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How to Write a Strong Invoice Email – 3 Examples/Templates

September 23, 2022 by .blog-post-attribute a:before { background-image: url(); } invoice simple.

How to Write a Strong Invoice Email – 3 Examples & Templates

As a freelancer or contractor, you need to send invoices for your work. It’s important to write these invoice emails in a way that gets them paid as quickly as possible.

In this article, we’ll outline what you need to include to write a strong invoice email. We’ll also provide three simple invoice email templates that you can use to get your payments flowing.

What is an Invoice Email?

An invoice email is an email that contains an invoice for goods or services. The purpose of an invoice email is to request payment for the work that has been done.

Invoice emails should be clear, concise, and easy for the client to understand. They should also include all the relevant information about the work you’ve done and how and when you expect to be paid.

When writing an invoice email, be sure to include the following information:

• Your name and contact information.
• The name and contact information of the client or customer.
• A detailed description of the work that was completed.
• The total amount owed.
• The date the invoice is due.
• The invoice number (if applicable).
• Your payment terms and methods.
• A link to the online invoice or PDF attachment.

KEEP READING: Invoice vs. Bill: Is an Invoice the Same as a Bill?

How to Write a Strong Invoice Email

When you’re emailing an invoice, there are a few steps to follow to make sure that your client knows exactly what they’re paying for and how to pay you.

Personalize It

Your invoice email should be addressed to the client by name. This is a simple way to make your email stand out from any other automated messages they may receive. Here are a few ways to personalize your invoice email:

• Include the name and brief details of the project.
• Provide a link to a folder with past invoices or payment history.
• Add a personal note thanking them for their business.

Use a Clear Subject Line

Your subject line should be clear and concise. It should let the client know that they have an invoice to pay. Here are a few examples of how to write a clear subject line for your invoice email.

• INVOICE: [Your Name] – [Date]
• Invoice # [123456]: [Your Name] – [Project Name]
• Payment Requested: [Your Name] – [Project Name]
• [Your Name]: Invoice for [Date]

Include the Amount Owed & Due Date

Be clear about how much the client owes you and when payment is due. This will avoid any confusion on their part and make it more likely that you’ll receive timely payment. You can include this information in the body of your email or as an attachment.

Use Simple, Clear Language

Your invoice email should be easy for the client to understand. Use simple language and avoid any industry jargon. If you need to use abbreviations, be sure to explain what they mean.

It’s also important to proofread your invoice email before you send it. Check for any errors in grammar or spelling. These can make your email look unprofessional and lead to confusion on the client’s part.

Attach Your Invoice More Than One Way

When you send your invoice, be sure to include it as an attachment. This way, the client can download and save it for their records. You should also include a link to the online invoice so they can access it later.

By including both an attachment and a link, you’re giving the client the option of how they’d like to view and save the invoice. This can be helpful if they’re short on time or if they prefer to access their invoices online.

KEEP READING: What Is a P.O. Number on an Invoice?

Make it Easy for Customers to Pay

The whole point of an invoice email is to get paid. To make it as easy as possible for your client, include all relevant payment information in your email, as well as how you accept payments and any deadlines or late fees that may apply.

You can also add a link to your online payment portal  or a button that they can use to pay the invoice with a credit card. By making it easy for them to pay, you’re more likely to receive timely payment.

Need a professional invoice template? Check out our Invoice Template Gallery .

Use a Professional Invoice Template

A professional invoice template can save you time and help you get paid faster. By using a template, you can be sure that you don’t miss any important information in your invoice.

A professional invoice template will also make your email look more polished and professional. This can help to build trust with your client and make them more likely to pay on time.

Other Tips for Emailing an Invoice

• Include a thank-you note. A simple thank you can go a long way in building a relationship with your client.
• Don’t be afraid to follow up. If you haven’t received payment within a few days of the due date, reach out to your client and ask if they need any help with the invoice.
• Double-check that all your invoice details are correct. 61% of past due payments are due to incorrect invoices, so accuracy is key to getting paid on time.
• Consider using a service. If you’re tired of chasing down payments, it may be worth using an invoicing and payments service. These services can automate the process of sending and tracking invoices.

Invoice Email Examples

To give you a better idea of how to write an invoice email, we’ve included three invoice email examples below. These examples can be used as templates for your own invoices.

Example #1 – Generic Invoice with Attachment Email

This example can be used as a general guideline for any invoice email.

Hello [Client Name],

Thank you for your business. Please find the attached invoice for [service rendered/product purchased]. If you have any questions, please don’t hesitate to reach out.

[Your name]

Invoice #: ____________

Amount Due: $___________

Due Date: __/__/__

[Your business name]

[Your email address]

Example #2 – First-Time Customer Email

If you’re emailing an invoice to a first-time customer, it’s a good idea to include some additional information about your business. This can help to build trust and establish credibility.

Thank you for choosing [Your Business] for your [service/product]. We appreciate your business, and we’re looking forward to serving you in the future.

Please find the attached invoice for [service rendered/product purchased]. As a reminder, our payment terms are [net __ days]. If you have any questions, please don’t hesitate to reach out.

Net Terms: __ days

Example #3 – Repeat Customer Email

You can use a more familiar tone if you’re sending an invoice email to a repeat customer. This can help to build rapport and strengthen your relationship with the client.

Hi [Client Name],

Thank you for your business. I’ve attached the invoice for [service rendered/product purchased] to this email. Please let me know if you have any questions.

Handling Follow-ups & Unpaid Invoices

It’s not always easy to get paid on time, but there are a few things you can do to make the process run more smoothly.

If you haven’t received payment within a few days of the due date, reach out to your client and ask if they need any help with the invoice. If you don’t receive a response, consider sending a follow-up email or giving them a call. If an invoice remains unpaid, you may need to take additional steps to receive payment. This could involve hiring a collections agency or taking your client to court.

KEEP READING: How to Write a Past Due Invoice Email & Unpaid Invoices: A Simple Guide For Freelancers & SMEs  

Follow Up Email Etiquette

When you’re emailing a client about an unpaid invoice, it’s important to maintain a professional and courteous tone. This can help to avoid any misunderstandings or hard feelings.

Here are a few tips for how to write a follow-up email:

• Keep the email short and to the point.
• Avoid sounding demanding or threatening.
• Mention any late fees or interest that may be accrued.
• Offer payment options or a payment plan.
• Include a link to the online invoice.

Follow-Up Invoice Email Template

If you need some help getting started, here’s a template for how to write a follow-up invoice email.

I hope you’re doing well. I just wanted to follow up with you about the invoice for [service rendered/product purchased]. It’s been a few days since the due date, and I still haven’t received payment.

Please let me know if you need help with the invoice or have any questions.

Navigating Invoice Emails

Sending and receiving invoice emails can be a bit of a tricky process. But with a little practice, it’ll become second nature. Remember always to remain professional, courteous, and patient.

If you’re interested in learning more about how to streamline your invoicing process, check out our blog on how to create a sales invoice .

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How to write an invoice email with 6 samples and a template

This article outlines what you should say in an invoice email. Let’s get paid!

Lawrie Jones

Table of contents

How to write an invoice email

If you’ve done the work, you deserve to get paid! To get your cash, you’ll need to send an invoice.

Of course, you can just send an invoice attached to an email, but this approach won’t win you many friends or get you paid faster. Instead, you should create an invoice email that includes everything you need to do to make payment as easy as possible but sets out your terms in strong language.

It’s 50% carrot, 50% stick, and 100% effective!

This finance-focused article outlines what you should say in an invoice email. You’ll learn essential tips to write the best invoice emails and provide 6 invoice emails and a template for you to use.

Let’s get paid!

What to say in an invoice email message

It’s all about the money in an invoice email, but we don’t mention that too much. In fact, all the financial details are included in the invoice, so there’s no need to mention money, provide account details, or add specific information about how you want to be paid.

An invoice email accompanies the invoice, providing context and clarity about your terms and conditions. It’s critical because evidence and anecdote show that many businesses aren’t settling invoices in time. If you’re a freelancer, this can leave you out of pocket – and that’s not acceptable. 

To ensure you’re paid on time, here are five pro tips to ensure you’re never left unpaid.

1. Be polite and professional

First and foremost, be polite and professional. Your client will have some time to pay (in most cases, between 7 - 28 days), so there’s no need to be pushy or impolite at the start.

The tone of voice can be tricky to get right, so check out our examples to see how we’ve tackled the task.

2. Make paying the invoice as easy as possible

You’ll want to do everything possible to make it as easy as possible for people to pay you. To achieve this, you must include all information in your email (as well as your invoice).

So, be sure you’ve included everything, such as who you are, your company (if you have one), your address, bank account details, contact details, and the project you’re invoicing for. 

3. Be clear about when and how you expect payment

Companies can be tricky to pin down when it comes to payments. Does the payment deadline start from when the invoice was issued or opened?

The best approach is to set your deadline (in favorable terms). If you’re brave or bold enough, you can set out what happens when people don’t pay on time.

You can list late payment fees and penalties if you wish, but personally, we’d recommend saving the nuclear option until you need it.

4. Share your terms and conditions

Above we recommend that you don’t go into detail about late payment charges, which we stand by – but you can provide details to your terms and conditions.

You can add them to the bottom of the email, attach them, or send a link to your website. This is a less aggressive or confrontational approach, but it will ensure no misunderstandings.

5. Don’t forget to attach the invoice

Sounds stupid, doesn’t it? But it never hurts to double-check that you’ve attached the right (not last month’s or someone else’s) invoice!

Invoice email format

The invoice email format is likely familiar to you if you’ve ever sent a professional email for any other purpose. You start with a clear subject line, go into detail in the body, and provide a positive sign-off (which includes all your contact details).

Here’s a step-by-step breakdown of the invoice email format:

1. Invoice email subject line

Your invoice subject line should make it clear it’s an invoice. This makes it easy for the recipient to act (either by responding directly or passing it on).

It’s a good idea to include the invoice reference in the subject. Here are a few invoice email subject lines:

• Invoice (insert number) – (Company name)
• (Company name) – Invoice 
• Invoice (insert number) – Thanks for the prompt payment!

2. Invoice email body and message

When you send your invoice, you’ll need to ensure that the body copy explains who it’s from, the project or service delivered, and any other essential information. Here’s an example of a standard invoice body copy:

• Please find attached the invoice (number) from (company or person name). The invoice covers (services, goods, etc.).

Immediately the person receiving this knows what it’s about. Next, you’ll need to provide the context and set out terms.

• Please confirm that you have received the invoice. Our standard payment terms are 28 days. You can find details of our terms and conditions here (link or attachment).

Sometimes the person who receives the invoice may have questions about it, so give them some options to contact you.

• If you’ve any questions about the invoice or need me to clarify anything, you can contact me at (insert details).

Do all this, and your invoice email will get results and ensure prompt payment. 

3. How to end an invoice email

You’ll want a positive sign-off here, but you can use this to your advantage. First, always remind the person you’re expecting prompt payment, or they may conveniently forget to process the invoice in time.

• I look forward to receiving payment and working with you in the future.

If you know the person or want to say more, then do so (it’s your email, after all). 

Finally, add a nice ending (kind regards, thanks, etc.) and include your signature.

It’s a good idea to check that your signature contains all the contact details the recipient may need. This means they’ve got no excuses for ignoring you. 

6 invoice email examples

It’s time to get writing! Here are 6 invoice email examples that you can use to push for payment.

Classic phrases such as “please find attached invoice for your payment” are used a lot.

It’s not that we’re lazy; invoice emails follow a traditional format, and using familiar words and phrases is how the world works.

OK, so let’s get the money moving…

Here's how Flowrite's AI can write your payment reminders and follow-ups for you:

1. Simple invoice email sample

This simple template for sending an invoice to a client or customer follows the outline above. It’s short, sweet, and straight to the point. 

2. Past due invoice email sample

You can call your invoice late, outstanding, or unpaid. Whatever you call it, you deserve to get paid – and we can help.

This past-due invoice email sample is a clear and confident message that will move someone to pay your invoice.

As well as acting as a reminder, this sets out what happens if the invoice isn’t paid. (Carrot and stick, remember?)

3. Unpaid invoice reminder email sample

This example email to remind you about an unpaid invoice is a little softer than the previous sample.

Sometimes, the person may have a legitimate excuse for not paying on time. This outstanding invoice reminder sample gives them a way to save face, but they’ll know you’re not going to forget!

As with the previous example, consider sending it with a new subject line to ensure it’s not ignored.

4. Invoice follow-up email sample

This invoice follow-up sample is a gentle reminder that your invoice is due for payment. Of course, you can wait until it’s not been paid, but if you’re working with a habitual late payer, send it a few days before it’s due.

This payment due (or overdue) invoice template provides a gentle reminder that you’re owed money and will collect it!

5. Paid invoice email sample

According to professional conventions, some suggest sending a confirmation email when you’ve paid an invoice to protect you from potential legal issues.

This serves two essential functions:

• Your recipient knows to expect payment and doesn’t have to remind or follow up on you (or anxiously wait for you to confirm your payment)
• Your recipient has been informed that you handled the payment on time and before the due date, just in case your payment does not go through, or other problems arise

To make sure you comply with deadlines and prevent potential issues, use this short paid invoice email template:

6. Invoice approval email sample

If you’ve commissioned work or purchased a product, sending a confirmation when you receive an invoice that it’s been approved for payment is polite.

This provides your finance person or team with the OK to arrange payment. We recommend doing this as soon as you receive an email, or you could be one of those annoying customers that keep freelancers waiting for their cash. Don’t be this person.

Proven invoice email template

The above examples should provide enough ammunition to develop your own, but we’ve stripped out all context and creativity for this tried and tested invoice template.

So follow the structure, fill in the gaps, and send to finance for prompt payment.

