility
Minimal time investment

Email invoicing advantages:

Speed and simplicity:

Create invoice in minutes
Send immediately
Get paid same day/week
No complex setup
Mobile invoice creation

Professional image:

Polished invoices despite small operation
Branded templates
Consistent presentation
Credibility enhancement

Cash flow stability:

Faster payment = predictable income
Reduced financial stress
Pay personal bills on time
Reinvest in business faster
Fewer late-night worry sessions

Common freelance services:

Graphic design: $500–$5,000
Writing/content: $100–$3,000
Photography: $500–$10,000
Web development: $1,000–$15,000
Video production: $1,000–$20,000

Payment improvement:

Traditional: 30–45 days (or worse)
Email invoicing: 5–10 days
40–60% paid within 24 hours

B2B Wholesale and Distribution

Wholesale businesses invoice frequently with detailed line items.

Wholesale invoicing needs:

Multiple line items (20–100+ products)
Quantity and unit pricing
Discount structures
Freight charges
Net terms (NET 30, NET 60)
High invoice values

Email invoicing advantages:

Detailed line-item support:

Unlimited line items
Product codes/SKUs
Quantity-based pricing
Automatic calculations
Discounts and promotions

Corporate card acceptance:

Level 2/3 data for lower rates
Faster payment than terms
Reduced credit risk
Improved cash flow
Automated reconciliation

Recurring customer orders:

Save invoice templates per customer
Quick re-invoicing
Standing order support
Automatic recurring billing
Order history reference

Typical wholesale invoice:

Value: $5,000–$50,000
Line items: 20–100 products
Payment terms: NET 30–60
Corporate card percentage: 40–60%

Payment improvement:

Traditional NET 30 (actual 40–45 days)
Email invoicing with cards: 5–10 days
Cash flow improvement: 80–90%

Home Services (HVAC, Plumbing, Electrical, Landscaping)

Service contractors need mobile invoicing at job sites.

Home services invoicing needs:

On-site invoice creation (mobile)
Immediate payment collection
Service call details
Parts and labor breakdown
Before/after photos
Customer signatures

Email invoicing advantages:

Mobile invoicing:

Create invoice on smartphone/tablet
Email directly from job site
Customer pays before leaving
Immediate payment confirmation
Digital signature capture

Faster payment:

Collect payment immediately
No waiting for mailed checks
Reduced unpaid invoices
Better cash flow for payroll/supplies
Fewer collection issues

Customer convenience:

Pay with credit card on-site
Email receipt to homeowner
Reference for insurance/warranty
Easy to forward to spouse
Digital record keeping

Common home services:

HVAC repair: $200–$5,000
Plumbing service: $150–$3,000
Electrical work: $200–$5,000
Landscaping: $500–$10,000
Home remodeling: $5,000–$50,000

Payment improvement:

Traditional: 14–30 days
Mobile email invoicing: Same day to 3 days
90%+ paid at job completion or within 24 hours

Healthcare and Medical Practices

Medical providers invoice patients for balances after insurance.

Medical billing needs:

Insurance balance billing
Payment plans common
HIPAA compliance
Recurring billing (memberships)
Co-pay collection
Multiple payment methods

Email invoicing advantages:

Patient convenience:

Pay from home (no office visit)
Multiple payment methods
Payment plan setup
Medical billing complexity simplified
24/7 payment access

Compliance:

HIPAA-compliant email invoicing
Secure payment processing
Encrypted data transmission
Audit trail maintenance
BAA (Business Associate Agreement) available

Improved collection rates:

Higher payment rates than statements
Reduced billing follow-up
Lower bad debt
Automated reminders
Payment plan automation

Medical billing scenarios:

Patient responsibility: $50–$5,000
Membership medicine: $100–$500/month
Cosmetic procedures: $1,000–$10,000
Payment plans: Common for high balances

Payment improvement:

Traditional statements: 30–90 days
Email invoicing: 10–20 days
Collection rate improvement: 40–60%

SaaS and Software Companies

Software companies need automated invoicing for subscriptions and one-time purchases.

