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It's best to send the invoice email right after finishing the work so that clients are informed about all payment details and due dates upfront. Then, follow up with a reminder about 1-2 weeks before the due date to increase the chances of on-time payment.
Include an easy-to-read attachment in PDF, CSV, or XML format, and proofread for any errors or discrepancies.
You've put in all the hard work; now it's time to get paid. But writing an invoice email that feels right sometimes takes longer than expected, right?
We agree writing an email shouldn't be that complicated.
That’s why this article will walk you through a step-by-step how-to and give you standard templates that you can use to quickly draft a professional, polite, and painless invoice email.
Let’s dive in.
An invoice email is an email sent to request payment from a client, outlining the services provided and attaching the invoice document. In addition, it can be used as a reminder or follow-up for pending invoice payments.
A well-written invoice email can improve cash flow management and relationship with clients.
Essential elements in an invoice email include
The structure of an invoice email resembles typical email formats, comprising a subject line, opening, content, conclusion, and any relevant attachments.
Let's break down how to write each section effectively.
The subject line is the first thing your recipient will see when receiving your invoice email. So, make it straightforward and informative.
A helpful invoice email subject line should summarize the purpose at a glance and be searchable. Consider the terms your client might use to locate your email in their inbox, such as invoice number or business name.
To elaborate, include the following information
For example, an effective subject line could be:
Next, start your invoice email on a courteous and professional note. Address your client, show appreciation for their trust in your product or services, and summarize that you are sending an invoice for the work you recently completed for them.
For example, a good opening line could be:
The body of the invoice email should explain the primary details about the invoice and payment terms, including
For example,
…Please find attached invoice #123, which is 2,000 USD.
The payment can be made via bank transfer to the following account:
Bank: ABC Bank
Account Number: 1234567890
SWIFT Code: ABCDUS33
Kindly include the invoice number in the reference field.
The payment is due by 15 April. Your adherence to this date is greatly appreciated
If you have any questions or concerns about the invoice, please contact John Doe at john@webdesign.com or (123) 456-7890.
Please note that a late fee of 5% will be applied if the payment is not received by the due date.
Each invoice email should include its corresponding invoice document. This benefits both parties for several reasons:
The final touch is to close an invoice email courteously and express your hope for future collaboration.
For example, write:
Followed by your signature, name, or business name.
Discussing money can be tricky. You want to convey that you appreciate the client’s business but also that you expect them to pay on time and according to the agreed terms.
If you want to keep both the cash flow and the good impression, these are some things to keep in mind when crafting your invoice email.
Avoid industry jargon and colloquial language since they make your email hard to follow and unprofessional.
Instead, use simple, straightforward, and polite language that outlines the purpose of your email, which is to request payment.
While it’s all good to have a standard template for your invoice emails, adding a touch of personalization shows that you care about your client.
For example, you can:
And while personalization and appreciation matter, keep it concise and to the point.
A missing zero is worth a thousand or even more. Losing a digit not only scrambles an invoice amount, but you can lose trust, too. Likewise, other errors.
Before sending your invoice email, ensure thorough proofreading to catch any spelling, grammar, punctuation, and number errors. Details about your payment method and terms, such as your account number, are as crucial.
Moreover, ensure that you have attached the correct invoice document that matches the information in your email. Your client might question your credibility or delay the payment if there are any discrepancies.
Lastly, are you sending it to the right recipient? The correct email in the “To” field will save much hassle. And do you need to CC your accountant? Catch that too.
💡 Tip: Tools like Grammarly, Editpad, or Hemingway can help with writing quality.
An easy-to-read attachment that helps people and software like invoice OCR tools or accounting systems understand the information is as important.
Choose PDF, CSV, or XML formats for easy downloading, printing, and uploading.
The easiest way to choose is to ask your customer if they prefer specific file types, like CSV or XML. Otherwise, go with PDF.
Avoid using Word Documents or images as they can cause formatting issues or data loss.
Now that we have covered all the elements and good practices let's look at common invoice email templates.
Subject: Invoice #[invoice number] for [Company name]’s [Service]
Hi [Client name],
Thank you for choosing [Company name] for [Service]!
Attached is invoice #[Invoice number] for the [Service] that we completed on [Date of service completion]. The total amount due is [Amount], payable by [due date].
To pay for this invoice, please use the following method(s):
[List payment methods]
If you have any questions or concerns, please do not hesitate to contact us at [Your contact detail]
Thank you, and have a great week!
Sincerely,
[Company name]
If you need to send an invoice for multiple items on one bill, the format is similar to a regular email. Simply add a summary of all the items for clarity.
See the template below.
Subject: Invoice #[Invoice number] from [Company name]
Hello [Client name],
Thank you for choosing [Company name] for [Services]!
Attached is invoice #[Invoice number] for the [Services] that we completed on [Completion Date].
Here is a summary of the items and services that we provided: [List items with each price]
The total amount due is [Total amount], payable within 30 days of receiving this email.