Flowrite’s invoice email template

Still wondering about how to write invoice emails? With Flowrite , you can turn short bullet points into a ready-to-send email with AI, like this:

Final words

When deciding how to write an invoice email, think about the carrot and the stick. You’ll want to be polite and professional, but never let yourself be pushed around.

When sending an invoice via email, set out your terms and stick to them. Customers will respect you if you’re pushing for what you’re owed.

We hope the samples and templates here are helpful. Use them to develop your own invoice emails and reminder templates. If you’re struggling for ideas or inspiration, use Flowrite!

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Sample Cover Letter for Invoice Submission: Free & Effective

My experience in business communication has taught me that submitting an invoice with a well-crafted cover letter is crucial for reinforcing professional relationships and ensuring clarity in financial dealings.

Key Takeaways:

• Importance of a Cover Letter for Invoice Submission: Enhances professionalism and clarity.
• Key Elements: Include specific invoice details, payment terms, and a thank you note.
• Step-by-Step Guide: Easy instructions to craft an effective cover letter.
• Template: A ready-to-use template for immediate application.
• Tips for Optimization: How to make your cover letter stand out.
• Personal Experience: Real-life insights and examples.

Why a Cover Letter for Invoice Submission Matters

In my experience, attaching a cover letter to your invoice can significantly enhance your professionalism.

It serves as a courteous reminder of the payment pending, details the invoice’s contents, and offers a chance to thank the client for their business.

Key Elements of an Effective Cover Letter

• Invoice Reference: Mention the invoice number and date.
• Service or Product Details: Briefly describe what the invoice is for.
• Payment Terms: Clearly state the payment due date and accepted payment methods.
• Contact Information: Provide your contact details for any queries.
• Appreciation Note: A thank you note to the client.

Personal Experience: A Real-Life Example

In my career, I’ve seen how a simple cover letter transformed a routine invoice submission into a reaffirmation of a valuable business relationship.

For instance, after sending an invoice with a detailed cover letter to a long-term client, they expressed appreciation for the clear communication, which ultimately strengthened our business ties.

How To Write a Cover Letter For Invoice Submission: Step-by-Step Guide

• Start with Your Details: Begin by mentioning your name, address, and contact information.
• Date and Recipient’s Details: Include the date of the letter and the recipient’s name and address.
• Reference the Invoice: Clearly mention the invoice number and date.
• Describe the Services or Products: Briefly describe what the invoice covers.
• State the Payment Terms: Clearly mention the due date and payment methods.
• Add a Personal Touch: Thank the client and offer assistance for any queries.
• Closing and Signature: End with a formal closing and your signature.

A Template for Your Convenience

[Your Name] [Your Address] [City, State, Zip] [Email Address] [Phone Number] [Date]

[Client’s Name] [Client’s Company] [Client’s Address] [City, State, Zip]

Dear [Client’s Name],

I am writing to present our invoice [Invoice Number], dated [Invoice Date]. This invoice covers [brief description of services/products provided].

As per our terms, the amount is due on [Due Date]. We accept payments via [Payment Methods].

Thank you for your continued business. Should you have any questions, please feel free to contact me directly.

Sincerely, [Your Signature] [Your Typed Name]

Frequently Asked Questions (FAQs)

Q: What is the best way to address a cover letter for invoice submission?

Answer: In my experience, addressing the cover letter directly to the person responsible for payments or the accounts payable department is most effective. 

For instance, I often start with “Dear [Name of the Accounts Manager]” or “To the Accounts Payable Department.” This ensures that the letter gets to the right person or team, speeding up the payment process.

Q: Should I include payment terms in the cover letter for invoice submission?

Answer: Yes, definitely. Including payment terms in the cover letter clarifies expectations right away. I usually state terms like “Net 30 days” and highlight any early payment discounts or late payment penalties. 

This tactic has helped me manage cash flow better and avoid confusion or delays in payment.

Q: How detailed should my cover letter be when submitting an invoice?

Answer: A cover letter should be concise yet informative. In my approach, I provide a brief overview of the services or products billed, reference the attached invoice for detailed information, and thank the client for their business. This balance of brevity and detail maintains professionalism and clarity.

Q: Is it necessary to mention the invoice number in the cover letter?

Answer: Absolutely. Mentioning the invoice number in the cover letter helps in tracking and referencing the specific transaction. I always include a line like, “Please find attached Invoice #12345 for services rendered.” 

This has significantly reduced confusion and improved the efficiency of the payment process in my dealings.

Q: Can I use a standard template for all my invoice submission cover letters?

Answer: While a standard template can be a starting point, I find that personalizing each cover letter slightly, based on the client and the project, adds a touch of professionalism and care. A template helps maintain consistency, but personalization strengthens business relationships.

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Fantastic post! The tips on structuring and personalizing a cover letter for invoice submission are both practical and easy to implement

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How to Write and Send Invoice Emails — Invoice Email Template

Payday is one of the best parts of completing a project. If you have done some client work recently and wrapped up the project, you probably need to invoice your client to get paid.

Nonetheless, a lot of freelancers and small businesses are afraid that they will not receive payment for their work and end up being left unpaid. Even late payments can be a major pain when managing your cash flow.

The best way to avoid this is by following some simple but important steps when communicating with your client about invoice matters. Therefore, it’s wise to have an invoice email template for your invoices that is straightforward and easy to understand.

In this article we share with you tips and advice that you can use when sending an invoice email. We will also share a readily-usable invoice email template that will make it easier for you to get paid!

In this article . . .

• Why use an invoice email template?
• How do I create an invoice email template?
• What do you write in invoice emails?
• Example invoice email template
• How to write a cover letter for an invoice
• How do I send an invoice through email?
• How do I write a formal invoice?
• Automating invoice emails with invoicing software

Why Use an Invoice Email Template?

The quick answer is that email templates save you time: with a template, you wouldn’t have to type the message every time you have to write an invoice email to a client.

This is especially useful for companies with varied products or services, so they know which information is needed in the message and how it should be formatted.

A template is also a useful tool if you’re sending an invoice to multiple clients, as it ensures that the messages are consistent.

Another benefit of using templates for your invoices is that they can be personalized for each client by inserting their name and other relevant information into placeholders in advance.

How Do I Create an Invoice Email Template?

One of the most important things to consider when creating an email template is that it is relevant and personalized to your business or work. It should reflect not only the type of work you do, but also the type of relationship that you have with your clients.

However, your email template should also be generic enough that it can be applied to most or all of your clients, allowing you to simply make quick changes when necessary before sending it off.

Once you’re ready to draft your email, you can follow the below steps to create the perfect template for you to send to your clients. It can be a hassle to make invoices from scratch, so having a generic example can make the process much faster.

Keep Your Invoice Email Professional and Simple

Business owners often have trouble with writing their invoice emails. They worry about how formal they should be, or what should go into the letter.

The goal of an invoice email is to get paid, but you want your client to be more willing than just getting their money. You also want them to feel respected for the business transaction that they have made with you.

If you want to make sure that your email message is not ignored, it’s important for said mail to be professional. Keep the language simple but precise: avoid using too many abbreviations, complex words, or jargon only a company insider would understand.

The purpose of an invoice email is simply to send the invoice to your client: it doesn’t need to contain much other information. For the sake of your own time as well as your client’s, all you need to include is a brief message thanking them for their business, and outlining that you have attached an invoice for your work. If you want to get paid on time, it helps to use an email that is short and to the point.

Have a Descriptive Subject Line

We recommend that you include the most important information in the email subject line itself. The subject line should be unambiguous: the client should know that you are invoicing them, when they see your message’s subject line in the list of emails in their inbox. Otherwise, they might not even realize that you have sent an invoice, thus inadvertently delaying your payment.

We recommend you include the invoice number and the due date in the subject line when you write your email. For example:

Invoice [Number] for [Product/Service] Due on [Date]

This way you can make sure that your client knows exactly why you are contacting them, and that it’s time for them to pay you for your services.

What Do You Write in Invoice Emails?

Your message should include a brief description of the work that you have completed for the client. You should indicate whether your charge is per project or time worked.

In addition, you should include your rate, so that the client is clear over how much you are charging. It is also wise to add any other expenses which may not be covered by the client’s payment (such as shipping) so that there are no surprises.

As usual, your invoice letter or email should begin with a greeting. If you haven’t communicated with the recipient for a while, it is customary to include a brief message.

Then, you should inform your client that you are getting in touch to invoice them for the work you have completed, and that you have attached the invoice to this email.

Attach the Invoice

We recommend that you attach your invoice as a file/document instead of including it in the body of the email. PDF is generally best, as it works on all different kinds of devices and operating systems, and you can avoid compatibility issues. If you send the invoice as an attachment, your client can also easily print it out and save it for their records.

Use This Invoice Email Template

If you’re wondering how to write an invoice email, you can try using the following invoice message example:

Subject: Invoice [Number] Due on [Date] Dear [Client], I hope you are well. Please see attached the invoice [number] for [completed project]. The invoice is due by [date]. Please don't hesitate to get in touch if you have any questions or need clarifications. Best regards, [Your name and email signature]

Note that this invoice email message example is brief and clear. There’s no need to include unnecessary details or conversation unless you have a very close relationship with the client and feel that it would be appropriate. This is, of course, at your own discretion.

How to Personalize Your Invoice Email

It’s recommended to personalize your email so that the client doesn’t feel like they have received a generic invoice letter.

When you send your invoices via email, you should include a personalized greeting, so your client knows that you have put some time and effort into reaching out. If you feel that it’s appropriate, you might also want to include a personalized message in the body of the email.

This helps set your business apart from others who are using the same template, and will make your customer feel like they have a more engaged experience with you.

How to Write a Cover Letter for an Invoice

If you have worked on a larger or more complex project for a client, it might be appropriate for you to include a cover letter with your invoices. This invoice letter is an opportunity for you to outline your rates, the work you have performed, as well as breaking down your rate and explaining why you have charged the amount that you have charged.

Your cover letter should include some basic details about who you are and what you provide. Make sure to include your business name or company name in the invoice letter. You should also include a timescale of the project you have worked on, including the start and end dates.

Then, you should break down each task you completed as part of the project and how much you are charging for this. If you charge per hour or day, then include this as part of the breakdown as well.

How to Write a Past Due Invoice Email

If your client has not missed the due date of an invoice, you may need to contact them again to  follow up on the payment . It can feel awkward to contact a client repeatedly over the same issue, but you need to get paid for the work you have performed for them.

Be Polite But Firm in Your Invoice Message

Chasing payments  is unfortunately a common grievance when working as a freelancer. Your client may have an explanation for why they have been unable to pay you before the due date.

Nonetheless, you shouldn’t let them avoid paying for your work. Make sure that your email is polite but firm. If this is the first instance that you’re contacting your client to follow up with them, there’s no need to be overly personal.

You can use the following email example to follow up on a late payment:

Subject: Re: Invoice [Number] Due on [Date] Hi [name], I hope that you have been well. I just wanted to check in with you about the invoice we sent last week for [product or service]. Let me know if there is anything else I can do to help get this paid ASAP. Thank you! Best, [your name]

As you can see above, when following up on a late payment, it’s important to provide the invoice number and the date that it is due by.

How Do I Send an Invoice Through Email?

If you’re going to send an invoice via email, it's best to include it as an attachment. You can also use an  invoicing software  to generate invoices, as this makes the process easier (hint: we make an excellent one).

Also, you can use an email to send a link to an invoice that you have generated through services like PayPal. Many such payment gateways support basic invoice generation.

When you send the email with the invoice attached, make sure to include the relevant information in the document, like the name of your business, the amount you are charging, and the invoice number.

It is a good idea to include your business name and address in the email header or signature block, to make sure that it is clear you are sending an invoice as opposed to other types of emails.

How Do I Write a Formal Invoice?

As we have explained in our detailed article on  how to write an invoice , it is important that your invoice includes all information required for your client to process the payment. thus, good invoice templates contain the following details.

Key Elements of an Invoice Template

• Your business details (name, logo, contact information)
• Invoice number
• Full name and contact details of the customer
• Invoice date
• Itemized list of services/products along with the breakdown of rates and prices
• Additional details such as terms and conditions and payment methods

A good invoice template should allow you to break down each product or service into an item, and then outline how much you charge for each item. This is the clearest way for your client to see how much you charge, and why.

When it’s time for them to pay you, itemizing your services also makes it much easier for the client to know how much they owe. If you fail to do so, you may find that certain clients try to dispute the amount that you have charged, and this causes unnecessary delays.

Unfortunately, payment delays are often part of freelancing, but if you break down the information as clearly as you can, then you limit the chance of this happening as much as is reasonably possible.

Automating Invoice Emails with Hiveage

Tools like Hiveage helps you automate the process of creating invoices and emailing them to your clients. This makes the process very straightforward and significantly reduces the hassle for you.

By using software to automate your invoicing, you can limit the amount of energy you need to spend on admin work and creating documents and focus instead on actual work.

By automating your invoice email process, you can also ensure that they all meet the same standard, and always include relevant information. You don’t need to worry about accidentally leaving out vital details, such as a unique number for the invoice, or payment instructions.

With Hiveage, you also have the option of having a PDF copy of your invoice attached to the email message. A reliable invoicing process set up this way with the right tools will ensure that your small business finances remain healthy.

To recap, the key benefits of automating your invoicing are that you can:

• Reduce the number of mistakes and typos in your invoices
• Add new features to invoice emails, such as additional payment methods or even an automated reorder system.

Depending on what kind of business model you have, it’s important that you choose software which caters to your specific requirements. In the case of Hiveage, our main customers are freelancers and small businesses, and the service is optimized for making their lives easy.

In Conclusion: Elements of a Good Invoice Email

The invoice email is one of the most important components to your business operation. If not done correctly, it can confuse and frustrate clients who may have difficulty understanding what you are asking for or how they should respond to a request for payment. A good invoice email includes a number of elements, including:

• The invoice number
• Payment instructions that are clear and easy to follow
• A brief overview of deliverables or products sold
• Notice when payments are past due with an offer for how you will handle overdue balances.