SaaS invoicing needs:

Recurring subscription billing
Usage-based billing
Annual/monthly options
Proration for upgrades/downgrades
Multiple pricing tiers
Automatic renewal

Email invoicing advantages:

Automation:

Fully automated monthly/annual billing
Usage data integration
Automatic invoice generation
Payment auto-collection
Dunning management (failed payments)

Customer self-service:

Update payment methods
Change plans
View billing history
Download invoices for accounting
Manage subscriptions

Churn reduction:

Card updater service
Automatic retry for failures
Clear communication
Easy payment
Grace periods

SaaS billing scenarios:

Monthly subscription: $50–$500
Annual subscription: $500–$5,000
Enterprise contracts: $10,000–$100,000+
Usage-based: Variable

Payment success rate:

Traditional card-on-file: 90–95% success
Email invoicing with retry: 96–98% success
Reduced involuntary churn: 2–3%

Construction and Contractors

Construction businesses need progress billing and change order invoicing.

Construction invoicing needs:

Progress billing (% completion)
Change orders
Materials and labor detail
Retainage tracking
Lien waivers
Large invoice amounts

Email invoicing advantages:

Progress billing:

Percentage complete invoicing
Draw schedule management
Retainage calculation
Cumulative billing tracking
Change order invoicing

Document attachment:

Include photos of work
Attach lien waivers
Include change order approvals
Material receipts
Inspection reports

Large payment handling:

Corporate card support (Level 2/3 data)
ACH for large amounts (lower fees)
Payment plans available
Deposit/final payment tracking
Clear payment terms

Construction billing:

Residential projects: $10,000–$100,000
Commercial projects: $50,000–$500,000+
Progress payments: Multiple invoices per project
Retainage: 5–10% held until completion

Payment improvement:

Traditional: 30–60 days (or litigation)
Email invoicing: 14–30 days
Reduced payment disputes with clear documentation

Email Invoicing Best Practices

Optimize Invoice Design and Content

Design best practices:

Professional appearance:

Use clean, uncluttered templates
Include your logo prominently
Consistent brand colors
Professional fonts (Arial, Helvetica, etc.)
Adequate white space
Mobile-responsive layout

Clear hierarchy:

Invoice number easy to find
Due date prominently displayed
Total amount highly visible
Payment button stands out
Contact info accessible
Terms clearly stated

Essential information:

Your business name and contact info
Customer/client name and details
Unique invoice number
Invoice date and due date
Itemized products/services
Clear pricing and calculations
Payment terms
Accepted payment methods
Thank you message

Content best practices:

Descriptive line items:

Clear service/product descriptions
Avoid internal codes/jargon
Include dates of service
Specify deliverables
Quantity and units clear
Unit pricing transparent

Professional tone:

Courteous and respectful language
Clear payment expectations
Professional sign-off
Available for questions
Appreciation for business

Clear terms:

Payment due date explicit
Late fee policy (if applicable)
Accepted payment methods listed
Discount for early payment (if offered)
Consequences of late payment (if any)

Timing and Frequency Optimization

When to send invoices:

Day of week:

Best: Tuesday, Wednesday, Thursday
Good: Monday morning
Avoid: Friday afternoon, weekends
Reason: Mid-week emails have higher open/action rates

Time of day:

Best: 8–10am (local customer time)
Good: 1–3pm
Avoid: After 5pm, before 7am
Reason: Business hours attention, top of inbox

Billing cycle timing:

Bill immediately after service completion
Monthly subscriptions: 1st or 15th common
Avoid month-end congestion (customers overwhelmed)
Stagger large batches across multiple days
Consider customer pay cycles

Reminder timing:

Optimal reminder schedule:

7 days before due: Courtesy reminder
Due date: Payment due today
3 days past due: First overdue notice
7 days past due: Second notice
14 days past due: Final notice
30 days past due: Collections consideration

Frequency balance:

Too frequent: Annoys customers
Too infrequent: Allows forgetting
Sweet spot: 5–7 day intervals
Escalate urgency with each reminder
Stop immediately when paid

Email Subject Line Optimization

Invoice delivery:

“Invoice #12345 from [Your Company] – $500.00”
“Your [Your Company] Invoice is Ready – Due Jan 15”
“[Customer Name], Your Invoice from [Your Company]”
“Invoice #12345 – [Project/Service Name]”

Reminders:

“Reminder: Payment Due in 3 Days – Invoice #12345”
“Invoice #12345 Due Today – Quick Payment Link Inside”
“Past Due: Invoice #12345 from [Your Company]”
“Final Notice: Invoice #12345 – Immediate Action Required”

Best practices:

Include invoice number
State amount when helpful
Use customer name for personalization
Create urgency appropriately
Keep under 50 characters
Avoid spam trigger words

Payment Follow-Up Strategy

Proactive communication:

Before sending invoice:

Confirm work/delivery complete
Ensure customer satisfaction
Verify invoice details
Set clear payment expectations
Provide contact for questions

After invoice sent:

Confirm receipt (if no open notification)
Answer questions promptly
Address disputes immediately
Offer payment plans if needed
Thank for prompt payment

For late payments:

Start friendly and curious (not accusatory)
“Just checking if you received the invoice?”
Offer to resend or clarify
Ask if there are any issues
Provide flexible payment options
Escalate tone gradually if needed

Difficult customer strategies:

Chronic late payers:

Require deposits or prepayment
Shorter payment terms (NET 15 instead of NET 30)
Immediate follow-up on due date
Consider requiring ACH/cards only
Evaluate customer relationship value

Disputed invoices:

Address concerns immediately
Provide detailed backup documentation
Offer to discuss on phone/in person
Find compromise if legitimate concern
Document all communications

Non-paying customers:

Send final notice with clear deadline
State consequences (collections, legal)
Engage collection agency if appropriate
Consider small claims court
Protect your business interests

Security and Compliance

Data security:

PCI DSS compliance:

Never store credit card numbers
Tokenize payment data
Encrypt all transmissions
Secure payment forms
Regular security audits
PCI Level 1 certification

Email security:

Secure email transmission (TLS)
Encrypted invoice links
Password protection option
Expiring payment links
Two-factor authentication available

Customer data protection:

Secure customer database
Limited employee access
Audit logs maintained
GDPR compliance (if EU customers)
Data retention policies
Privacy policy transparency

Tax compliance:

Sales tax:

Calculate correctly by jurisdiction
Collect and remit properly
Document exempt sales
Maintain tax records
File returns on time

Income tax:

Track all payments received
Categorize income properly
Issue 1099s when required
Maintain records 7 years
Integrate with accounting software

Email Invoicing Technology

Email Deliverability Optimization

Ensuring invoices reach customer inboxes, not spam folders.

Authentication:

SPF records configured
DKIM signing enabled
DMARC policy set
Verified sending domain
Consistent from address

Reputation:

SPF records configured
DKIM signing enabled
DMARC policy set
Verified sending domain
Consistent from address

Content quality:

Professional HTML design
Text/HTML balance
No suspicious links
Legitimate business content
Unsubscribe link included

Monitoring deliverability:

Track bounce rates (<2% target)
Monitor spam complaints (<0.1% target)
Check open rates (40–60% typical)
Review blocked domains
Test across email providers
Use deliverability monitoring tools

Mobile Optimization

67% of invoice emails open on mobile—optimize accordingly.

Mobile-responsive design:

Single-column layout
Large, tappable buttons (44px minimum)
Readable font sizes (14px+ body text)
Optimized images (fast loading)
Simplified navigation
Touch-friendly forms

Mobile payment experience:

One-tap payment initiation
Auto-fill credit card (mobile wallets)
Minimal data entry required
Large form fields
Clear error messages
Fast checkout flow

Mobile testing:

Test on iOS and Android
Multiple screen sizes
Portrait and landscape
Various email clients (Gmail, Apple Mail, Outlook)
Different browsers
Slow connection simulation

API and Integration Capabilities

API features:

Invoice creation:

Create invoices programmatically
Batch invoice generation
Template-based creation
Custom field support
Attachment upload
Schedule sending

Payment processing:

Process payments via API
Tokenize payment methods
Recurring billing setup
Refund processing
Payment status webhooks
Transaction details

Reporting and data:

Retrieve invoice list
Payment history
Customer data
Aging reports
Export capabilities
Real-time status updates

Webhook notifications:

Invoice sent
Invoice opened
Payment received
Payment failed
Reminder sent
Invoice past due
Custom events

Integration options:

RESTful API
Webhook callbacks
OAuth authentication
JSON/XML formats
SDK libraries (Python, PHP, Ruby, Node.js)
Sandbox testing environment

