How to Send an Invoice via Email: Templates & Best Practices

Why Invoice Emails Matter

The way you send an invoice can significantly impact how quickly you get paid. A professional, clear email increases the likelihood of prompt payment and maintains good client relationships.

Best Practices for Invoice Emails

Clear subject line: Include invoice number and amount
Professional tone: Polite but businesslike
Attach PDF: Never send invoice in email body
Include key details: Amount, due date, payment methods
Make it easy: Include payment links if possible
Send promptly: Don't delay after completing work
Use proper email: Send from professional address

Invoice Email Subject Lines

Your subject line should be clear and specific:

✅ Good Subject Lines:

"Invoice #2025-089 for $2,500 - Due Feb 15"
"January Services Invoice - $4,200"
"Website Design Invoice #INV-001 Attached"
"Invoice for Project ABC - Payment Due in 15 Days"

❌ Bad Subject Lines:

"Invoice" (too vague)
"Payment" (sounds like spam)
"Please pay" (too demanding)
"URGENT!!!" (unprofessional)

10 Invoice Email Templates

1. Standard Invoice Email

Subject: Invoice #2025-089 for $2,500 - Due February 15

Hi [Client Name],

Thank you for your business! Please find attached Invoice #2025-089 for the [project/services] we completed.

Invoice Details:
Invoice Number: #2025-089
Amount Due: $2,500
Due Date: February 15, 2025

Payment Methods:
Bank Transfer: [Account details]
PayPal: payments@yourbusiness.com
Credit Card: [Payment link]

Please let me know if you have any questions about this invoice.

Best regards,
[Your Name]
[Your Company]

2. First-Time Client Invoice

Subject: Invoice for [Project Name] - $3,200

Hi [Client Name],

It's been a pleasure working with you on [project name]! Attached is your invoice for the work we completed.

Invoice Summary:
Invoice #: 2025-089
Amount: $3,200
Due: February 15, 2025 (Net 30)

This is my first invoice to you, so I wanted to outline the payment process:

Payment is due within 30 days

You can pay via bank transfer, PayPal, or credit card

Full payment details are in the attached PDF

You'll receive a receipt once payment is processed

Please don't hesitate to reach out if you have any questions!

Thank you,
[Your Name]

3. Recurring/Monthly Invoice

Subject: January 2025 Monthly Invoice - $1,500

Hi [Client Name],

Here's your invoice for January 2025 services.

Monthly Retainer Invoice:
Invoice #: 2025-001
Period: January 1-31, 2025
Amount: $1,500
Due: February 1, 2025

Services Provided This Month:

Weekly strategy calls

Content creation (4 blog posts)

Social media management

Monthly analytics report

Payment will be automatically charged to your card on file on February 1st. If you need to update your payment method, please let me know.

Looking forward to another great month!

[Your Name]

4. Project Completion Invoice

Subject: Final Invoice - [Project Name] Complete!

Hi [Client Name],

Great news - your [project name] is complete! 🎉

Attached is the final invoice for the project.

Project Summary:
Total Project Cost: $10,000
Deposit Paid: -$5,000
Balance Due: $5,000

Invoice #: 2025-089
Due Date: February 15, 2025

Deliverables Included:

✓ Website design and development

✓ Mobile responsive

✓ Content management system

✓ 3 rounds of revisions

✓ Training documentation

Thank you for the opportunity to work on this project. Please let me know if you need anything else!

Best,
[Your Name]

5. Deposit/Partial Payment Invoice

Subject: 50% Deposit Invoice - Project Kickoff

Hi [Client Name],

Excited to get started on [project name]!

As discussed, here's the deposit invoice to begin work:

Deposit Invoice:
Total Project Cost: $8,000
Deposit Required (50%): $4,000
Due: Before project start

Once I receive the deposit, I'll begin work immediately. The remaining $4,000 will be invoiced upon project completion.

Project Timeline:
Start: Upon deposit receipt
Estimated Completion: 4-6 weeks
Final Payment Due: Upon delivery

Payment details are in the attached invoice. Let me know if you have any questions!