A well-written email is the first step in establishing a good relationship with your client, and getting paid on time. Use our invoice email templates, or better yet, use our simple and powerful online invoicing software, to make sure you don’t lose out on payments!

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I’ve been using Hiveage’s predecessor Curdbee for years, and Hiveage improves on Curdbee in every way . The interface is polished, fast, fluid and intuitive, and the amount of features available are pretty amazing. It will be my project management software for the foreseeable future, and the only one I recommend to clients and colleagues. Jesse Couch Creative Director & Front-End Developer, www.designcouch.com

Between Curdbee & their new version, Hiveage, I’ve brought in more than $310,000 than I would otherwise not have . If I ever need to send an invoice, I know it’s gonna work, and I know they’re gonna get it, and I’ll know when they’ve seen it and paid or not paid it. At least if everything else gets hard, I know I’ve got a system there that’ll let me get paid. Micah Rich Creative Director and Owner, www.weareagoodcompany.com

Since switching to Hiveage my productivity has soared . The intuitive interface allows me to quickly send invoices on the go as well as offering outstanding reporting tools - I love it! Shaun Preece Creative Director & Entrepreneur, www.shaunpreece.com

With Hiveage I’m able to spend more time on the tasks that will actually grow my business without getting bogged down by non-billable administrative activities. Chad Cox www.buzzrocketmedia.com

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Invoice Cover Letter Template

The invoice cover letter  is placed on top of an invoice or as the first (1st) page to introduce the billing party or to add context to the breakdown of the bill. The letter should describe the details of the invoice as well as show appreciation for the customer’s business and when the payment is due. Depending on how personal the billing party would like to make the letter, it can be signed on the bottom or printed along with the company’s letterhead or logo.

Select Currency

Thousand seperator, send invoice, how to make in adobe pdf and microsoft word (.docx).

Download : Adobe PDF , Microsoft Word (.docx)

1 – Gain Access To The Invoice Cover Letter

Obtain a copy of this letter from the “Adobe PDF” button on this page when it is time to Invoice a Client or Customer. This letter should be filled out then sent with the Invoice you are mailing.

2 – This Letter’s Headings Should Be Satisfied With Information

3 – Identify The Paperwork This Letter Is Concerned With

4 – Include A Valid Point Of Contact

5 – Close This Letter With The Sender’s Identity

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How to write an invoice letter: a small business guide.

Small businesses need to be paid on time to maintain cash flow . It’s important to find ways to get paid faster. Entrepreneur recommends being clear about payment schedules and costs from the beginning. Good communication sets client expectations and helps get payments to you faster.

One way to do this is to include a winning invoice letter with your invoice. A good invoice letter sets a professional but friendly tone that establishes when payment is due and who to address with any questions.

The format of an invoice letter should be that of a standard business letter. In this article, we’ll walk you through the steps to write one.

Need an invoice template? FreshBooks has free downloadable invoice templates for small businesses to make invoicing even easier.

In this article, we’ll cover:

• What is an Invoice Letter?

How to Write a Invoice Letter

The timing and conditions for sending invoice letters, how to avoid late payments, what is an invoice letter.

An invoice letter or payment details letter is a financial letter stating the details of an invoice meant to encourage a client to pay. Invoice letters are sent with an invoice to explain the payment details and ask the recipient to complete the transaction within a clearly stated timeframe. Invoice letters are a popular communication used by many companies of all sizes in a wide range of situations.

Some companies choose to only send an invoice letter when a payment deadline is passed, while other companies always include the invoice letter to provide direct and upfront communication.

Take the frustration and extra work of your invoicing work. FreshBooks offers a variety of invoicing software , information,templates, and services to give you the confidence and tools you need.

Click here to get started.

1. Get a Template

To write an invoice letter for payment, you can use a blank document. Or you can download a business invoice letter template. MS Office has a simple free template for invoice letters you can download for Word. Invoice letter templates make creating invoice letters quick and easy.

Open whatever word processing software you prefer and open either your invoice letter template or create a new blank document.

FreshBooks offers a wide range of free invoice templates designed to take the guesswork out of billing and collections. Browse our selection and find the right templates for your needs to save time and energy.

2. Insert Your Address

Skip this step by printing your invoice on company letterhead or if you’ve plugged your address into an invoice letter template.

If you don’t have a letterhead, write your name or company name and your full address (street address, city, state, and zip code) at the top of the invoice letter. Align the text to the left.

Standard address format:

Street Address

City State Zip Code

For example:

Jenna Michaels

Hollywood Groomers

64 Sunnyside Road Ste 400

Beverly Hills CA 90201

This convention follows U.S. Postal Service guidelines . Please note there are no punctuation and one space between each word or number, except where there are two spaces between the state and zip code.

3. Add the Date

Add either the date the invoice was written or completed if you wrote the letter over a period of several days.

Use the American date format: month, day, year.

• For example, January 1, 2020.

Write the date one line below your address. If your address is left justified, the date should also be on the left. If you’re using letterhead, center the date, says the Purdue University Online Writing Lab .

4. Include the Recipient’s Address

Add the recipient’s address to the invoice letter below the date. Include the recipient’s name, title, company, and address. Make sure you include the street address, city, state, and zip code. It should be left justified and one line below the date.

It’s best to include a specific name here. Entrepreneur recommends that you double-check to whom you’re supposed to send your invoice. Doing this is especially critical at larger companies where you may need to send your invoice and invoice letter directly to the finance department or a third party hired to handle payments.

Contact your client to discuss who will be making the payment, who your invoice letter should be addressed to, and who, if anyone, you should copy on the invoice. Address the invoice letter to the primary person making the payment.

Personal Titles

When adding a contact name, you may wonder what title to use. Standard personal titles are Mr., Ms., Mrs., and Dr.

Women can be addressed as Miss, Mrs., or Ms. When in doubt, use Ms.

5. Add a Salutation

Now it’s time to open the invoice letter. Use the same name and personal title as included in the recipient’s address. Include a salutation under the recipient’s address.

If you know the recipient well, you can use their first name only. If not, use their title and last name. Add a colon at the end.

• Dear Ms. Smith:

Not sure of the recipient’s gender? It’s okay to include their full name instead, such as:

• Dear Anne Smith:

6. Write the Body of the Letter

Single-space your letter and left justify your paragraphs. You don’t need to use a first-line indent. Include a blank line between each paragraph.

In terms of the content, the writing should be as clear and concise as possible, with a direct focus on the payment details.

First, include a friendly opening. Here’s a sample:

• I hope that you’re well.

Then, get right to the point:

• Please find attached invoice [number] for [project name].
• Your order of [order details] has been shipped. Please find attached an invoice for these items.
• Please find attached an invoice for [insert amount].

Now add some payment details, such as:

• A reminder of my payment terms : payment is due on January 20, 2020. There’s a 5 percent discount if you submit payment in 15 days.
• Please send payment via check or direct deposit.
• Please note in our payment details we charge a late fee of 5 percent per week.

It’s best to list the right contact in case they have any questions:

• If you have any questions about your invoice, please contact [name] at [contact details].
• I’ll be back in the office next week if you have any questions or concerns.
• For project matters, please contact [name] at [contact details]. For billing concerns, please contact [name] at [contact details].

Now add a friendly line:

• Thank you for your business.
• It’s been a pleasure working with you.
• I look forward to continuing to work with you in the future.
• Please let me know if we can help you again in any way.
• We appreciate the opportunity to do business with you.

And finally:

• Please confirm that this invoice has been received.

7. Write the Closing

The closing of a winning invoice letter is one line after the last line of the body. Only the first word should be capitalized, and a comma should be added at the end. If a signature is being added, include four blank lines between the sign-off and your name.

8. Mention Attachments

Attachments, in this case, your invoice, are also called enclosures. Write “Enclosures” four lines below your closing. You can either simply add the number of attachments or list them by name.

• Enclosures: 3
• Enclosures: Invoice 001, Preliminary Drawings, 3D Model

Your invoice letter is now almost ready to go. Before sending it, be sure to proofread it thoroughly for spelling or grammar mistakes.

The timing and conditions for sending an invoice letter depend entirely on the reason it’s being sent. Some of the most common reasons for sending an invoice letter are:

Advance Payments

If your company expects an advance payment prior to services being completed, it’s a great time to send an invoice letter. A well-written letter clearly states the terms of the expectations surrounding a preliminary payment and minimizes financial risk . Companies often use advance payments for large orders or projects that require substantial upfront costs.

On Purchase

As soon as a customer purchases services or products from your company, you can send an invoice accompanied by a sales invoice letter. Invoice letters sent with initial invoices can induce quick payment, avoiding a complicated collection process down the line.

Project Milestones

If you’re working with a client who has contracted your company long-term, payments are typically made in installments or when certain milestones are achieved. Including an invoice letter with project-based invoices is a perfect opportunity to update the client on progress and maintain cash flow.

Late Payments

Invoice letters help address the uncomfortable process of requesting payments when a deadline has passed. When a client delays payment or refuses to pay, a professionally-written invoice letter to the recipient address reminds the client of the payment terms and creates a solid paper trail of communication.

Invoice letters written for late payments often mention the potential legal consequences of not honoring the payment in an effort to portray the importance of the payment collection.

There are many ways to set the groundwork for avoiding late payments from the start of a client relationship. A clear and direct communication of payment expectations is the best place to start, including a detailed, proper invoice letter. Other methods for avoiding late payments include the following:

• Include a clear credit policy on all bills, invoices, and statements that communicates the payment terms and consequences of late payments.
• Make the payment process as easy as possible by providing multiple payment options and digital access to payment portals.
• Offer discounts for early payment to prompt clients into paying prior to the invoice due date.
• Create a staggered payment plan as long as it does not negatively impact your ability to provide the agreed-upon services or products. Many people are more likely to pay smaller amounts over an extended period of time rather than a large amount all at once.
• Create a reminder and follow-up schedule and stick to it for every transaction with all clients. Make sure each communication is polite and friendly while maintaining a direct message about the policies and terms of your payment agreements.

Creating professional invoice letters or payment detail letters is a great way to make payment details clear and concise for clients. With the added bonus of encouraging clients to pay their invoices ahead of their due date or on time, there’s a crucial step in payment processing for your small business. When creating your invoice letters, follow the guidelines, tips, and tricks in this article and elevate your client communication. Keep your language clear, direct, and friendly and you’ll make lasting client relationships without payment hassle or confusion.

People also ask:

How to Write a Cover Letter for an Invoice?

How to write an invoice email.

• What is the Purpose of an Invoice?

Is an invoice a legal document?

What are the rules of invoice.

A cover letter for an invoice is essentially an invoice letter. Follow the steps above to write a professional business invoice letter.

Here are some additional tips for writing a cover letter, according to the University of Wisconsin-Madison :

• It should be one page only
• Tailor your cover letter to the client. Address specific project details and timelines. Mention any further invoices to come.
• Avoid jargon. Use active voice and short sentences. Be clear. Convey respect for the client and use professionalism.
• Focus on the aim of your letter: to get paid. Include the reason for the invoice and the total due in the first paragraph of the body of the letter. Always include contact information so a client can address any concerns about the invoice immediately.
• Each paragraph of the body should be focused on a single point
• Proofread your work. Ask a trusted colleague or friend to do this.

Here’s how to write an email with an invoice attached. Emails are often much less formal than business letters, but they should still be professional and well-written.

Here’s an example:

Hi [insert client name],

Please find attached an invoice for [insert project name].

Thanks for your business. If you have any questions about your invoice, please contact [name] at [contact details].

[insert your name]

What is the purpose of an invoice?

An invoice is an itemized commercial document that records the products or services delivered to a customer, the total amount due, and the preferred payment method. It’s purpose is to communicate payment expectations is a clear and direct way to avoid hassle or confusion at the time of payment.

No. An invoice is no a legal document on its own. While invoicing is an important accounting practice for your business, invoices do not serve as a legally binding document between the business and its client.

Invoices needs to include the business name and address, the client name and address, a unique invoice number, the date the invoice was created, and the payment terms and due date. They also need a description of services rendered or products delivered.

Jami Gong, MPAcc, CPA

About the author

Jami Gong is a Chartered Professional Account and Financial System Consultant. She holds a Masters Degree in Professional Accounting from the University of New South Wales. Her areas of expertise include accounting system and enterprise resource planning implementations, as well as accounting business process improvement and workflow design. Jami has collaborated with clients large and small in the technology, financial, and post-secondary fields.

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How to write an email with invoice attached – Example template included

After wrapping up a project, the next logical step is to send your customer an invoice email. Knowing how to write an email with invoice attached helps you get paid on time. That’s where a well-written invoice letter comes in handy.

In this article, we’ll explain need-to-know tips to help you can learn: 

• How to write an email with invoice attached.
• What to include in your invoice emails, with example templates.
• Ways to increase your chances of getting paid.

What is an invoice email?

Email invoices reflect the amount a customer owes a business for their services rendered. It is helpful for accuracy in: 

• Accounting.
• Filing taxes.

What to include in invoice emails

An invoice message should specify all the information your customer needs to know to pay you on time. These things include:

• Invoice number.
• Total amount due with the due date (in Net D format).
• Itemized list of goods and services (with corresponding rates).
• Payment terms , including policies for late payments, if applicable.
• Additional payment methods with payment instructions.
• Client name and business information (business name, address, phone number, email address, etc.).

How to write an email with invoice attached

Below are a few tips on how to write an email with invoice attached to get you paid more consistently:

Keep your invoice email professional and simple

Your invoice letter shouldn’t include unnecessary bells and whistles. Focus on providing your customer with the relevant payment details and a brief greeting with a professional tone. At the end, thank the recipient for their business or partnership.

Express each point in as few sentences as possible. The easier your invoice is for your recipient to process, the more successful payments you’ll get.