Get Started with Tap to Pay

Transparent Pricing Model

Coastal Pay email invoicing pricing:

Transaction-based:

Processing fees: Standard card rates (2.5–3.5%)
ACH processing: 1% per transaction
No per-invoice fees
No monthly subscription required
Unlimited invoices
Unlimited customers

Included features (no extra cost):

Professional invoice templates
Automatic payment reminders
Real-time tracking and reporting
Mobile-optimized invoices
Customer payment portal
Accounting software integration
Email and SMS notifications
Recurring invoice automation
Multi-currency support
API access

Optional add-ons:

White-label branding: Custom pricing
Dedicated account manager: Custom pricing
Premium support: Custom pricing

Cost Comparison

Email invoicing vs. alternatives:

Solution
a

Coastal Pay Email Invoicing

FreshBooks

QuickBooks Online + Payments

Wave

Bill.com

PayPal Invoicing

Monthly
Cost

$50-500

$30-200

$45-150

Per-Invoice
Fee

Included

$0.49/invoice

Processing
Fees

2.5-3.5%

2.9% + $0.30

2.9% + $0.25

2.9% + $0.60

2.9% + $0.30

3.49% + $0.49

Total Cost (100
invoices/month, $100K processed)

$2,500-3,500

$3,450-3,950

$3,330-3,600

$3,560

$3,494-3,599

$3,539

Coastal Pay advantage:

Lowest processing fees (interchange-plus)
No monthly fees
No per-invoice charges
All features included
Better for higher volume

Email Invoicing FAQ

What is email invoicing?

Email invoicing is the process of sending professional invoices directly to customers via email with embedded payment links, allowing customers to pay instantly with one click without leaving their inbox or logging into a portal. Unlike traditional invoicing where customers receive paper invoices by mail or PDF attachments that require separate payment, email invoicing integrates the invoice and payment process into a single, streamlined experience. Coastal Pay’s email invoicing includes automatic payment reminders, real-time tracking, multiple payment methods (credit cards, ACH, digital wallets), and integration with accounting software.

How much faster will I get paid with email invoicing?

Businesses using email invoicing get paid 3-4x faster than traditional invoicing methods. Traditional invoicing averages 30-45 days to payment, while email invoicing with payment links averages 7-12 days, and with automatic reminders averages 5-8 days. 40-60% of email invoices are paid within 24 hours of sending, and 80-85% within one week. The faster payment is due to immediate delivery, one-click payment convenience, automatic reminders, mobile optimization, and elimination of check-writing friction.

Does email invoicing cost more than traditional invoicing?

No, email invoicing with Coastal Pay typically costs significantly less than traditional invoicing. Traditional invoicing costs $15-40 per invoice (paper, postage, labor, follow-up), while email invoicing costs $2-5 per invoice. Processing fees are the same (2.5-3.5% for credit cards) or lower (1% for ACH). Additionally, you save 30-50 hours monthly in administrative time, reduce bad debt by 70-90%, and free up working capital worth 10-20% of annual revenue. Most businesses save $15,000-40,000 annually by switching to email invoicing.

What payment methods can customers use?

Customers can pay email invoices using: credit cards (Visa, Mastercard, American Express, Discover), debit cards, ACH bank transfers (1% fee, ideal for large invoices), digital wallets (Apple Pay, Google Pay), and payment plans (split payments over time). All payment methods are presented in a single checkout experience, and customers choose their preferred option. The payment button in the email leads to a secure payment page where all methods are displayed.

Are email invoices secure?

Yes, email invoices are highly secure with multiple layers of protection. Coastal Pay is PCI Level 1 certified (highest security standard), all payment data is encrypted in transit and at rest, credit card numbers are tokenized (never stored), payment pages use HTTPS/SSL encryption, and email links can be password protected or set to expire. Additionally, customer payment data is stored in secure, PCI-compliant servers, audit logs track all access, and we undergo regular third-party security audits. Email invoicing is significantly more secure than paper invoices or checks.

Can I customize invoice templates with my branding?

Yes, Coastal Pay provides fully customizable invoice templates. You can upload your company logo, choose brand colors and fonts, customize header and footer content, add custom fields and labels, include terms and conditions, personalize email messages, use custom domain for sender address (invoices@yourcompany.com), and create multiple templates for different services or customers. The invoice design is mobile-responsive and looks professional across all devices. White-label options are available for businesses wanting complete brand control.

