Payment Instructions + Invoice Email Workflow for Outlook
An example workflow to send payment instructions and personalized invoice. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the payment instructions + invoice email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
Bcc
Add recipients
Subject
Invoice and Payment Instructions for reference
Attachment
Hi client_first_name,
Attached is your invoice for reference.
Amount Due: $amount
Due Date: due_date
Payment instructions are outlined below. Once payment is received, we’ll proceed with the next steps.
If you have any billing questions, feel free to reply here or call me at me::phone.
Workflow context
When to use this workflow
Use this workflow when sending a client invoice with payment instructions, due date, amount due, and billing team visibility.
What this replaces
This replaces manually writing invoice emails, remembering to CC billing, attaching payment terms, and checking whether the invoice is included.
Why teams standardize this email
Billing emails should be clear and complete. A workflow helps teams include payment terms, amount due, due date, billing visibility, and the required invoice before sending.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the payment instructions and invoice email in Outlook
- Prompts for client name, reference, amount, due date, and phone number
- Adds a reference-specific invoice subject line
- Can CC the configured billing address
- Can include payment terms and require the invoice attachment
FAQ
Does Toggles generate the invoice?
No. Toggles can require the invoice attachment, but the invoice comes from your billing or accounting system.
Can billing be copied on the email?
Yes. This workflow includes a configured billing CC recipient.
Does Toggles process payment?
No. Toggles prepares the Outlook email. Payment happens through your existing payment process.
Part of a starter pack
Explore the Client Services Starter Pack
Help client-facing teams send reliable onboarding, check-in, document, billing, and handoff emails directly from Outlook with the right structure already in place.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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