Have a descriptive subject line

Make sure it’s clear that you’ve sent an invoice in your subject line. Your customer should immediately know why you’re contacting them.

Drawing from our experience, you should also mention the invoice number in the subject line to make it easy to search for later. To give you an idea, here’s an example:

“ Invoice # [ Number ] for [ Project ] Due [Date]”

Consider using an invoice template

If you’re not sure how to write an email with invoice attached, consider using invoice email templates to get started. 

Sending an invoice to your customer’s email address shouldn’t take more than a few minutes, so you can quickly update these custom invoice templates with the appropriate details — without making one from scratch every time.

Make sure your invoice includes important details

Make it easy for your customer to pay you by including all the necessary information, such as:

• Your preferred payment method.
• Invoice amount.
• Your policies (i.e., payment terms).

If you have a late fee policy, outline this before you sign your agreement. Most freelancers and small business owners charge an interest rate of 1% to 1.5%, while larger, more established companies might charge 2% or higher.

Include the invoice as an attachment

Instead of including your invoice in the email body, send it as an attachment. Use a PDF attachment that your customer can print or share digitally.

Before sending your invoice

Creating a standardized invoice you can rely on for every customer is difficult. Through our practical knowledge, we recommend ensuring the following before you send your invoices:

• The invoice format is simple enough to scan quickly without missing key information.
• The email recipient is addressed by name.
• Ensure the attached invoice is the correct version.
• Update the recipient on any future changes or announcements.
• Clarify any terms that might be confusing.

How to write a cover letter for an invoice

While business invoice emails are generally straightforward, complex projects might require a more formal cover letter. Including an invoice letter justifies your charges and can set your business up for regular work with a high-paying customer through personalized messaging.

In your invoice letter, enclose details such as:

• Your business background.
• The full scope of your services.
• A breakdown of the project scope and timeline.

How to send invoices through email

When sending an invoice by email, it’s best to attach it as a PDF file for easy sharing and printing. If you don’t want to create invoices manually, you can generate them from templates using accounting software. Software like QuickBooks Online syncs with your existing email providers.

If your primary payment method is through a gateway like PayPal, you can use its basic invoice generation features.

Following up on your invoice email

Sometimes your original invoice becomes an overdue invoice , which leaves you with the task of following up. This can happen for several reasons, such as your monthly invoice ending up in your customer’s spam inbox or getting lost under a slew of other emails.

How to write an email with invoice attached might differ from your initial message when you’re addressing an overdue account. For example, your wording might be a bit more urgent when following up. 

When writing your overdue invoice letter, be polite but firm and concise. There’s no need to clarify why you need to be paid as soon as possible.

If your customer has a history of non-payment, keep track of payments they have yet to settle and present them together. Keep reading for an example template of a professional follow-up email.

Alternate ways to send an invoice

Most businesses send an invoice by email, though there are other methods of sending one. If you use invoice-generating software, you might have the option to send one through the software via an online portal.

Alternatively, you can send your invoice over snail mail, though this may not be the best option if you take online payments.

Download your invoicing email templates for free

Unsure of how to word your payment follow-up email?

Use these free email templates to send invoice follow-ups and payment requests to your clients.

If you don’t see the download form, download template here .

Example templates for invoice email with attachment

Email invoice template.

Now that you know how to write an email with invoice attached, you’re ready to put the body of your email together.

Address the recipient professionally and courteously. Clearly state the purpose of the email and attach the invoice as a PDF file to the email. Describe any attachments other than the invoice if there are any.

Also, be sure to: 

• Mention the invoice number.
• Specify the payment due date.
• Include payment methods and instructions. 
• Encourage prompt payment to avoid late fees. 

At the end, express gratitude for their business and provide contact information for any questions or concerns.

Below is a template for how to write an email with invoice attached separately.

For example:

Email Subject: Invoice # [ Number ] Due [Date]

Dear [ Customer Name ],

I hope this message finds you well. Please find your invoice #12345, due on [Date]. You can pay it by clicking the link in the invoice attachment . Your prompt payment is appreciated.

If you have any questions, please reach out to me at the email or phone number listed below.

Thank you for your continued business .

[Your Name ]

[Your Company Name ]

[Contact Details ]

Follow-up invoice email template

Based on our past experiences, you should send a follow-up if you don’t receive a response within a certain timeframe. When you send this is flexible, and could be anywhere from a week from sending out the first email to three business days before the payment deadline.

With politeness and clarity, reference the original invoice date and gently remind the customer of the pending payment. This acknowledgment request is often all it takes to prompt a customer into paying their invoice on time.

I hope you have been well. This invoice notification email is to remind you that you have an outstanding balance of [ Amount ] that is due on [Date]. For easy reference, I have re-attached the invoice .

A late fee of [ Money Amount ] will be charged if payment is not made by the due date of [Date]. To avoid this late fee, please make the payment on time .

Please let me know if you have any questions or concerns, and I wish you all the best.

Overdue invoice email template

When an invoice is overdue, use language that is firm, but professional. Highlight the overdue status and request immediate attention. Reiterate the importance of timely payment for continued services.

Email Subject: Invoice # [ Number ] Past Due [Date]

I would like to notify you about invoice #12345. As the payment due date was [Date], your account is now considered past due. I would like to request your urgent attention to this matter to avoid any service disruptions.

A late fee of [ Money Amount ] will now be applied to your account . Attached is the update d invoice with this fee included. If I do not hear from you by [Future Date], you will unfortunately lose access to our services .

Should you have any questions, please contact me immediately at the phone number or email address listed below.

While there is no perfect template for writing an overdue email , this basic guide helps get you started.

How to avoid unpaid invoices

To minimize the risk of unpaid invoices, outline clear payment terms from the beginning and consider a payment policy that includes late fees . Based on our observations, regular communication and reminders as due dates approach are helpful to your customers.

Offering online payment options that your customers can complete with a few clicks greatly simplifies your payment process and reduces unpaid invoices. This simple but effective strategy is something to keep in mind when considering how to write an email with invoice attached.

Invoice email key takeaways

Learning how to write an email with invoice attached doesn’t need to be complicated. Our findings show that these invoice details help ensure you get paid on time and win your customers’ future business:

• Keep your introduction and email body content simple and short.
• Summarize the services or products provided.
• Explain any discrepancies or adjustments made and highlight any important details or changes.
• Notify the recipient of any upcoming promotions or discounts.
• Remind the recipient of any past due amounts or other follow-up information.
• Don’t forget about proofreading.
• Attach invoice file documents as PDFs.

If you’re working with not just one person, but several people involved in a project (ie., a married couple), don’t forget to leverage email forwarding and CC to all relevant parties.

Some customers may request a confirmation of receipt after they send their payment. If you’re a QuickBooks user, you can automate this process by integrating with Method to save yourself time.

Method also keeps an updated list of your customers’ purchases that syncs with QuickBooks. It lets your customers pay their invoices anywhere, any time, using online payment gateways. Not to mention, it adds e-signature capture for estimates to get you paid faster.

Frequently asked questions

How do i create an invoice email template.

Creating an invoice email template involves writing a standard message that can be easily modified for different customers. Based on our firsthand experience, we recommend making a PDF template with your company branding and logo that you can attach to an email.

Save your email template as a draft that you can duplicate for each customer. You can also include your company logo and contact information as part of your email signature to avoid writing it out every time. This strategy saves you a lot of time once you’ve learned how to write an email with invoice attached.

How do I send an invoice through email?

To send an invoice via email, attach the invoice document (PDF format is recommended) to an email message.

Ensure the email subject line is clear. For example, it might say, “Invoice #12345 from [Your Company]”. Include a brief message outlining the invoice details. You can follow one of our examples described above.

How to write a past due invoice email?

A past-due invoice email should be firm yet professional. It should:

• Remind your customer of the past due status.
• Reference the specific invoice.
• Request immediate payment.

It’s helpful to mention any potential consequences of continued non-payment, such as late fees or service cancellation, while still offering assistance if they are encountering issues.

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How to Write An Invoice Letter for Small Businesses?

• Last Updated: March 7, 2024

Streamlined cash flow is what keeps the small businesses going. They need to be paid as soon as possible to maintain the fluidity of the cash within the business.

Entrepreneurs suggest transparency about costs and payment schedules right from the beginning of the transaction. Excellent communication gives you a vivid idea of what the client wants and gets you paid faster. An excellent way is to include a winning invoice letter with your electronic invoicing.

A proper invoice letter gives you the edge with a professional and yet, friendly tone that shows when payment is due and who to talk to when they have any questions.

An invoice letter should be in the same format as a standard business letter. In this guide, we will show you the different steps involved in writing one.

Table of Content

What is an Invoice Letter?

What is a payment letter, how to write an invoice letter, sample of invoice letter, what is the best time for sending an invoice letter, things to be consider while writing an effective invoice letter, how to avoid late payments.

An invoice letter is a financial document sent alongside an invoice. This document clarifies the payment details and politely requests a timely payment from the client. It’s essentially a cover letter for the invoice, highlighting key information and fostering positive communication.

An invoice letter typically includes the following elements:

• Header information
• Invoice details
• Payment instructions
• Terms of non-payment
• Contact information
• Thanking gesture

Several companies sent the invoice letter and emailed clients under numerous conditions. The invoice letter should be professional and well-drafted.

A payment letter also called a proof of payment letter, is a formal document detailing a specific financial transaction. It acts as written confirmation of a sent payment, typically accompanying a check. The letter clarifies who made the payment, to whom it was sent, and for what purpose. 

By keeping a record of this information, both parties have a clear reference point for their records and future reference.

The invoice number and payment date were also provided. The bank may occasionally provide it to a customer to reassure them that the payment will be completed by a specific date. To formalize loan repayment agreements, lenders and borrowers may exchange payment letters.

To write an invoice letter effectively, you must include the key details of the transaction with precision and professionalism. Clearly stating the purpose and providing the necessary context is important. Do not forget to establish a professional tone that reflects the importance of communication.

Here are 8 essential steps to write an invoice letter:

1. Get a Template

2. insert your address, 3. add the date.

4. Include the Recipient’s Address

5. Add a Salutation

6. write the body of the letter, 7. write the closing, 8. mention attachments.

A blank document or template is the easiest and most effective way to write an invoice letter. You can find plenty of business templates for invoice letters online.

All you have to do is open your preferred word processing software and create a new blank document or open your template to continue.

Any business is incomplete without its address; a company’s address also reflects its identity.

If your company doesn’t have a letterhead, write your business name, and your full contact information at the left top corner of the letter, here is the format you will require.

• Standard address format:
• Street Address
• City  Zip Code

For example:

• Justin Beaver
• Hollywood Groomers
• 64 Allen Avenue Road Ste 400
• Beverly Hills NY 90201

There is no space for punctuation between every number or word, except for the parts with two spaces between the zip code and the state.

You can follow your city or state guidelines to make a good impact on your business

Like address, it is important to add a date in your invoice letter. You can add the date on which the invoice was written, the completion date, and the date it was completed.

For instance, if we use the American date format which is; month, day, year, April 1, 2020, will be your date.

Add the date on a line below the address. If your address is tilted to the left, the date should be on the left side of the letter. If you’re using a letterhead, put the date at the center, according to the Purdue University Online Writing Lab.

4. Include the Recipient Address

Add the address of the recipient below the date and include the customer’s name, company logo, title, and mail details. Don’t forget to include the zip code, state, city, and accurate mail details. It should be a line below the date and is always left justified.

It is also very advisable to include a specific name at this point. Most entrepreneurs suggest that you always double-check the receiver’s postal details of your invoice templates. This is especially very important in large companies where you might have to send sales invoices straight to the accounting department or a third party that primarily handles part payments or transactions.

Talk to your customers about the terms and conditions of the payment details, who to copy on the sales invoice, and, most importantly, the person to whom the invoice letter templates will be addressed. It is advised to add accurate postal details to the sales invoice cover letter so that it directly reaches the particular person making the payments.

You might also start to wonder about the best type of title to use when adding contact details. You can use standard personal titles like Dr., Mrs., Ms., or Mr.

You can use Ms., Mrs, or Miss, for women. If you are not certain, use Ms.

The next step is to open the letters. Use the same personal title used in the recipients’ communications. You can add a salutation under the recipients’ address for your sales invoice.

If you’re well acquainted with the recipients, you can use their first name alone. If you’re not, add their last name and personal title. Include a colon at the end. For example:

Dear Chloe:

Dear Ms. Brown:

If you’re not sure of the recipient’s gender, you can use their full initial instead, such as;

Dear Chloe Brown:

Left justify your paragraphs and single space your letters. You don’t have to include the first-line indent. You can choose to add a blank space within every paragraph. When it comes to content, your writing should be as concise and transparent as possible with a short description of products or services. The first thing is to include a friendly opening, for example, I hope you’re good.

Then move straight to the point:

Please find attached the invoice number for [project name].

Your order for services or products has been shipped. An invoice template has been attached for these items.

• Please find attached an invoice for the provided e-commerce services which is [due amount]

You can now add some payment details or payment terms like:

• This is a reminder of my payment terms: Your payment is due on January 20, 2020. You’ll get a 10% discount if you submit payment within 15 days, thank you.
• Payment can be sent via direct deposit or check
• A late fee of 5 percent is incurred every week
• If you have any questions about the invoice or bill, please contact us at [the contact details].

If you need to talk about projects:

• I’ll be available next week if you have any further concerns or inquiries.
• If you want to talk about projects
• I’ll arrive in the office next week if you have any inquiries

Add a friendly line:

It’s been an honor working with your business

• I look forward to working with you in the future
• If you need anything, just call me
• How can we help you again in any way?
• Thank you for your business

And finally:

Confirm that the invoice or bill has been received.