Do customers need to create an account to pay?

No, customers can pay email invoices without creating an account or logging in. They simply click the “Pay Now” button in the email, enter payment information on the secure payment page, and submit payment. The entire process takes 30-60 seconds. Optionally, customers can create a portal account to view invoice history, save payment methods for faster future payments, manage subscriptions, download invoices for accounting, and update contact information, but this is completely optional and not required for payment.

Can I send recurring invoices automatically?

Yes, Coastal Pay supports full recurring invoice automation. Set up any schedule: daily, weekly, bi-weekly, monthly, quarterly, annual, or custom intervals (every X days). Invoices are automatically created from templates, sent via email with payment links, include automatic payment reminders, can charge saved payment methods automatically, and continue indefinitely or until a specified end date. This is perfect for subscriptions, retainers, memberships, service contracts, and any recurring billing situation. Each recurring invoice series can have unique settings.

How do automatic payment reminders work?

Automatic reminders are sent based on your configured schedule without any manual effort. Typical reminder sequence: friendly reminder 7 days before due date, payment due today notice on due date, first overdue notice 3 days past due, second notice 7 days past due, and final notice 14 days past due. Each reminder includes the original invoice details and payment link, has customizable email content and timing, automatically stops when invoice is paid, escalates urgency appropriately, and can trigger other actions (account restrictions, collections, etc.). 75-85% of invoices get paid through automated reminders alone.

Does email invoicing work internationally?

Yes, Coastal Pay supports international email invoicing with multi-currency support (100+ currencies), automatic exchange rate calculations, local language invoice templates, region-specific tax handling (VAT, GST), international payment methods, and time zone adjustments. You can send invoices in your customer’s local currency, and funds settle in your preferred currency. Cross-border transaction fees apply for international payments. Email invoicing works globally, though specific payment methods and features vary by country.

Can I integrate with QuickBooks or Xero?

Yes, Coastal Pay integrates seamlessly with major accounting platforms including QuickBooks Online, QuickBooks Desktop, Xero, FreshBooks, Zoho Books, Sage, and Wave. Integration features include two-way sync of invoices and payments, automatic payment recording when received, customer data synchronization, chart of accounts mapping, tax rate synchronization, and bank reconciliation automation. Setup takes 10-15 minutes, and synchronization happens in real-time or near real-time. This eliminates double-entry bookkeeping and ensures your accounting records are always accurate and up-to-date.

What happens if a payment fails?

If a payment fails (card declined, insufficient funds, etc.), the system automatically notifies you and the customer, attempts retry based on your settings (typically 3 times over 7 days), sends customer notification to update payment method, provides customer portal link to update payment info, and logs the failure reason. Customers can easily update their payment information and retry immediately. You receive real-time notifications of failed payments and can manually follow up if needed. Automatic retry logic resolves 30-40% of initial failures without intervention.

Can customers pay partial amounts or set up payment plans?

Yes, customers can pay partial amounts if you allow it (configurable setting). For payment plans, you can offer: split invoices into equal installments (2, 3, 4, or more payments), custom payment schedule (weekly, bi-weekly, monthly), automatic recurring charges on saved payment method, and down payment plus installments. Payment plan terms are clearly communicated on the invoice, installments are tracked automatically, and customers receive reminders for each installment. This flexibility increases payment rates, especially for large invoices, and improves customer satisfaction.

How do I track which invoices have been paid?

Coastal Pay provides real-time invoice tracking through the merchant dashboard showing all invoices (paid, unpaid, overdue), status of each invoice (sent, opened, paid, past due), payment date and method used, aging analysis (0-30, 31-60, 61-90, 90+ days), outstanding balance summary, and revenue forecasting. You also receive instant email/SMS notifications when invoices are paid, real-time updates in mobile app, and automated daily/weekly summary reports. Integration with accounting software keeps your books automatically updated. All information is accessible 24/7 from any device.

Can I accept credit cards and ACH on the same invoice?

