How to Request an Invoice?

Are you a freelancer, a small business owner, or do you simply need to keep track of your finances? Then what you might need is invoicing. These documents provide a clear record of a transaction, outlining the service or product provided, the cost, and the payment terms. Whether you need to request an invoice from a vendor or send one to clients, understanding this process is essential for maintaining accurate financial records.

But what happens when you don’t receive an invoice after a transaction? In this blog post, you will learn how to request an invoice, its importance, and how you can do it effectively.

What is an invoice?

Before we get into how you can request an invoice, let’s first look at what an invoice means. An invoice is a formal document that is often issued by a seller or someone providing a service to a customer. Invoicing carries specific details of both big and small business transactions, outlining:

1. The products and/or services provided by the seller to the customer.
2. You’ll also see the price of each item/service and the total price, including tax where applicable.
3. Another important thing often included in an Invoice is the seller’s payment method. This includes the due dates as well.

Another thing you should also look out for on your invoice is the date of the issue. The invoice serves as a record between both the buyer and seller, so it is a critical record.

Many businesses use invoicing software to automate the invoicing process, reduce errors, and ensure faster payments. For the sellers, there are online invoice software that can be used, and several payment methods cover a wide coverage of users.

You can check out our blog on how to create invoices from templates.

Now, back to our regularly scheduled guide on requesting invoices.

How to Request an Invoice?

Requesting for invoice is a common activity that occurs frequently between buyers and sellers for different purposes. Sometimes, you can request an invoice after a service is rendered, and the invoice is missing. 

Another instance where you can request an invoice is when you wish to order a particular product from a seller. In this case, you’ll have to list all the products you need and the quantity for each.

You can request an invoice in several different ways. One of the most common and widely used means is through email. You can also request an invoice via phone calls or even invoice portals, for firms that use it. But before we show you how you can uniquely use the different means, there are a few things you need to bear in mind. You must ensure you have the correct details of the supplier/seller and ensure you request the right information. Also, be sure you have an estimated budget for the product/service to avoid delay in payment processing. When you eventually put your request together, you must include your company’s name, contact information, billing and shipping addresses, and, of course, the description of your order.

Now let’s look at how you can request an invoice through the mentioned means.

Request an Invoice Through Email

As mentioned above, the email is the most commonly used means for professional communication. It is also the best way to request an invoice from a seller/supplier. When sending an email to request an invoice, keep it simple, straight to the point but polite. The more direct, the better.

Before sending the email, you’ll need to ensure that:

You’re contacting the right person – the person responsible for making the invoice or the person with whom the payment agreement was made.

The details of the service provided are correct.

Once all that is done, go ahead and send the email, communicating your request clearly and cutting out unnecessary information.

Below is an email template to request an invoice:

Subject: Requesting Invoice for [Service Provided]

Dear [Seller Name/Company Name],

I am writing to follow up on a recent transaction I made on [date] for [description of service or product]. I would appreciate it if you could send me an invoice for this purchase.

Please let me know if you require any further information from me.

Thank you for your time and assistance.

[Your Preffered Signoff],

[Your Name]

If you’re writing to request an invoice for a product or service you are yet to receive, you can change the body of the letter to a suitable content. 

Request an Invoice Through a Phone Call

While email is a widely accepted means to request an invoice, you can also use a phone call. Phone calls are particularly good when you have a personal or long-term relationship with the company or seller. You can also use phone calls to request an invoice when the transaction you had with the seller is recent.

You will just place a call to the contact of the seller, briefly explain the situation, and then request an invoice. Ensure you get the name of the person you spoke with as well, in case of follow-up.

While email is preferred, a phone call can be a good option if the transaction is recent or if you need the invoice urgently. Briefly explain the situation and request the invoice. Be sure to get the name of the person you spoke with in case you need to follow up.

Online Invoice Portal

When you are dealing with top firms as your supplier, you might see them using online platforms that allow you to access and download invoices. You can check your supplier’s website or ask them directly if you can request an invoice through such a platform, as it’s not a common practice. Some invoicing software with payment processing allows for this kind of transaction.

Why Is It Important To Request An Invoice From A Supplier?

Requesting an invoice from a supplier allows you to keep track of your money flow and claim tax deductions for your purchases. Requesting an invoice also develops your relationship with the provider and indicates that you are serious about acquiring their items. 

Also, asking for an invoice will assist in checking that the things you’ve purchased are what you want and fulfill your specifications.

Conclusion

In conclusion, requesting an invoice from a supplier is an important aspect of business that could arise at any time. It is an important process for keeping a good supplier-buyer relationship. By knowing the importance of requesting an invoice, you can have a clear record of your business transactions, maximize tax and other benefits, and also manage your cash flow. 

The tips and templates provided in this blog should be able to equip you with the how-to in any situation and secure the documentation you deserve.

FAQs

You can click here to see answers to several questions that several other business owners ask about invoicing.