FAQ: How Can You Send an Invoice Via Text?
You may be passionate about your work, but you still want to get paid on time. Sending an invoice via text improves your chances of getting paid faster and makes the process more convenient for your customers.
Text messages tend to be opened more quickly and frequently than emails because many customers prefer communicating through text. When you send an invoice via text, you ensure that customers will see your message and can take action in a way that is most convenient for them.
Tools for Sending an Invoice Via Text
The process of sending an invoice via text is quite simple. You need to attach the invoice to a text message the same way you’d attach it to an email. You can send the invoice as a PDF or Word document, or you can take a screenshot of the invoice and attach it as an image. In the body of your text message make sure you address your client by name and provide a short description of the invoice and the payment terms.
Essentially, sending an invoice via text is the same as sending it via email, only faster and more convenient. However, there are some legal and compliance matters you need to be aware of if you’re going to send invoices via text. Additionally, there are a few best practices that could help along the way.
Legally, you are required to get a written opt-in from your clients before you can send them any text communications. There are several ways you can accomplish this. The easiest and most common method is by adding an SMS opt-in checkbox to your online ordering form, but you can also have your customer sign a printed form or agree by email. The important thing is you need to obtain and keep that written opt-in so you have proof of their consent in case you’re audited in the future.
Text2Pay is a feature that allows customers to send you a payment via text. This simplifies your text invoicing even more by keeping your customer communications and payments all within the same conversation thread. Text2Pay is included with many text message marketing and delivery platforms, but before you sign up you should ensure your provider is Payment Card Industry Data Security Standard (PCI/DSS) compliant.
This means they follow certain security and privacy regulations that keep your customer’s payment information from being exposed to hackers and other malicious parties. If you accept payments from your customers via text, legally it is your responsibility to ensure PCI/DSS compliance, so you can’t just assume your provider has you covered.
To streamline your invoicing and payment process and ensure your text transactions are being tracked and counted, you should look for an SMS platform with API integration. This will allow you to link your text message functionality with your accounting or customer relationship management (CRM) software so you can easily generate and send invoices and track and receive payments.
It’s possible to manually export this information from your text messaging platform, but doing so increases the possibility of mistakes. Automating this process with an API will improve your accounting speed and accuracy.
Tone and Language
Though you should keep your invoice text message short, it’s important to remember that this is a direct communication with your customer, so the tone of the message is important. If possible, you should keep the tone of your message warm and friendly. Even though your customer has already agreed to a sale, you don’t want to sour their perception of your business by sending a message that could be perceived as brusque or rude.
Once a client has opted-in to receiving SMS communications from you, you can use texts as an opportunity to send them targeted marketing messages to drive future sales. Text marketing is a powerful tool, so you should make sure your SMS platform offers features like unlimited keywords, audience segmentation, and autoresponders to get your money’s worth.
Send Invoices With a Text Marketing Platform
If you want to easily send invoices via text, you should choose a text message provider with an intuitive interface and API tools so you can integrate your SMS invoices and marketing features with your existing accounting and CRM software. Your text platform should also offer affordable messaging plans, live support, and audit and reporting features so you can track all of your communications.