Knowing how to write an invoice email is a critical factor in getting paid on time. Your main objectives are to let the recipient know what you want in a clear, concise, and polite manner. Typically sent as attachments, you’ll need a standardized email invoice template to serve as a brief cover letter and streamline your efficiency. 

Here at Twilio SendGrid, we have Email Writing 101 best practices and free templates to save time and headaches with your essential day-to-day tasks. Continue reading for tips on invoice emails, in particular, as well as a free invoice email template you can use immediately. We also threw in bonus email templates for invoice reminders and past-due invoices. 

Tips for writing an invoice email

With our email template for invoices, you won’t really need writing tips. Simply fill in the blanks to personalize and create the perfect ready-to-send email! However, for the sake of thoroughness, we’re going to include a few points here to illuminate why we opted for this particular invoice and receipt template.

Prevent surprises with transparent pricing and regular correspondence

Even with the perfect template, reactions to your invoice email can be negative. You can avoid delays and dissatisfaction from your clients by committing to transparency in your pricing structure and communicating any differences in expectations ahead of time. If there are major changes to the anticipated total, you’ll need to send a preliminary email describing why the upcoming invoice deviates from the previously agreed-upon amount. 

Better still, if you see obstacles to fulfilling your end of the contract as planned, pause your activity and discuss options with the client to eliminate over-budget surprises. 

Keep your email simple but friendly 

While the goal of your email is to get paid, any type of regular correspondence with a client is an opportunity to solidify a relationship. You don’t need to talk about your weekend plans or ask your client what’s for dinner tonight. However, you do want to personalize the email with the client’s name, express gratitude for the business, and provide sufficient information for your client to feel comfortable with the transaction. You’ll notice our template uses simple language and expresses these points in as few sentences as possible.

Plan for contingencies

Chasing payments is an unfortunate reality for many people who send invoice emails. Even honest people are busy, forgetful, and perhaps juggling multiple financial obligations. Not to mention, emails can land in a spam folder or arrive at the wrong inbox. You may consider sending invoices a month before the due date, with a friendly reminder sent 1 or 2 weeks ahead of time if you haven’t immediately received payment for the invoice. 

In addition, you may need to create a past-due invoice template or 2 to prepare for the time that a client doesn’t pay promptly. Past-due invoice emails tend to be a little more formal and firm while maintaining courtesy. 

Why use an invoice email template?

A business email should take no more than 5 minutes to send. If it takes longer than that, or if you’re sending out numerous invoices, there is no substitute for a quick, easy invoice receipt template that reduces this time down to 30 seconds or less. 

Freelancers and small business owners often struggle to get paid in a timely manner. While there are numerous causes for delay, an easy-to-understand email invoice template generally commands greater attention, clarifies payment terms, and alleviates much of this hassle.

Email template for invoices

Ideally, you’ll create your actual invoice as a downloadable PDF that makes it easy for clients to print, save, and upload to their accounting software. The following send invoice email template can be customized for your business and inserted into the subject line and body of the email.

Standard email template for invoices

Subject line: Invoice #[NUMBER] for [PRODUCT/SERVICE] due on [DATE]

Hi [CLIENT NAME],

I hope you’re well. Please see attached invoice #[NUMBER] for [PRODUCT/SERVICE] due on [DATE]. Feel free to reach out if you have any questions.

Kind regards,

[YOUR NAME & EMAIL SIGNATURE]

 

BONUS Follow-up invoice email reminder template

Subject line: Invoice #[NUMBER] for [PRODUCT/SERVICE] is due soon on [DATE]

Hi [CLIENT NAME],

I hope you’re well. This is a friendly reminder that the attached invoice #[NUMBER] for [PRODUCT/SERVICE] is due in [TIME FRAME] on [DATE]. Please let me know if you have any questions.

Thank you for your business,

[YOUR NAME & EMAIL SIGNATURE]

 

BONUS Past-due invoice email template #1

Subject line: Overdue invoice #[NUMBER] for [PRODUCT/SERVICE] due on [DATE]

Dear [CLIENT NAME],

I hope you’re well. We have yet to receive payment for invoice #[NUMBER] for [PRODUCT/SERVICE], which was due [NUMBER] days ago on [DATE]. Please let us know when we can expect to receive payment, and feel free to reach out if you have any questions or concerns.

Kind regards,

[YOUR NAME & EMAIL SIGNATURE, INCLUDING A PHONE NUMBER]

 

BONUSPast-due invoice email template #2

Subject line: Invoice #[NUMBER] for [PRODUCT/SERVICE] **PAST DUE**

Dear [CLIENT NAME],

Attached is an invoice for the [PRODUCT/SERVICE] provided on [SERVICE/RECEIPT DATE], which was due on [DUE DATE]. 

Please note that a late fee of [AMOUNT] will apply, and the total amount due is now [TOTAL]. 

Payments are acceptable via PayPal, Venmo, Apple Pay, or at [WEB PORTAL LINK].

If you prefer, you may mail a check made out to [YOUR NAME OR BUSINESS] to:

[BUSINESS ADDRESS].

Please let me know when to expect payment and if there are any additional questions or concerns.

Thank you,

[YOUR NAME & EMAIL SIGNATURE, INCLUDING A PHONE NUMBER]

How to send an invoice over email

Once you have your template, it’s easy to send your invoice over email by:

  • Adding a standardized subject line so that the client can easily notice and locate it
  • Inserting the template into the body of the email
  • Customizing open fields of the template
  • Attaching the pending invoice by clicking on the paper clip symbol and locating the file
  • Proofreading the email to ensure you haven’t missed any fields
  • Sending now or scheduling a time via your application programming interface (API)  

We highly recommend using an API like Twilio SendGrid as part of your process, as you can design a template, test variations, auto-schedule emails, and track responses. If you’re in business for yourself, you’ll find a wide assortment of resources on our site, including free retail purchase receipt email templates that save time and hassle for busy freelancers and business owners.  

Send your business invoice emails with Twilio SendGrid

Twilio SendGrid offers an easy, intuitive platform for creating templates and sending invoice emails. We provide the foundation for you to build successful email campaigns at scale, including creating, testing, and tracking invoices for multiple clients. 

By automating more of your process, you’ll ensure your business invoice emails meet appropriate standards and get delivered error-free, allowing you to focus your attention and effort on adding value to your business. Visit our Email API page to learn more!  



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