Professional Invoice Email Template
Send invoices that get opened and paid. Our templates combine professionalism with clarity to ensure prompt payment.
Email Template
Hi [Client Name], I hope this email finds you well! Please find attached invoice #[NUMBER] for [project description/services provided]. **Invoice Details:** - Invoice Number: [NUMBER] - Amount Due: $[AMOUNT] - Due Date: [DATE] - Project: [PROJECT NAME] **Payment Options:** - Bank Transfer: [Your bank details] - Credit Card: [Payment link] - PayPal: [Your PayPal email] If you have any questions about this invoice, please don't hesitate to reach out. Thank you for your business! Best regards, [Your Name] [Your Company] [Phone Number]
How to use: Copy the template above and replace the placeholders (like [Client Name], [Project Name], etc.) with your actual information.
Pro Tips
- Send invoices promptly—ideally the same day work is delivered or at agreed milestones
- Always include a clear due date and multiple payment options
- Reference the specific project or services so clients know exactly what they're paying for
- Keep subject lines clear and searchable for client reference
- Follow up if payment isn't received within 3-5 days of due date
What Makes This Template Effective
Clear Subject Line
Professional subject lines that get opened and prompt action.
Payment Details
Includes all essential payment information: amount, due date, methods.
Professional Tone
Balances professionalism with warmth to maintain good client relationships.
Multiple Variations
Templates for first invoice, recurring, and project completion invoices.
Payment Link Ready
Easy spots to insert your payment links for faster payment.
Mobile Friendly
Formatted for easy reading on mobile devices where most emails are read.
Frequently Asked Questions
When should I send an invoice email?
Send invoices immediately upon completing work or reaching agreed milestones. For retainer clients, send on a consistent date each month. The sooner you invoice, the sooner you get paid.
Should I attach the invoice or include it in the email body?
Attach a professional PDF invoice and include key details (amount, due date, payment options) in the email body. This ensures the email is useful even if the attachment isn't immediately opened.
How do I follow up on unpaid invoices?
Send a friendly reminder 3-5 days before the due date, then again on the due date if unpaid. After the due date, follow up weekly with increasingly formal language. Always remain professional.
What payment terms should I include?
Net 14-30 is standard for most businesses. Offer multiple payment methods (bank transfer, credit card, PayPal) to reduce friction. Consider offering a small discount for early payment on larger invoices.
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