To make the payment, please use the following method(s):
[List payment methods]
If you have any questions or concerns, please do not hesitate to contact us at [Your contact information]
Thank you, and have a great week!
Sincerely,
[Company name]
A recurring invoice email is an email sent regularly to request payment for a continuous product or service. Think subscription, weekly cleaning service, or monthly maintenance.
See the template below.
Subject: Your [monthly/weekly] invoice from [Your company name]
Hi [Client name],
We hope you are doing well and enjoying our services.
Attached is the invoice for the past [month/week]. The total amount due is [Invoice amount], and the payment is due by [Due date].
To pay for this invoice, please use the following method(s):
[List payment methods]
If you have any questions or concerns, please contact us at [Your contact details].
Thank you for your continuous support,
[Your name and signature]
A trick for recurring invoice emails is looking for a scheduling feature.
Encouraging your client to set up automatic payments for recurring bills is also a great strategy.
An advance payment is a partial payment from your client before you deliver the goods or services. It can help cover your initial costs, secure the contract, and build trust with the client.
At the same time, it means that you are obligated to fulfill your commitments as agreed. Otherwise, you may have to refund the money or face legal consequences.
See the template below.
Subject: Invoice #[invoice number] for [Service]
Hello [Client name],
We're thrilled you selected us to handle your [Service] needs!
Per our agreement, we are sending you this invoice for an advance payment of [Advance payment amount], or [Percentage]% of the total cost.
This advance payment will help us cover [Explain the startup expense].
It will also secure your spot in our schedule and ensure we deliver on time and budget.
Please make the payment by [Due date] using the following method(s):
[List payment methods]
Once received, we'll send a confirmation email and launch into project development. Regular updates on progress will be provided for your review. We will value your feedback to ensure the work meets your expectations.
Thank you for your trust and cooperation. Looking forward to working with you soon!
Regards,
[Company name]
A project milestone invoice email is an email sent to notify payment due for the completion of an agreed-upon milestone in a project.
See the template below.
Subject: Invoice #[Invoice number] for [Service]- [Milestone/project phase]
Hello [Client name],
We are glad to inform you that we have completed the [Milestone/project phase] of [Service]. This milestone involved the following tasks.
[List milestone tasks]
Per our agreement, we are sending you this invoice for a [Percentage]% payment of [Amount due]. This payment is due [Due date].
Please make the payment using the following method(s):
[List payment methods]
Once we receive your payment, we will send you a confirmation email and proceed to the project's next milestone.
Please review the attached invoice and let us know if you have any questions or concerns.
Sincerely,
[Company name]
Given that 87% of businesses get paid late, actively reminding clients is prudent.
A reminder invoice email is sent to remind your customer about payment due soon.
It is often sent a week or two before the due date to give the client enough time to prepare and avoid late fees, if any.
See the template below.
Subject: Friendly reminder: Invoice #[Invoice number] due on [Due date]
Hello [Client name],
We are writing to remind you that your invoice #[Invoice number] for the amount of [Amount] is due soon on [Due date]. You can pay this invoice by:
[List payment methods]
If you have already paid, please disregard this email.
If you have any questions, please contact [Your contact information].
Sincerely,
[Company name]
A past due invoice email is an email sent to alert customers when their payment has just passed due and that action is needed.
See the template below.
Subject: Important Notice: Invoice #[Invoice number] past due
Hello [Client name],
We are writing to check on the status of Invoice #[Invoice number] that was issued on [Date] for the amount of [Amount] and was due yesterday, [Due date].
Please submit your payment through [Payment method] at your earliest convenience.
Please contact [Contact information] to arrange an alternative payment method if you cannot pay.
If payment has already been issued or you have any other questions or concerns, please don't hesitate to contact [Contact information].
We thank you in advance for your prompt attention to this matter.
Best regards,
[Company name]
An overdue invoice email is often sent around two weeks after the due date to urge clients to settle their accounts as soon as possible.
See the template below.
Subject: Urgent notice: Invoice #[Invoice number] overdue
Hello [Client name],
We are writing to follow up on invoice #[Invoice number] for the amount of [Amount], which is overdue by [Days overdue].
As a reminder, our standard payment terms are [Payment terms]. We've attached a copy of the invoice to this email for your records.
If you have already paid or have any questions, please contact [Contact information] at your earliest convenience.
Sincerely,
[Company name]
There's no single right time that applies to every scenario, as different situations require different approaches. However, it's generally best to send the invoice email promptly after completing the work. This helps ensure the client has all the payment details needed and is aware of the deadline from the outset.
Dispatching a reminder before the due date is also useful. Since recipients may receive a high volume of correspondence daily, an invoice could get lost in the shuffle. One or two weeks' reminder before the due date is common practice.
Sending invoices to customers by email is a common way to request payment. However, there are faster, easier, and more efficient alternatives, including:
Note: Switching to an automated accounts receivable platform can help businesses decrease manual processing by 85%.
Including a professional invoice document with your email is best to maintain a professional image.
You have some options: make your own from scratch, use an online template, or use an invoice generator.