The closing should be a line after the last line of the letter template. The first word must be capitalized, and a comma should be added to the end. If you’re adding a signature in the letter template, put a blank line between your company name and then sign off.For example:

Michael Jackson

Attachments are also known as enclosures in this case. Enclosures should be written four lines below the closing. You can either add various attachments from the platform or list them by contact name.

Enclosures: 3

Enclosures: 3D Model, Preliminary Drawings, Invoice 001

Your invoice letter format is almost ready to go. Before you send it, make sure you have proofread it thoroughly for grammar and spelling mistakes.

If you don’t want to remember everything, use InvoiceOwl’s free invoice generator . It sends your invoice with an auto-generated personalized invoice letter every time.

This is how to write an email and attach the invoice templates to it. Emails are, most of the time, less formal than professional business communications letters which you can choose through the browser. Nevertheless, they should also be well-written and professional.

For example: Hi [insert client name] ,

Please find attached an invoice for [insert name of the project client has assigned] .

Thanks for your business. If there is any question regarding your invoice, contact [name] at [contact details] .

[your name]

Date- 2nd April 2022

Client’s Name: Jane Smith Client’s Address- 452 5th Avenue, New York, NY-10018.

Subject : Late payment of invoice no 150

Dear Jane Smith,

Hope you are doing well. I am writing this letter to inform you about the late payment of invoice no.150 which was due on 2nd March 2022. Please note due to that, we have charged a late fee of $200 per day after the due date is crossed.

If you have any queries, please contact our team; we are happy to solve your queries.

[Yours sincerely],

Sending an invoice letter is not enough, the timing and condition of sending an invoice letter also matter. Sending invoice letters for irrelevant reasons will spoil your company’s image and relationship with clients.So here are the right intervals for sending an invoice to your clients. Have a look:

1. Advance Payment

One of the reasons an invoice letter is being sent is when the business owner is asking for advance payment along with the invoice. Businesses use invoice letter templates to ask customers to make prior payments.

Companies choose to minimize financial risk like when the amount ordered is huge and business owners don’t want to take on higher risk.

2. Due Payment

Another reason for sending an invoice letter template is when the payment is due. A well-drafted invoice letter is sent to the customers who have delayed payment or refuse to pay after work is done.

It is appropriate and legal to send overdue payment invoice letters.

3. On Purchase

You can send a business letter template to the customer right after immediate purchase. The company can send an invoice letter along with the purchase bill. It is the common timing for sending a letter for bill payment.

It will also keep a clear communication among customers and businesses.

4. During the Project

You can send business invoice letter templates and invoice emails to the customers between the projects. Usually, companies send invoice letters when the contracts of long-term and fixed periods of payment time are determined.

• Avoid jargon. Depict clarity on your invoice. Show respect for clients’ professionalism.
• Don’t forget the aim of your letter: to get paid.
• Make sure you add the purpose of the invoice and don’t forget to include the due date in the first paragraph of the letter’s body.
• Don’t forget to include the contact information in your word too, so the client will easily sort out any concerns about the invoice letter templates as soon as possible.
• The paragraph of the body should be focused on a single point.
• You must proofread your work or ask your colleague to do that for you.

Managing payments in the business is the biggest challenge every business owner faces often. In certain situations, businesses have to tackle late payments; in such situations, they want the money back and do not want to spoil their relationship.

Yes, we agree that it is a big task, but that’s the reason we have come up with solutions. Here are the ways how to avoid late payments:

Also, it will be considered as evidence later if one party changes their payment amount. Therefore, clear communication will help you to avoid late payments.

Moreover, you do not chase payment at the last moment . Being in touch with your clients will help you to have transparent payment terms.

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Jeel Patel is the founder of InvoiceOwl , a top-rated estimating and invoicing software that simplifies the invoicing and estimating processes for contractor businesses. Jeel holds a degree in Business Administration and Management from the University of Toronto, which has provided him with a strong foundation in business principles and practices. With understanding of the challenges faced by contractors, he conducted extensive research and developed a tool to streamline the invoicing and estimating processes for contractors. Read More

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Invoice Cover Letter

Last Updated On February 17, 2020 By Letter Writing Leave a Comment

Invoice cover letter enlists in it a detail of the bill to be paid by the customer against the item he has purchased from a company or a store. In such a cover letter, the modesty of the language is maintained.

The intention of creating an invoice cover letter is to reinform a customer about his due. The ultimate goal is to retain the customer returning.

An invoice cover letter reminds the customer about his transaction, due payment, item name, and complete information about a transaction. Sometimes a customer pays the bill even before an item reaches to him but he requires a copy of an invoice for his reference. So, an invoice cover letter, mentioning a complete detail about the purchase, is required.

The invoices are useful for filing income tax. So, an invoice with all details along with the rate of the item, quantity, and GST must be served to the customers.

So, we are giving some tips to create an invoice cover letter that will surely benefit you. However, if you require more guidelines, you can go through our free invoice cover letter samples.

Invoice Cover Letter Writing Tips

• Mention your store or business name in the cover letter as the billing party.
• Offer him the words of thanks for his purchase
• Give complete information in detail to the customer about his purchase.
• Always try to soften your tone and at the same time convey your intention.
• Persuade him to visit you again.
• Make him assured about his arrears and benefits.

Invoice Cover Letter Template

Our free invoice cover letter will surely help you get started. But for your additional need for enhancing cover letter writing skills, our below-given invoice cover letter template will help you.

Date: (the date on which cover letter is written)

From, _____________ _____________ _______________

Invoice No:_______

To, ________________ ________________

Sub:_________________________________________

Dear _________________,

We are sending this letter to remind you about the payment of invoice number ___________. For an item _________you have purchased from our physical store. The item was purchased with your name dated _________. Please make the payment against the above mentioned invoice to refrain from the late fees or charges.

We care about your orders and you are very valuable for us. According to our business policy, we offer a special discount to our returning customer who pays his due balance and crosses the amount of INR 3,000 in his second purchase. We hope you will like our business offer. Please pay the due balance mentioned in the invoice and take the benefit of our new business policy.

Thanking in advance.

Best Regards, (__________________)

Invoice Cover Letter Sample

Our Invoice cover letter samples are specially designed to give you an immense tactic to write persuasive cover letters. Please have a look at the below-given cover letter samples to guide yourself.

From, Sunrise Biz Sol, Maulana Road, Bhandara, 441611

Dhananjay Rawal, Premnagar, Bhandara, 441614 Date: 20/12/2019

Sub; Invoice Cover Letter

Dear Dhananjay,

In this cover letter, we are attaching an invoice for the recent transaction you made with our store. According to the invoice, the amount of INR 1628/- is due to you. Please pay the bill as soon as you receive this invoice letter to avoid the late fees or extra charges.

In this attached invoice, you will see the complete information of your transaction. If you still have any doubts or complaints, you can visit our store or contact our billing department. We would like to inform you about our ongoing special offer here. We are running a special offer which is of recurring the business with the same customers.

With this module, you have to clear your current balance and we will give you a surprise offer (gift) on your next purchase. But again, you have to do a purchase of a minimum of INR 1628. This offer is only for returning customers. We hope you will like this business offer.

If you have any complaint against the invoice or if you find any discrepancies in the invoice, please do call us.

Thanking You

With best regards, Finance Department, Sunrise Biz Sol

Invoice Cover Letter Email Format

In the online businesses and local businesses also, emailing the invoice is in trend. So, follow the below email format to create a cover letter for emailing an invoice.

Hi Dhananjay,

We hope you are doing well. With this email, we would like to inform you that an unpaid invoice is due to you. Your order for invoice number 391/12 had been successfully fulfilled on 02/12/2019. The amount of INR 1628/- against the same invoice is still due to you.

We request you to make the payment against the invoice we have sent you. An unwanted delay in making the due payment may impose late fees or other extra charges against you. So, please avoid these things by making instant payments. You can make an online payment referencing your invoice number.

Your instant payment will open a door for you of getting a few more exciting offers from us. If you have any questions or any objections, please contact us immediately.

Above mentioned samples of writing invoice cover letter, are the best guidelines for the new people. One can observe how the email template is designed keeping in mind the respect for the customer and yet letting him know about his due payment. In the samples, we have seen how the offers are also provided to lure the customers and increase sales in the business.

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How To Write An Invoice Email: Sample Template And Tips

Snail mail is quickly becoming a thing of the past. Evolving technology allows for convenience in nearly every corner of our lives. From paying bills to purchasing everyday items, you can accomplish nearly anything online. Sending an invoice via email falls into the same category. It’s more convenient for your customers and clients while also streamlining your business processes. In this post, we’ll cover everything you need to know about online invoicing , and we’ll even include an invoice email sample for you to use moving forward.

Advantages of Sending Invoices Via Email

Skip the postal service and save yourself the cost of stamps. When you move to an online platform for invoicing, you save time and money. Invoices are instantly and securely delivered to your customer’s inbox with just one click of a button. But that’s not all.

Here are a few of the perks of sending an invoice via email.

Email invoices are professional and convenient

You want to appear as professional as possible when dealing with clients. An electronic invoice demonstrates that you’re technologically savvy and organized. Plus, software billing tools like PaySimple allow you to easily brand your invoice as a final touch. Whether it’s a logo or a color scheme, it takes your invoice to the next level.

Online invoicing is a convenient way for your customers and clients to find out how much they owe. You can get your invoice to them much faster than you would if you did it by mail. They don’t have to wait to receive it, and when set up, click-to-pay functionality allows them to immediately make a payment .

You have 24/7 access to the status of an invoice

When a paper invoice isn’t paid on time, you start to play a guessing game. Was it lost by the post office? Did your customer accidentally toss it out with junk mail? Did it even reach your customer?

With an online invoice, you don’t have to wait and wonder. From the moment your customer views the invoice, you are in the know. Receive an alert when it’s viewed, paid, nearing the deadline, or overdue.

Automation saves time and money

Many invoice online services, like PaySimple, let you automate your key billing tasks. Create customized recurring billing schedules to send automated invoices at set times. You can also avoid chasing down payments with automatic follow-up emails that remind customers of upcoming deadlines. 

All together, these benefits can help you establish a more reliable cash flow and revenue stream. When billing is seamless and easy, you can focus on running your business. 

What Do You Say In An Email Invoice?

An invoice serves multiple purposes. Not only is it a means to get paid, it also serves as a bookkeeping record for you and your clients. This is why you want to include several important details in your email invoice that will help if you’re ever searching for information down the road.

So, what do you say in an email invoice? Every company’s invoices will differ slightly, but these are some of the essential elements to include in invoices for business :

A – Invoice number: By tagging each invoice with a number, you can stay organized and easily reference that particular invoice. This will allow you to track what has been paid and what is outstanding.

B – Sent date: Always include the date on your invoice. This will help you determine a due date, depending on your policy. For example, if customers have 30 days to pay, you can easily calculate the due date as 30 days after the invoice date.

C & D – Your business name and contact information: Provide details about your business, including mailing address, phone number, and email address to allow your customers to get in contact with you if necessary.

E – Your client or customer’s name and contact information: Likewise, it is standard to include relevant information for the person receiving the invoice. This is also important for bookkeeping purposes.

F – Items and descriptions: This area is where you can list each service or product provided, along with a detailed description.

G – Item quantity, price, and amount: An online invoice template makes this part easy. Plug in the quantity and price of each product or service you provide, and it will automatically calculate the total amount.

H – Subtotal: Like most receipts, invoices will include the subtotal of all charges. This is also a common area to include taxes, if applicable.

I – Total balance due and due date: Your customer usually looks for this first. They need to know how much they owe and when it is due. Make sure this information is prominent and easy to find.

J – Click-to-pay button: An electronic invoice’s click-to-pay functionality is what makes it superior to a paper invoice. Set up a system that allows customers to click directly to a online payment form where they can provide their payment information, review terms and conditions, and simply click “Pay.”

K – Comments: This is where you may include any miscellaneous details, such as late payment terms.

Invoice Email Samples

Now that you know exactly what to include, how should you implement email invoices to customers? Sending a concise message to market your new invoicing process to your customers comes first. Here are some email templates you can use to handle this step.

When you use a tool like PaySimple, you’ll have access to email invoice builder that can be used alongside these email templates; making the process as simple as possible.

PaySimple: Your Go-To Email Invoicing Tool

Bill your clients with ease and get paid faster!

With PaySimple, you can send custom, professional invoices with click-to-pay functionality. Utilize branded templates, recurring invoices, and real-time tracking of every invoice sent and paid. Not sure why you haven’t been paid? You can even see whether or not an invoice has been viewed and set up automated reminders for any clients that tend to be forgetful.

Meanwhile, PaySimple offers a secure online payment portal, allowing you to accept credit, debit, and ACH payments from customers. Your clients will appreciate the ease of use and availability of options. For you, the ability to track your business finances and revenue is a huge advantage.

Stop wasting time and money on postage. Start a free trial to learn why so many small businesses choose PaySimple, and find your first sample email invoice to use today.

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 How to Write an Invoice Email - With Examples & Templates

7 minute read

Key Takeaways

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.

💡 Tip: Haven’t made an invoice yet? Learn how to easily make one in our article on how to make an invoice

What Is an Invoice Email?

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.

What to Include in an Invoice Email

Essential elements in an invoice email include

• Invoice number
• Company name
• Contact detail
• Deliverables overview
• Payment due date
• Payment method and terms 

💡Tip: Find out the safest online payment methods in 2023 to use for your business

How to Write an Invoice Email

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.

