What is a Payment Confirmation of Invoice?
A payment confirmation email lets the customer know that you have received payment for the good or services purchased. It may be sent before or after the order delivery, depending on the type of business.
For example, e-commerce sellers send a payment confirmation email immediately after an order is placed, while freelancers may send it only after a client has paid, following order delivery. To ensure you never miss sending a payment confirmation email, you can set up email automation that auto-triggers confirmation messages as soon as the money is in your account.
A payment confirmation email template is typically used to send this message as it:
- Cuts down the time to write the email body
- Maintains consistency across all your orders and customers
- Automatically inserts tracking number and other details without having to type it out manually
- Reduces delay in the accounts receivable process, which is involved in accepting payments
Types of Payment Confirmation Emails
Payment confirmation emails can vary depending on what you sell and how many customers you have. Some of the most common messages include:
1. Appointment confirmation email
An appointment confirmation email tells the customer that the slot that they have paid for and booked has been officially confirmed. For example, a doctor or a gym instructor may send this email for prepaid appointments.
2. Purchase confirmation email
A purchase confirmation email is sent by any online seller, making it one of the most common examples of a payment confirmation email. It simply states that the order has been registered by the seller and is now in progress.
3. Shipping confirmation email
A shipping confirmation email is usually a follow-up to the purchase confirmation email, letting the customer know that the order is on its way. The only difference is that it's applicable to physical goods and not online services.
4. Subscription confirmation email
A subscription confirmation email tells the customer that their payment has been received and their subscription is now active. It's used by online providers such as software companies, digital magazines, and subscription-based e-commerce products like Gilette's Shave Club and Bokksu.
5. Account confirmation email
Online service providers send this instead of a shipping confirmation email. It states that the customer's payment is received and their account has also been activated. Most SaaS vendors will send an account confirmation email after a customer signs up for a paid plan.
What Should a Payment Confirmation Email Contain?
You can keep your payment confirmation email as basic or as detailed as you like. The only rule is, it must include the invoice number and amount, and, of course, a clear subject line. Additionally, you can insert:
- Order number: A unique combination of digits that lets you retrieve details about the goods and services delivered
- Payment method: The type of payment channel used, whether it's a debit or credit card, an online wallet like PayPal, or crypto
- Event details: An add-on to appointment confirmation emails that specifies when and where to turn up for the appointment
- Contact details: The phone number and email of someone the customer can contact for further assistance
- Login details: An add-on to account confirmation emails, letting the user know how to log into their new account
- Tracking details: An add-on to shipping confirmation emails, usually a link that the customer can click to track their order progress after payment
- Shipping address and estimated delivery date: Often included in shipping confirmation emails to provide customers with further information
How to Create a Payment Confirmation Email Template: Step-by-Step Process
Writing a payment confirmation email is easy when you have the right template. Here are the steps to create the template in Gmail:
Step 1: Click on inbox settings. It's the gear icon on the top-right of your Gmail window.
Step 2: Next, click on "See all settings." This will take you to advanced options.
Step 3: The settings window will open. Click on "Advanced" tab > "Templates" > "Enable." Save your changes and return to the inbox.
Step 4: You are ready to create and save your template. Click on "Compose" to write a new email.
Step 5: Copy-paste the template from this article into your compose window. Then, click on the three-dots menu below, and Templates > Save draft as template.
Step 6: Open a new email and click on the three-dots menu again. You will see your saved template for email confirmations under the Templates menu.
Personalizing Confirmation Messages
Email confirmations are an opportunity to connect with your customers and show that you value them. To achieve this, your email confirmation messages need to be personalized. The best way to do this is through mail merge.
Mail merge is a technique where you have a CSV file containing your customer records, such as name, invoice number, and invoice amount.
When you apply mail merge using a tool such as Gmelius, it inserts these unique records into each and every email you send, according to the customer's email ID – automatically and in bulk.
Sign up for a free trial to personalize email confirmations easily.
Why is a Payment Confirmation Email Important?
It's crucial for any business to send payment confirmation emails because it leads to:
- Greater customer satisfaction: An automated message can improve the customer experience my reassuring them that the payment went through. Also, they can refer back to the email in case they need to retrieve tracking information, order ID, or other details.
- Increased chance of a future purchase: A happy customer is likely to buy from you again. Conversely, if they have to contact customer service and go through multiple layers of support to get this information, you might lose their business.
- Reduced follow-ups for additional information: Prompt payment confirmation emails can reduce the pressure on your support team. For example, the customer doesn't need to follow up and can simply click on an embedded tracking link to monitor their ship.
- Transparency around all the details: Everybody benefits when there is a digital record of the payment confirmation. Your accounts receivable team, legal, and logistics executive will thank you for having the information ready at hand.
- Tax compliance: When filing your taxes, payment confirmations can help prove your income sources and trace which transaction was made against which invoice.
Payment confirmation emails are a key step in the buying journey, and thanks to advanced Gmail automation, you can send one with minimal effort and zero errors.