Thanks,
[Your Name]

6. Invoice with Payment Plan

Subject: Invoice #2025-089 - Payment Plan Details

Hi [Client Name],

As requested, I've set up a payment plan for your invoice.

Total Amount: $6,000

Payment Schedule:
Payment 1: $2,000 - Due February 15, 2025
Payment 2: $2,000 - Due March 15, 2025
Payment 3: $2,000 - Due April 15, 2025

I'll send a reminder before each payment is due. The attached invoice shows the full amount and payment schedule.

Thank you for your business!

[Your Name]

7. Invoice with Early Payment Discount

Subject: Invoice #2025-089 - Save 2% with Early Payment!

Hi [Client Name],

Your invoice is attached! I'm offering an early payment discount:

Pay within 10 days: $2,450 (2% discount)
Standard payment (Net 30): $2,500

Invoice #: 2025-089
Invoice Date: January 15, 2025
Early Payment Deadline: January 25, 2025
Standard Due Date: February 14, 2025

To receive the discount, simply pay by January 25th and reference "Early Payment Discount" in your payment.

Thanks for your business!

[Your Name]

8. Invoice for International Client

Subject: Invoice #2025-089 - USD $3,500

Hi [Client Name],

Please find attached your invoice for [services/project].

Invoice Details:
Invoice #: 2025-089
Amount: USD $3,500
Due Date: February 15, 2025

International Payment Options:

Wire Transfer: [Bank details with SWIFT code]

PayPal: payments@yourbusiness.com (note: 3% fee applies)

Wise (TransferWise): [Details] (recommended - lower fees)

Important: All prices are in USD. Your bank may charge currency conversion fees. Please ensure you send the full amount.

Let me know if you have questions about international payment!

Best regards,
[Your Name]

9. Invoice with Additional Documentation

Subject: Invoice + Project Files - All Deliverables Attached

Hi [Client Name],

Your project is complete! I've attached:

📄 Invoice #2025-089 ($4,500)

📁 Final project files (ZIP)

📋 Project summary report

📖 User guide/documentation

Invoice Summary:
Amount Due: $4,500
Due Date: February 15, 2025
Payment Methods: Bank transfer, PayPal, credit card

All files are ready to use. Please review and let me know if you need any clarification or adjustments.

Thank you for your business!

[Your Name]

10. Simple Invoice Email (Established Client)

Subject: Invoice #2025-089 - $1,200

Hi [Client Name],

Invoice attached for this month's work.

Amount: $1,200
Due: Feb 15

Thanks!
[Your Name]

Email Timing Best Practices

Best day: Tuesday-Thursday (avoid Mondays and Fridays)
Best time: 10 AM - 2 PM in client's timezone
Send immediately: After completing work (don't wait)
Recurring invoices: Same day each month (e.g., 1st)

What to Attach

PDF invoice: Always (never Word or Excel)
File name: "Invoice-2025-089-ClientName.pdf"
File size: Keep under 2MB
Optional: Supporting documents, receipts, timesheets

Common Mistakes to Avoid

Forgetting to attach invoice: Double-check before sending
Wrong recipient: Verify email address
Typos in amount: Proofread carefully
Missing payment details: Include all payment options
Too casual: Maintain professionalism
Too aggressive: Be polite, even for overdue invoices

Following Up on Unpaid Invoices

Day -7: Friendly reminder ("Invoice due in 7 days")
Due date: "Invoice due today" reminder
Day +3: "Payment overdue" notice
Day +7: Formal follow-up
Day +14: Final notice before collections

Automating Invoice Emails

Save time with invoice software like InvoiceKit that:

Automatically emails invoices to clients
Sends payment reminders
Tracks when invoices are opened
Includes payment links
Follows up on overdue invoices

Conclusion

A well-written invoice email gets you paid faster and maintains professional relationships. Use these templates as starting points and customize them for your business. Try InvoiceKit to automate your invoice emails and get paid faster!