Subject Line

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

• The term "invoice" or "payment request" to specify the intention of the email
• The invoice number or reference code for your client to recognize the invoice
• Your business name
• The item or service 
• The due date of the payment (optional)

For example, an effective subject line could be:

• Invoice #1234 for ABC’s web design services due 15 April 2023
• Payment request for ABC’s copywriting project #5678 

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:

• Hi Sarah, we appreciate your trust in our copywriting services. We have finished the work per your specifications and enclosed the invoice for your payment in this email….
• Hello Michael, Thank you for your purchase! Exciting news – your products are set for delivery! I have attached the invoice details to this email…

The body of the invoice email should explain the primary details about the invoice and payment terms, including

• Invoice number or reference code
• Total amount and currency
• Payment terms
• The due date of the payment
• The contact details
• Late payment terms (if any) 

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 [email protected] 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:

• It makes invoices easily accessible and organized for the customer's accounting and bookkeeping. This is especially useful for clients if you are doing a B2B business.
• It creates a clear transaction record.
• It demonstrates professionalism.

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All-in-one platform to create, send, and manage your invoices. Completely free.

The final touch is to close an invoice email courteously and express your hope for future collaboration.

For example, write:

• Thank you for your continued support.
• Thank you for your trust and cooperation. We look forward to working with you again soon!

Followed by your signature, name, or business name.

The Best Practices When Writing an Invoice Email

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.

Use a Professional Voice With Clear Language

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.

Personalized Messages

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:

• Mention specific details project or service that you provided
• Express gratitude for their loyalty if they are a repeat customer or a referral.

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: A plug-in like Grammarly or Hemingway can help with writing quality.

Attachment Format

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.

Invoice Email Templates

Now that we have covered all the elements and good practices let's look at common invoice email templates.

Simple Invoice Email Template

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]

Multiple-item Invoice Email Template

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]

Recurring Invoice Email Template  

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. 

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. 

• If you are using Outlook, follow these guides on sending an email message based on a template and setting up a delay or schedule message . 
• For other email providers without scheduling features, consider integrating with third-party apps, such as Boomerang or Mailbutler.

Encouraging your client to set up automatic payments for recurring bills is also a great strategy.

Invoice Email for Advance Payments Template

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.

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]

Project Milestones Invoice Email Template

A project milestone invoice email is an email sent to notify payment due for the completion of an agreed-upon milestone in a project. 

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] 

Reminder Invoice Email Template

Taken 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.

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]

Pastdue Invoice Email Template

A past due invoice email is an email sent to alert customers when their payment has just passed due and that action is needed. 

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]

Overdue Invoice Email Template

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.

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]

💡 Tip: Read more on how to chase an unpaid invoice .

When to Send an Invoice Email

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. 

Invoice Email Alternatives

Sending invoices to customers by email is a common way to request payment. However, there are faster, easier, and more efficient alternatives, including:

• Accounting SaaS - Accounting software lets you create, send and manage invoices from one place. It often comes with the ability to track payments, send reminders and generate reports.
• Invoice automation - Invoice automation is a process that lets you send invoices automatically based on triggers or schedules. For example, set up automation to invoice monthly or when signing a contract.
• E-invoices - E-invoices are digital invoices sent and received electronically. They follow standard formats and protocols, ensuring compatibility with e-invoice software and each region’s compliance. 

Note: Switching to automated accounts receivable platform can help businesses decrease manual processing by 85% .

Generate Invoices in Minutes 

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.

Try Statrys invoice generator , a free online tool that helps create professional invoices. Customize it with your logo, company information, payment details - and more.

The generator will automatically calculate the amount due and generate a PDF file you can download and send to your client.

And if you're looking for an all-in-one solution to manage invoices, with Statrys Invoicing Software , you can create, send, track, and manage all your invoices in one place.

What is an invoice email?

An invoice email is a request or a reminder for client payment, summarizing the goods delivered.

What are the steps to write an invoice email?

To write an invoice email, you create an invoice for attachment, write a clear subject that includes the invoice number, greet the client, include a summary noting the amount and due date in the content, explain payment options and instructions, and sign off with a thank you.

Is it safe to send invoices via email?

Sending invoices via email is generally safe, provided you use a trustworthy email provider with a strong password,  have antivirus software and a firewall installed on your device, and have carefully verified the recipient's email address. If you're utilizing invoice software integration to send emails, the process remains safe as long as your invoice software is secured and encrypted.

What message should I put on my invoice email?

The message included in your invoice email should clearly communicate all relevant work details and how and when the payment is expected.

In this article

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How to write and send an invoice email with a template.

Home Blog How to Write and Send an Invoice Email with a Template?

In this article, you’ll learn how to write and send an invoice email with a template and save time

Maintaining a steady cash flow while running small businesses or working as a freelancer can get challenging unless you get paid for the project in time, every time. Presently the best and arguably the most reliable method to receive payment after doing the client’s work is sending an invoice via email.

Certainly, Small business owners or freelancers can easily send an invoice via physical mailing service or email. Generally, it is a good idea to send an invoice via mail as it avoids the risk of getting lost or delayed and eliminates the tedious process of tracking receipts.

While writing and sending an invoice for payment might seem daunting for someone just starting, this article will help break down the process and make it seem like a breeze.

What’s in this article?

What is an invoice email.

• How did invoice email change (after covid-19 started)?

Why use the invoice email template?

How to write an invoice email (with an easy to make template), 2 examples of invoice email templates, how to send an invoice email, past due invoice email, forwarding email invoices into quickbooks.

• How to track your invoices automatically? (paragraph about us)

Chiefly an invoice email is an electronically generated mail containing an invoice as an attachment and a cover letter to the client requesting payment. Undoubtedly it ensures that the service providing small business or freelancer receives payment on time.

An invoice email must be concise, descriptive, and informative. Thus, small businesses must use an invoice to limit outstanding payments and ensure a steady cash flow potential. Freelancers who haven’t sent an invoice email should consider looking for freelance work on online job marketplaces like Jooble .

How did invoice email change in 2023 (after covid-19 started)?

Before COVID-19, many influential companies used postal services to send invoices via mail or courier.

However, the thinning of postal services due to the pandemic and lockdowns in several countries has forced the companies to shift to sending an invoice via email to combat the changing situation.

Consequentially, this shift to sending an invoice via email has encouraged many electronic invoicing companies to launch dedicated and automated mailing services. Companies are also offering free initial campaigns to help businesses and service providers send invoices electronically.

While the world may not witness a complete submission to sending an invoice via mail, a significant section of businesses is moving towards e-invoicing as a reliable solution.

Email invoicing has also witnessed a significant change in request payment post-covid-19. In addition to being informative and friendly, the email thread offers space for expression for distress resultant due to covid. The template supports a more personalized format with increased use of words like ‘I’ and ‘we’ to emphasize a share of bond and camaraderie. Service providers have also begun offering support to clients to maintain a steady cash flow for both parties while showing a genuine interest in the client’s operational progress.

Undoubtedly the most significant advantage of using an invoice email template is to save time. Thus email templates eliminate the need to form a mail body every time an invoice has to be sent to a client for payment.

A bill email template also ensures consistency in sending payment requests to communicate with several clients efficiently. It also comes in handy when a business offers various products and services, for it saves time and narrows down the required information for the mail body.

Lastly, invoice email templates offer the liberty to personalize messages according to the clients by editing relevant information like order details and the client’s name in the provided placeholder.

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It is imperative to consider a few points to write a mail for an impeccable template, as below:

1. Subject line

The subject line is the first element of any invoice template that gathers attention, making it one of the most critical factors for the client. Obviously, it is advisable to make the subject line concise, precise, and efficient to get paid for services on time.

Specifically, the subject line must include a few details like the invoice number, project title, and the company or service provider’s name.

An example of the subject line is:

Subject: Invoice #32, “Front-end Developing” from Zemo

2. Appropriate recipient

It is essential to send the templates to all the appropriate recipients involved in the service’s operations to get paid on time. Further, a small business or a freelancer must send the invoice to the corporation and cc the respective department, the person in charge of the project, and the firm’s accounting department.

3. Attach the invoice

Despite being a mundane detail, a service provider must never forget to include the invoice in the invoice template. Likewise, it is best to send the same in a PDF format titled with the project or your respective business’s name.

4. Body of the email

Sending bills without the appropriate cover letter or body of the mail is a blunder that small businesses or freelancers must avoid. Subsequently, this lapse in conduct reflects a business’s unprofessionalism and might get off-putting.

Therefore, the invoice emails’ body must contain all the necessary details regarding the project that inform the client about the invoice issued by you for their business collaboration. It must also emphasize that the client must issue payment for the same at the earliest.

The following templates may be helpful to write by adding information as required by the nature of the job and client.

Subject: Invoice #32, (project name) from ZeMo

Dear (name of the company/point of contact)

I hope you’re safe and well. This mail is to inform you about invoice#32 of the project we’ve completed with your collaboration.

Please find attached invoice for your payment. The amount to be paid is

which is due by

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(full date).

We’d be happy to accept the payment via the link mentioned below or through other payment getaways at your convenience. Please feel free to contact us in case of any questions.

It was a pleasure doing business with you.

(Your name/company name/email address/contact number)

Subject: Invoice#32, (project name), Due on (Date)

Dear (name of the company/business name/point of contact)

I hope this email finds you well. Please find attached invoice #32 for (product or service).

Kindly reach out to us if you have any questions.

Thank you for your business!

(your name/company name/contact information)

While it may seem straightforward at the onset, there are two methods of sending invoice emails to request payment from the clients:

You can send an invoice via email to ensure a safe and quick receipt by the client. Thus, an invoice email contains specific details about the project undertaken in collaboration with the concerned business, the amount due for the job, and a polite request for payment.

2. Online Invoicing

Another method for sending an invoice is to create an invoice online via e-invoicing software and send a secure link generated by the software to the clients via email. Naturally, this is perhaps one of the most convenient invoicing methods where the link contains a “pay now” button that helps initiate the payment.

Thus, invoicing software helps in streamlining the process and offers a variety of invoice templates to select.

Several times payment for the project gets delayed due to internal or external reasons that may disrupt the steady cash flow. It is important to send a payment reminder email for the past due invoice to the client in such situations.

A past due invoice email is sent before the scheduled period comes to a close. Obviously, an email surpassing the payment’s due date reduces the risk of accumulating outstanding invoices and business operation discrepancies.

While forming an invoice email past its due date, make sure that you are firm yet polite in your payment reminder.

You may also use the following example for reference:

Subject: Re: Invoice (number), (project name), Due on (full date)

Hi (company name/point of contact)

I hope you’re safe and well. I wanted to check in with you regarding the payment invoice sent last week by my time for (product or service).

Please find attached a link to initiate payment for the same.

Let me know if there is anything else I can to do help get paid ASAP.

(your name/company name/contact details)

Automation is the key to success in a world where every minute counts and offers the potential to turn more and more profitable in your business. Therefore QuickBooks offers its users to forward email invoices into its software to quickly extract information and create transactions for the user’s perusal.

By forwarding mail invoices into QuickBooks , customers can settle via their payment link and accept payments on credit and debit cards directly. This service also enables a simpler and stress-free record-keeping that helps in maintaining accountancy books with ease.

Forwarding email invoices into QuickBooks also relieves users of the stress of sending messages from time to time. Meanwhile, with their outstanding products and features, a user can schedule invoices to control their steady cash flow.

How to track your invoices automatically?

Naturally, the invoice tracker in QuickBooks is tailored according to customer preferences. However, the invoice list displays overdue invoices on top to save the user’s time and push outstanding payments for immediate address.

Additionally, invoice tracking is easy to navigate from the QuickBooks’ dashboard that displays three categories of invoices – paid, overdue invoices, and open invoices. This also keeps updating according to the status of the invoice once it is listed.

To use QuickBooks to track your invoices:

1. Click on the Status bar of an invoice to expand the section and view the tracker. This will display the status of the invoice.

2. Click the tracker again to exit it.

Unquestionably the mail must contain a cover letter bearing the details of the project and the payment number.

1. Click on Sales (or Invoicing) option in the dashboard.

2. Click on the Invoices tab at the top of the web page.

3. Select the invoice that you need to email.

4. Verify the information and add any necessary details.

5. Select send.

It should include the invoice, project name, invoice number, and preferably a payment link requesting to get paid politely.

1. Click on Sales in the dashboard

2. Select the invoice that you wish to send

3. Click on Email Invoice option.

1. Find the client’s invoice by selecting the Customers option in the dashboard.

2. Click on the concerned customer to see their invoice due.

3. Double click on the invoice to see it and click on Save and Send option.

1. Click on the Account and Settings options in the dashboard

2. On opening a new page, find Editing Contact Info in the Company option.

3. Update email.

1. Go to the invoice tool on your PayPal account

2. You can customize the invoice here and click on Send.

Sending an invoice mail must include the invoice number, project name, company or business’s name, amount due and the due date in the mail body.

You can say “please find attached an invoice for (project name). Please initiate payment via the link attached below or opt for any other payment getaway as per your convenience”.

An invoice email id is an email account that sent invoices or bills to the clients for availing of your services.

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How to Write An Invoice Email With 7 Templates From Experts

Audi Escalona

Last updated November 29, 2023

Every business owner, employee, freelancer, and professional has been there – that moment when you need to ask a client or an employer for payment. Or, you just need to reach out to the finance department with an invoice so that they complete your payment. 

Well, it can be a daunting task, especially if you’re unsure about the right way to frame your request. That’s where invoice emails come in. Invoice emails perfectly blend professionalism and courtesy, making this process smoother for both parties. 

In this article, we will assist you and help you take the uncertainty out of the equation, offering insights on crafting the perfect invoice email. Plus, we’ve included seven templates to ensure you always hit the right note.

Let’s get started.

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What is an invoice email?

An invoice email is an email sent to a client or customer detailing the amount they owe for products or services they’ve purchased. It can also be an email letter you send to your employer or the right department in your company to get them to complete payment. 

Unlike a traditional paper invoice or an electronic invoice attached as a PDF, an invoice email contains the billing details directly within the email body, making it easy for the recipient to view and take action immediately.

The primary aim of an invoice email is to inform the recipient about a pending payment and guide them toward settling it. However, beyond its transactional nature, an invoice email also serves several other purposes:

Official record: It acts as a formal transaction record, aiding in both parties’ accounting and tax processes.