Yes, every email invoice includes payment options for both credit/debit cards (2.5-3.5% processing fee) and ACH bank transfers (1% processing fee). Customers see both options on the payment page and choose their preferred method. Many businesses find customers choose credit cards for smaller invoices ($100-$1,000) for convenience, and ACH for larger invoices ($1,000+) to save on fees. You can also enable digital wallets (Apple Pay, Google Pay) as additional options. All payment methods are presented clearly with transparent fees if you choose to pass costs to customers.

What if I already use invoicing software?

Coastal Pay integrates with your existing invoicing software (QuickBooks, Xero, FreshBooks, etc.), so you can continue using your current system while adding email invoicing with payment links. The integration adds payment buttons to your existing invoices, automatically records payments in your accounting system, syncs customer and invoice data, eliminates duplicate data entry, and enhances your current workflow rather than replacing it. Alternatively, you can use Coastal Pay’s standalone invoicing system if you prefer a unified solution. Most businesses integrate to keep their existing workflow.

How quickly do I receive funds from invoice payments?

Funds from email invoice payments are deposited into your bank account on the same schedule as other card transactions: Credit/debit cards: 1-2 business days after payment. ACH/bank transfers: 3-4 business days after payment. Same-day ACH: Same business day (premium option). Digital wallets: 1-2 business days after payment. This is significantly faster than traditional invoicing where payment takes 30-45 days, plus additional time for check clearing. Faster payment dramatically improves cash flow and working capital.

Can I send invoices to multiple recipients?

Yes, you can send invoices to multiple email addresses simultaneously—useful for sending to both accounts payable and project manager, including customer and their accountant, copying multiple decision-makers, or sending to accounting department and operations. All recipients receive the same invoice email, can click the payment link, and see when invoice is paid. Only one payment is processed (not duplicate). You can also set which recipient receives specific notifications (payment confirmations, reminders, etc.).

What makes email invoicing better than just attaching a PDF?

PDF invoice attachments require customers to download PDF, review invoice separately, remember to pay later, manually enter payment (visit website, call office, mail check), and lack tracking visibility. Email invoicing with payment links provides one-click payment directly from email (no separate steps), instant payment without leaving inbox, automatic payment reminders (no manual follow-up), real-time tracking of opens and payments, mobile-optimized payment experience, significantly faster payment (7-12 days vs 30-45 days), and dramatically reduced administrative burden. The convenience factor alone increases payment rates by 50-70%.

Is there a limit to how many invoices I can send?

No, Coastal Pay does not limit the number of invoices you can send. Whether you send 10 invoices monthly or 10,000, there are no per-invoice fees, no monthly subscription tiers based on volume, no restrictions on number of customers, and no caps on invoice amounts or payment volumes. You pay only standard processing fees when payments are received (2.5-3.5% for cards, 1% for ACH). This makes email invoicing affordable and scalable for businesses of all sizes, from freelancers to large enterprises.

Can I use email invoicing for B2B and B2C customers?

Yes, email invoicing works excellently for both B2B (business-to-business) and B2C (business-to-consumer) customers. For B2B: supports corporate cards with Level 2/3 data, ACH for large transactions, NET 30/60 payment terms, purchase order tracking, and integration with procurement systems. For B2C: consumer credit/debit cards, digital wallets, payment plans, immediate payment, and mobile-optimized experience. You can use the same system for all customers with appropriate templates and payment terms configured per customer type or individually.

Get Started with Email Invoicing

Send Your First Invoice in Minutes

Stop waiting 30-45 days for payment. Start using email invoicing today and get paid 3-4x faster while reducing administrative work by 30-50 hours monthly

What happens next:

Sign up in minutes – No complicated setup or long forms
Create your first invoice – Beautiful templates ready to use
Send via email – Customer receives invoice instantly with pay button
Get paid fast – 40–60% of invoices paid within 24 hours
Automatic tracking – Know exactly when invoices are opened and paid

Free trial includes:

Send up to 10 invoices
All features unlocked
No credit card required
No obligation
Full support access

Questions About Email Invoicing?

Our payment specialists can show you how email invoicing works, calculate your potential time and cost savings, and help you get started in minutes.

No sales pressure. No obligation. Just helpful guidance.

Phone: 888 266 1715 (Mon-Fri 8am-8pm ET)
Email: invoicing@coastalpay.com
Live Chat: Available on our website
Video: Watch 3-minute overview
ROI Calculator: Calculate your savings