Transparency: It offers clients or companies a clear breakdown of what they're being billed for, ensuring no ambiguities or surprises exist.

Trust building: A well-structured, professionally crafted invoice email reinforces your brand’s credibility and fosters trust in business relationships.

Prompt action: With direct CTAs and easy-to-follow payment instructions, invoice emails can hasten the payment process, improving cash flow for businesses.

Keep in mind that, unlike popular misconceptions, an invoice email is not the same as a quotation email. 

A quotation email provides an estimated price for potential goods or services, presenting a proposal or offer that typically isn’t legally binding, sent before any agreement is reached. It might say, “We propose” or “This quotation is valid until.” 

On the other hand, an invoice email bills a customer or a company for goods or services they’ve already received or agreed to purchase. It’s a legally binding request for payment sent after the delivery of the goods or services. 

It details the exact price due and often contains phrases like “Amount due” or “Invoice number”. In essence, while a quotation gives potential costs, an invoice specifies the actual costs and requests payment.

Invoice email format: Key components of an effective invoice email

Crafting a good invoice email is both an art and a science. You need to nail the structure or format and ensure your message is clear and compelling. 

Now, let’s break down the essential components that should be present in every invoice email:

How to write an invoice email subject line 

Invoice email subject lines are one of the simplest types of email subject lines you’ll ever have to write. You are writing your email to ask for a payment or hasten one, so you don’t have to sweat it. Simply make the subject line about the invoice. 

That’s the best way to grab your recipient’s attention and immediately convey the email’s purpose. Here is an example you can use or emulate:

Example: “Invoice #1234 from [company name] due on [date]”

How to write an invoice email body

Here is how to craft the body of your invoice email.

Professional greeting 

As we always like to say, the first line of your email sets the tone . So, start your invoice email with an appropriate email salutation to get things started. Depending on the recipient, you can choose between “Hello, Hi, and Dear”. 

Note that addressing the recipient by their name, when possible, lends a personal touch and establishes respect.

Detailed invoice information 

This is the core of your email. This section will likely depend on the type of invoice you are writing. 

For example, if you are an employee writing an email invoice to get your monthly payment, you won’t have to break down your work. A couple of sentences reminding/requesting payment for the given period and a bill with instructions to get paid will do just fine.

But if you’re a freelancer or a seller, you’ll have to provide a breakdown of the products or services rendered, their individual costs, and the total amount due. This section should be well-structured, ensuring your client can easily understand each charge.

Here are some elements you may include here:

Description of service/product : A brief, clear description of what you’re charging for.

Date of service/product delivery: This helps the client remember and verify the transaction.

Quantity (if applicable): The number of products or hours of service.

Unit price: The cost per item or service hour.

Total amount due: The overall sum the client owes.

You can look up an email invoice template to learn how to include the right contact details and request payment more effectively.

As you write this, it can also be a great idea to include this information in a spreadsheet table, as it makes it easy for the client to go through everything and complete the payment quickly. 

Payment instructions 

This section answers the question: how do you want to be paid? It is about informing and facilitating the payment. So, what you write here should provide a clear, specific answer to that question to make it as straightforward as possible for the recipient to process the payment. 

So, you can add details about your bank account where you want to get paid or provide a link to an online platform like PayPal or Wise where you’d like to get paid. Or, if they purchased goods or products from your company, you can formulate something as follows: 

“We kindly request you to process this payment via our secure online portal [Link to Portal]. We gladly accept Visa, MasterCard, and PayPal.”

While you’re at it, keep in mind that clear instructions facilitate prompt payment and reduce potential back-and-forth communications. 

How to end an invoice email

Here’s a breakdown of how to end your invoice email professionally and politely:

Polite email closing line

Always express appreciation. Remember, you’re thanking them for the payment and the trust and business relationship. Also, add a sentence that indicates the conversation is still on, whatever they need to ask you to complete the payment, or any other information.

Professional email sign-off

Your sign-off sets the tone for your closing. Opt for a professional yet warm sign-off.

Warm regards,

Kind regards,

Best wishes,

Email signature/Contact information 

An email signature not only offers another chance for the client to reach out with any questions but also reaffirms the professional nature of your communication. Your signature should typically include the following: 

Your full name

Your position or title

Company name

Contact phone number

Email address

(Optional) Company logo or your professional image

(Optional) Links to company website or social profiles

Senior Account Manager, XYZ Solutions

Phone: (123) 456-7890

Email: [email protected]

[Company Logo]

www.xyzsolutions.com | LinkedIn | Twitter

7 invoice email templates to get you started 

Here’s a rundown of seven different types of invoice emails you might find yourself sending and some tips for how to handle each one excellently.

Template 1: Standard invoice email 

The standard invoice email is a straightforward payment request email with an embedded document that provides essential billing details and payment information. 

Here, you should use a subject line that immediately identifies the email as an invoice and includes a due date, making it easy for the client to know what action is needed. Here is a template for this: 

Subject line: Invoice #12345 from [company] - Due [Date]

Dear [client’s first name],

Please find attached the invoice for the services/products provided on [date/duration]. 

[Insert detailed invoice information here]

For your convenience, you can make the payment via [Payment Method Details].

You can find our terms and conditions details at [insert details]. 

Our standard payment terms are 28 days, which means payment is on/due on [insert date]. 

Thank you for your prompt attention.

[Your name]

[Your signature]

Template 2: Past due invoice email 

This type of invoice email is a reminder to the client that a payment is overdue. It needs to be courteous yet firm, maintaining a professional relationship while clearly stating the importance of settling the unpaid bill.

Also, while you need to be firm about the need for payment, avoid sounding aggressive or confrontational, which could harm your business relationship. Here is a template for this: 

Subject line: Past due invoice #12345 from [company]

We noticed that invoice [invoice number for product], issued on [issue date], remains unpaid. 

[insert detailed invoice information here]

We are still yet to receive payment, so kindly review and settle the invoice at your earliest convenience. If there are any issues, please let us know. There is an attached invoice with the number for product service and all relevant details.

[your name]

[your signature]

Template 3: Payment reminder/follow-up invoice email

Sometimes clients need a gentle reminder that a payment is coming up but isn’t overdue yet. This type of email should be friendly and polite, serving as a courtesy to avoid delay payment. Here is an invoice email message for this: 

Subject line: Friendly reminder: Invoice #12345 from [company] is due

Hello [client’s first name],

Just a friendly reminder regarding Invoice #12345, which was issued on [issue date].

We value our partnership and kindly ask you to process this invoice. If you've already made the payment, please accept our thanks!

Template 4: Payment confirmation email 

Upon receiving payment, it's good practice to send a payment confirmation email. This email confirms that the transaction has been completed and often serves to thank the client. Businesses typically automate this type of invoice email.

This is a great opportunity to express gratitude and reinforce a positive working relationship, so be sure to include appreciative language.

Subject line: Payment Received - Thank You!

We’re pleased to inform you that we've received your payment for invoice (number). Thank you!

Your promptness is greatly appreciated. Looking forward to our continued collaboration.

Template 5: Disputed invoice email 

When a client disputes an invoice, this email serves as the formal communication to resolve the issue. It should be professional, open to dialogue, and willing to resolve the dispute amicably.

As you write this, you need to maintain an open and receptive tone, inviting the client to clarify their concerns while reassuring them that your primary aim is to resolve the issue to everyone’s satisfaction. Here is an invoice email message example for this:

Subject line: Discussing your concerns about invoice #12345

We’ve received your feedback regarding invoice #12345. We would like to ensure clarity and satisfaction for our clients.

Please let us know your specific concerns, and we'll address them promptly.

Template 6: Final notice email 

Final notice invoice email is the last step before taking more severe measures for an unpaid invoice. 

Here, you want to sound clear and unequivocal to signify the severity of the situation. But still, remember to provide an avenue for the client to discuss any concerns or difficulties they may have.

Subject line: Final notice: outstanding invoice #12345 from [company]

We’ve made multiple attempts to contact you regarding the unpaid Invoice #12345, dated [issue date].

This is the final reminder. Please process the payment by [final due date] to avoid further actions. If you have concerns, it's crucial to communicate with us immediately.

Template 7: Employee invoice email to the finance department

This is the invoice email template you need if you want to send an invoice email to request your salary. Such emails are internal, so they can be straightforward but still require clarity to ensure the Finance Department has all the information they need.

Subject line: Salary invoice request for [month]

Hey [manager’s first name],

I am submitting my invoice for the period of [start date] to [end date]. 

Employee Details:

- Full Name: [your full name]

- Position: [your position]

- Employee ID: [your employee ID, if applicable]

- Work period: [start date] to [end date]

Invoice Details:

- Total hours worked: [total hours, if applicable]

- Rate: [$XX.XX per hour/day or fixed salary amount]

- Total amount due: [$XXXX.XX]

- Bank/transfer details: [Your bank account details or preferred method of payment]

I have attached any supporting documents necessary for your reference. Please don't hesitate to reach out if you require any additional information or clarifications.

Thank you for your prompt attention to this matter. I kindly request that the salary payment be processed by [preferred date if you have one].

4 best practices for writing good invoice emails

An effective invoice email is not just about stating what’s due but doing so in a manner that respects and values the business relationship. Here are four best practices that elevate the quality and effectiveness of your invoice emails:

Be polite and professional.

Courtesy goes a long way. While the essence of your email is transactional, a friendly and professional tone can make the process feel more collaborative than demanding.

Tip : Avoid using overly aggressive or intimidating language, even if you’re sending a reminder for a late payment. Instead, opt for phrases like "Kindly note," "We would appreciate," or "Please review."

Include your terms and conditions.

Clearly state the terms associated with the invoice. This might include late payment fees, discounts for early payments, or other specifics related to the service or product.

Tip : If your terms and conditions are extensive, consider providing a summary within the email and attaching a detailed document or linking to a web page where the client can review the full terms.

State when and how you want the payment.

Being ambiguous about payment details can lead to unnecessary delays and back-and-forth. Clearly specify the due date and your preferred payment methods.

Tip : Highlight the due date in a way that it stands out. For instance: “Payment Due Date: [Date]”. Plus, if there are multiple payment options, list them so that the client can choose the most convenient one.

Make it easy to complete the payment. 

The simpler the payment process, the quicker you’re likely to get paid. If you’re using an online payment system, include direct links. If you’re expecting a bank transfer, succinctly provide all the necessary details.

Tip : Consider integrating payment portals that allow clients to pay directly from the email with a simple click. Moreover, ensure that the payment portals you use are recognized and trusted to alleviate any security concerns the client might have.

Understanding invoice automation: How to automate your entire invoicing process 

As your business scales and operations grow more complex, manual invoicing can become time-consuming. Automation helps you streamline this process, ensuring that invoices are sent promptly and that no client is overlooked. Here is how you can do it:

Benefits of automation in invoicing

Here are some benefits of automating your invoicing:

Time savings: Manual invoicing can be tedious. Automating the process saves significant time, allowing businesses to focus on other important tasks.

Error reduction: Human errors, such as sending the wrong invoice amount or forgetting to invoice a client, can be minimized.

Consistency: Ensure that every client receives an invoice that adheres to a standard format, boosting your brand’s professionalism.

Timely reminders: Automated systems can send out reminders for unpaid invoices, enhancing the likelihood of prompt payments.

Integrated record-keeping: Most automation tools integrate with accounting software, ensuring that records are updated in real-time.

Popular tools for invoice email automation 

Invoice automation tools offer you invoice automation, time tracking, and other finance-related functionalities. They make it easy for you to automate billing, payment reminders, and payment tracking. Here are some tools you can consider for this:

QuickBooks Online

Zoho Invoice

7 steps to set up automated invoice emails

Here is how to automate your invoice emails.

Step 1: Choose an invoice automation tool based on your business’s size and needs; select a tool that aligns with your requirements.

Step 2: Integrate with your client database. Link your chosen tool to your CRM or client database to ensure seamless data flow.

Step 3: Customize templates: Design invoice email templates that reflect your brand’s voice and aesthetics. Ensure they have placeholders for dynamic data (e.g., client name, amount due).

Step 4: Set triggers: Determine what actions will trigger an invoice. This could be a product purchase, a service completion date, or a specific time of the month for recurring bills.

Step 5: Determine follow-up actions: Decide if you want to send reminders for unpaid invoices. Set intervals (e.g., one week after the due date) and customize the reminder email’s tone and content.

Step 6: Test the automation: Before going live, run tests to ensure invoices are generated correctly, the content is accurate, and reminders work as intended.

Step 7: Monitor and optimize: Regularly review the system to ensure there are no glitches. Based on feedback and payment rates, tweak the content or frequency as needed.

Key takeaways:

Whether you’re sending a standard invoice, a reminder, or even addressing a dispute, the purpose of each invoice email should be crystal clear. This clarity, combined with all the necessary details presented in a structured manner, ensures that the recipient knows exactly what is expected and can act accordingly.

As you know, email templates provide a strong foundation for your invoice emails, but personal touches are crucial. Tailoring your emails to the specific scenario or individual will enhance professionalism and ensure smoother transactions.

Leveraging automation tools not only saves time but also ensures consistency in your invoicing process. By automating your invoice emails, you can minimize human error, enhance efficiency, and maintain a regular invoicing schedule that benefits both parties.

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25 Invoice email Template Samples

Table of Contents

25 invoice email template samples

Sending invoice emails can sometimes be a daunting task for businesses and freelancers alike. How do you strike the right balance between professionalism and friendliness? How can you ensure your emails are clear, and concise, and get the desired response from your clients? In this blog post, we have curated 21 sample emails for sending invoices that will help you streamline your invoicing process and improve your chances of prompt payment.

Tips when emailing for an invoice

When emailing for an invoice, here are some tips to keep in mind:

• Clear and Concise Subject Line: Use a subject line that clearly indicates your purpose for the email, such as “Invoice Request – [Vendor/Project Name]”.
• Professional Tone: Maintain a professional tone throughout the email. Remember to be polite and respectful in your language.
• Provide Relevant Details: Clearly state the purpose of your email and provide any necessary details, such as dates, description of products or services, and any applicable purchase order numbers.
• Be Specific: Clearly communicate what you are requesting and be specific about the information you need on the invoice. This can include itemized costs, discounts, taxes, and any applicable shipping or handling charges.
• Reference Documentation: If applicable, mention any supporting documents or attachments that should be included with the invoice, such as receipts or purchase orders.
• Set Expectations: Communicate any deadlines or timeframes for receiving the invoice, especially if there are payment terms or deadlines in place.
• Contact Information: Include your contact information in the email signature or body of the email, so the vendor can easily reach out to you if they have any questions or need clarification.
• Proofread: Before sending the email, double-check for any errors or typos to ensure clarity and professionalism.
• Follow Up: If you haven’t received a response or the requested invoice within a reasonable timeframe, it is appropriate to send a polite follow-up email to inquire about the status.

By following these tips, you can ensure that your email requesting an invoice is clear, professional, and increases the likelihood of a prompt and accurate response.

25 Invoice Email Template Samples

• Subject: Invoice Request for Services Rendered

Dear [Vendor’s Name],

I hope this email finds you well. We recently received the services you provided to our company and we would like to request an invoice for the work completed.

Could you please send us a detailed invoice indicating the services rendered, the corresponding charges, and any applicable taxes? We require this invoice for our accounting records and to facilitate payment within our agreed-upon terms. If you have any questions or need any additional information, please don’t hesitate to reach out. We appreciate your prompt attention to this matter.

Thank you and best regards,

[Your Name] [Your Company Name] [Contact Information]

• Subject: Urgent Invoice Request for Purchase Order #12345

I hope this email finds you well. We recently received the goods as per our purchase order #12345, and we require an invoice to process the payment promptly. Could you please provide us with an invoice that includes the itemized costs, any applicable discounts, and any relevant shipping or handling charges? Additionally, please ensure that the invoice includes our purchase order number for proper reference. If there are any issues or discrepancies with the order, kindly let us know as soon as possible. We appreciate your cooperation and look forward to receiving the invoice at the earliest convenience.

Thank you and regards,

• Subject: Invoice Request for Contracted Services

I hope this email finds you well. We are writing to request an invoice for the contracted services you provided to our company during the period [start date] to [end date].

Kindly send us an itemized invoice with the agreed-upon rates and any applicable taxes or additional charges. We aim to complete our billing process promptly, so we appreciate your timely response.

If there are any supporting documents or receipts that need to be included with the invoice, please ensure they are attached.

Thank you for your professionalism and for your prompt attention to this matter. Feel free to contact us if you have any questions or require further information.

Best regards,

• Subject: Invoice Request for Consulting Services

I hope this email finds you well. We recently availed of your consulting services and would like to request an invoice for the work completed.

Could you please provide us with an invoice that clearly outlines the consulting services provided, along with the corresponding charges? Please include any applicable expenses and taxes. We highly value your professionalism and attention to detail.

If there are any queries or discrepancies regarding the services rendered or the invoice, please don’t hesitate to contact us. We appreciate your swift response to ensure a smooth invoicing process.

Thank you for your assistance.

• Subject: Invoice Request for Product Purchase

I hope this email finds you well. We recently made a purchase from your company and would like to request an invoice for the products we acquired.

Could you please send us a detailed invoice that lists the purchased items, their corresponding prices, any applicable discounts, and shipping charges? We require this invoice for our accounting and record-keeping purposes.

If there are any discrepancies between the order and the invoice, or if there is any additional information required, please let us know. We appreciate your prompt attention to this matter.

• Hello [name], I’m writing to submit an invoice for services rendered. I hope you have been enjoying the great work we’ve been doing together, and I hope that you can use this invoice to reimburse me for the hard work I put into our project. If you have any questions about the invoice, please let me know. If not, don’t hesitate to send it through.
• Dear [name], Thank you for your work on [project name]. We have attached a copy of our invoice for your records. Please let us know if there are any questions or concerns.
• Dear [name],  We hope you are having a wonderful day. We are writing to confirm that invoice number [number] was submitted to you on 2024. A copy is attached. If there is anything we can do to help, please don’t hesitate to reach out.
• Hi [name], We just wanted to let you know that we’ve submitted an invoice for [amount] for work performed on [project name]. If you have any questions, or if there’s anything else we can do, please don’t hesitate to get in touch. Thanks,
• Hi [name], I’m writing to submit an invoice for some work I did earlier this month. I’ve attached the invoice here, and it has all the information you’ll need to pay me. Thanks!
• Hello, I am writing to submit an invoice for [amount]. Thank you for your time, and I look forward to hearing from you soon.
• Hello, I am submitting an invoice for [company name] for work performed on 2024. The invoice is attached. The total amount is $[amount], which includes the following: [item description] @ $[price per item] each.
• Hi [name], This is an invoice for the work done on your website. It’s been a pleasure working with you and we hope that we can continue to do so in the future. Thanks for your time,
• Hi [name], I hope you’re well. I’m attaching a copy of the invoice for [project name] here, as we agreed upon in our last call. Please let me know if there is anything else I can provide for you. Thanks so much for all your help!
• Hello, I’m writing to submit an invoice for the work I did on [project name]. Please find attached a PDF of my invoice. Thank you for your help with this project!
• Dear [name],I am writing to submit an invoice for the services I provided. The invoice is attached below. Please let me know if you have any questions or concerns. Thanks!
• Hi there, I’m attaching an invoice for [name of customer], who had an order placed on 2024. The invoice will include all charges and credits, as well as the total amount due. We’ll be looking forward to working with you again soon!
• Dear [name], I wanted to follow up on the invoice I submitted for [project name] to ensure that it was received and is being processed. Please let me know if there are any issues or if you need any further documentation. Thank you for your prompt attention to this matter.
• Hello [name], I am writing to request payment for the outstanding balance on the invoice I submitted for [project name]. The due date has passed, and I kindly ask that you remit payment as soon as possible. Please let me know if you need any further information or if there are any issues with the invoice.
• Hi [name], I just wanted to confirm that the invoice I submitted for [project name] has been processed and that payment has been issued. Please let me know if there are any discrepancies or if you need any further documentation. Thank you for your partnership.
• Dear [name], I’m writing to follow up on the invoice I submitted for [project name] and to inquire about the status of payment. If there are any issues or delays on your end, please let me know. I appreciate your prompt attention to this matter.
• Hi [name], I hope this email finds you well. I wanted to confirm that the invoice I submitted for [project name] has been received and is being processed. Please let me know if there are any issues or if you need any additional information. Thank you for your time.
• Dear [name], I’m writing to follow up on the invoice I submitted for [project name] and to inquire about the expected payment date. If there are any issues or delays, please let me know. I appreciate your prompt attention to this matter and look forward to continuing our partnership.
• Hello [name], I just wanted to confirm that the invoice I submitted for [project name] has been approved and is scheduled for payment on 2024. Please let me know if there are any issues or if you need any further documentation. Thank you for your time and cooperation.
• Hi [name], I hope this email finds you well. I’m writing to follow up on the invoice I submitted for [project name] and to request an update on the payment status. If there are any issues or delays, please let me know. Thank you for your prompt attention to this matter.

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Cover Letter for Invoice

This Cover Letter for Invoice is for use by a business (whether a sole trader, company, or something else), when sending a Tax Invoice to a client or customer. Businesses that use this document are able to professionally and politely present their invoices to customers, in a manner which keeps customers coming back.

Within the document, the business can provide details of the invoice (such as an invoice number or customer reference number) as well as an explanation of what the invoice relates to . In addition, the business can include any further relevant information (such as whether this invoice relates to a partial payment or full payment for the goods or services which were provided). Finally, the business is able to provide a thank you message to the customer.

In many cases, customers that receive invoices with no explanation are offended by the cold-hearted demand for money. In some cases, customers might not even recall what the invoice relates to. As a result, customers might delay payment , or even refuse payment altogether, forcing the business to either write off the debt, or engage expensive and burdensome debt recovery procedures. In other cases, customers might never return to the business. While this letter cannot guarantee that these things will not happen, it can certainly go a long way towards keeping customers on side .

How to use this document

This document may be sent to customers with a Tax Invoice .

Add all of the relevant information about the business that is sending the invoice, and the customer to which the invoice is being sent.

Add some information about the invoice (such as an invoice number or customer reference number), and if possible, add some information about what the invoice relates to (such as an explanation of the goods or services which the customer has received).

Once the document has been completed, it may be sent to the customer together with the invoice. If the invoice is being sent in hard copy, the letter may be printed and signed and attached to the front of the invoice. If the invoice is being sent by email, the letter may be attached to the email along with the invoice.

Applicable law

There are no specific laws in Australia which deal with Cover Letters for Invoices.

However, as with all letters and legal documents, it is important to be truthful and accurate with the information that this letter contains.

In relation to preparing tax invoices, there are some important considerations . The Australian Taxation Office provides guidance.

How to modify the template

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.

Guides to help you

• How to Send a Letter
• Legal Considerations when Working with Contractors
• How to Sell your Car?

Other names for the document:

Invoice Cover Letter, Cover Letter to go with Invoice, Letter for Invoice, Letter for Customer Invoice, Letter for Tax Invoice

Country: Australia

Sales and Commerce - Other downloadable templates of legal documents

• Security Agreement
• Service Agreement
• Memorandum of Understanding
• Contract for Sale of Goods
• Bill of Sale
• Equipment Rental Agreement
• Promissory Note
• Agent Agreement
• Tax Invoice
• Payment Reminder
• Credit Card Authorisation Form
• General Receipt
• Waiver for Fitness Services
• Virtual Assistant Agreement (Independent Contractor)
• Freelance Agreement
• Influencer Agreement
• Purchase Order
• Dog Walking Agreement
• Other downloadable templates of legal documents

Invoice Specialist Cover Letter Example

An Invoice Specialist is hired to create and maintain invoices for products and services the company provides to clients, vendors, suppliers, etc. They additionally ensure that the invoices are complete and accurate, and ensure the clients receive their invoices on time.

Develop the content of your cover letter that conveys your fitness for the vacant role to the hiring manager. An Invoice Specialist Cover Letter must provide the correct set of information about your professional career in order to leave the employer convinced to set up the next round of interviews. the Invoice Specialist Cover Letter Sample shown below is the best example to illustrate your whole professional journey in your cover letter.

• Cover Letters
• Accounting & Finance

For any organization, tracking their income and expenses will become a daunting task if there isn’t a methodical approach to their billing and invoicing. Hence invoicing is the backbone of any business’s operations. And an Invoice Specialist is hired to handle all these processes. These professionals ensure that the company’s invoices are properly created and sent to the parties in a timely fashion.

What to Include in a Invoice Specialist Cover Letter?

Roles and responsibilities.

• Reviewing invoices and ensuring their accuracy and completeness.
• Tracking and managing incoming payments, sending reminders to customers for overdue bills.
• Maintaining customer records including purchase history, account status, and contact information.
• Preparing invoices, bills, and statements for services rendered or goods sold.
• Preparing monthly reports of sales activity, business metrics, and outstanding balances.
• Contacting clients and clarifying their billing statements and payment plans.
• Communicating with vendors about order status, payment problems, and delivery schedules.
• Providing support to other departments such as human resources, and accounting.

Education & Skills

Invoice specialist skills:.

• Good understanding of relevant laws, rules, and regulations.
• A passion for numbers and financial data.
• Excellent knowledge of MS Office.
• Good time-management skills.
• Great interpersonal skills.
• Communication skills.
• Team player.
• Critical thinking skills.
• Data entry skills to enter correct information about the customer, invoice number, and data into the computer systems.
• The ability to find and solve solutions easily.

Invoice Specialist Education Requirements:

• Bachelor’s degree in accounting or finance
• Training, coursework, or certification in company-specific invoicing software and procedures.
• Proven work experience in similar capacities.

Invoice Specialist Cover Letter Example (Text Version)

Dear Hiring Manager,

Upon review of your job posting for an Invoice Specialist, I am keen to submit my resume for your consideration. With strong experience, intellect, and knowledge in accounts, billing, and invoicing, along with my capabilities in core skills, like time management, communication, and leadership, I believe that  I can significantly contribute to your firm and this role.

My strong background in financing accounts analysis, finding discrepancies, identifying and resolving invoicing issues, and providing clerical support as necessary has prepared me to be best suited for this position. With a good foundation in customer relationships, reviewing accounts, and due collection & problem-solving skills, I feel confident to position myself as your next Invoice Specialist.

Highlights of my background include:

• Assured billing and invoicing operational efficiency as well as accuracy throughout my career.
• Always skillfully handled and analyzed invoices, payments, and other financial records.
• Communicated directly as well as courteously with all the customers about the topics of reviewing and verifying invoice data.
• Always ensured timely bill submission, irrespective of the projects’ intensity.
• Identified and recovered revenue deficiencies of up to $39K that were associated with canceled accounts.
• Interacted with several professionals to get information and lead collections organization and execution.
• Have a Bachelor of Arts in Accounting from the ***.
• Utilized analytical, communication, interpersonal, and organizational skills to create optimum results and top performance levels.

With strong experience in accounts methodologies, along with good financial acumen and motivation to achieve success, I believe I could quickly exceed your expectations for this role. I look forward to discussing this opportunity in further detail.

Thank you for your consideration.

Sincerely, [Your Name]

Also, check the Invoice Specialist Resume Sample here that highlights the updated procedures and techniques that are to be followed while you are applying for this job role. The billing and invoicing responsibilities are the main areas that the applicant must know thoroughly without any doubts or ambiguity.

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