Whether you’re a freelancer or another type of independent service provider, you should know how to send email invoices to get paid by clients.
Invoicing by email isn’t all that complicated, especially if you use an invoice email template (spoiler: there’s one below).
However, there are certain guidelines you should make sure to follow to keep things professional and ensure your email invoices contain all the necessary information.
When you stick to these guidelines, invoicing clients will go much faster and you’ll get paid sooner!
How To Write an Invoice Email
Send invoices from a professional email account
This may go without saying, but you should send all your invoice emails from a professional email account that you use for doing business.
In other words, don’t use your old Hotmail email address that you wrote with alternating capital and lowercase letters to send your invoices.
Don’t worry if you don’t have a business email account, you can just use an email address that includes your first and last name to send formal and professional emails.
Include important information in the subject line
Your client should be able to tell exactly what your invoice email is about when they read the subject line.
So, make sure to include important invoice information like the invoice number, a brief description of the service you’re invoicing for, and a due date for the payment in the subject line.
This not only helps ensure that your clients actually open your email invoices, because they know they need to pay you, but it also allows them to easily search for past invoices if they need to.
The same goes for you — if you ever need to find a past invoice sent by email, you can quickly search your sent messages using the invoice number.
Add a personalized introduction
Personalizing the introduction when you invoice by email only takes a second, and it shows respect to your clients and makes them feel like they’re not just receiving a generic invoice email template.
All you have to do to give your invoice email a personal touch is include the client’s name after your opening greeting.
Always double-check that you’ve included the client’s name — and that it’s spelled right — before you hit send on an invoice email.
Keep the body of the email short and professional
At the end of the day, emailing an invoice to clients is about getting paid, so it’s okay (and recommended) to cut to the chase.
You’ve already scheduled appointments and provided services, so there’s no need for extra conversation or details. Save discussions about any other work-related topics for separate email threads.
Start your invoice emails with a brief personal greeting, then reiterate the important invoice information that you included in the subject line.
You may also choose to include additional information, such as your preferred payment methods.
Finally, close the email with a polite sign off and a signature, and that’s all there is to it!
Include the actual invoice as an attachment
When it comes to the actual invoice that you send clients, you should always include it as a downloadable attachment, preferably a PDF attachment.
This allows clients to more easily save invoices for their records, upload them to any accounting software they use, and/or print them if they wish.
Double-check your invoices before you attach them to make sure they include all of the following info:
- Your name and business name (if applicable)
- A unique invoice number
- The client’s name and/or business name
- A clear description of the service you’re charging for
- The date you provided said service
- The date of the invoice
- The total payment amount owed
- The payment due date
Once you’re sure your invoice is good to go and you’ve followed all the guidelines for how to write an invoice email, check to ensure that your invoice is actually attached, then send off the email to your client for payment.
Use an invoice email template to save time
If you only send invoices by email every now and then, typing them out each time might not be that big of a deal.
But, if you’re frequently invoicing a large number of clients by email, using an invoice email template that you can simply copy, paste, and customize will save you a lot of time.
Store this email template somewhere you can easily access it, such as in a Google Doc or in your email drafts folder.
4 Invoice Email Templates
Now that you know the basics of what makes a great invoice email, it’s time to share with you some invoice email examples you can use.
Keep in mind, invoice emails all follow a pretty traditional format, so don’t expect anything super spectacular, but using your imagination, you can make these invoice email templates unique to your businesses by adapting things here and there.
1. General Invoice Email Template
This is a straightforward invoice email template you can use for all your invoices. It’s short, sweet, and doesn’t waste any time getting to the point: you need to pay for something we did for you, or you bought from us.
Attached you will find the invoice for [client details] from [company details] for [details of products or services].
Our standard payment terms are 28 days. Taking this into consideration, payment is due on [insert date]. For further information, you can find our terms and conditions at [insert details].
If you have questions about the invoices, you can contact us at [insert details] on Mondays to Fridays during business hours.
We look forward to receiving payment and working with you again in the future.
2. Reminder Invoice Email Template
Some clients have legitimate reasons for not paying on time. We’ve all been there. Sending them a reminder invoice email lets them know that you didn’t forget about them but that if something did go wrong, you have a heart and will give them some leeway.
You received an invoice [include all the details about the invoice] on [date]. Will you please confirm that you received the invoice, as well as let us know when it will be paid.
However, if there is a problem with payment, please advise us as soon as possible. Otherwise, we expect payment to be made in accordance with our payment terms, which are [include payment terms]
You’re welcome to contact us to discuss the invoice at [insert details].
3. Unpaid Invoice Email Template
There’s nothing wrong with reminding a client that they owe you money. You deserve to get paid. Sending a past-due invoice email is a confident way to tell someone to pay your invoice.
It is a little more forceful than a reminder invoice email—you can point out what will happen should they fail to make payment if you want to, or you can just point them in the direction of your T&Cs in a more direct manner.
We sent an invoice on [date], as well as a reminder invoice email on [date]. The invoice is now long overdue and requires immediate payment.
We again attach the invoice for your convenience, as well as our payment terms and conditions. We will be seeking legal representation if we haven’t received a response from you in four working days.
You can contact our financial department on [insert contact details].
4. Paid Invoice Email Template
Now, if you ever have to pay someone, then this one’s for you. Sending a confirmation email after you’ve paid an invoice is good practice. First, it shows the recipient that you’ve made payment so they won’t constantly bug you with follow-up emails asking where their money is.
If you’ve ever waited for someone to pay an invoice, you know how anxious you can get, so they’ll be thankful that you took the time to let them know. Second, they’ll know that you handled their invoice on time and before the due date (if that’s the case). You complied with the deadline and any potential issue that arises isn’t your doing.
Thanks for sending your invoice [insert details]. I want to confirm that this has been paid.
The payment was made on [date] to the nominated account.
Please confirm when you have received it.
Optional Additions To the Invoice Email Template
Extra personal touches
If you have a close relationship with the client you’re emailing an invoice to, you might include some more personal details in the body, if you feel it’s appropriate.
For example, if you know your client just got back from a vacation, you might say something like: “I hope you enjoyed your vacation to [location name].”
This level of personalization isn’t necessary for invoice emails, so don’t feel obligated, but it can be a nice touch that makes the messages feel less stiff and formal for certain clients you have closer relationships with.
A business logo
If you have a logo for your business, you could include it somewhere in your invoice emails to make them look more professional.
Somewhere in the header or the footer, such as alongside your signature, is typically the best place for a logo.
Additional contact information
If you have a business phone number or address, you may wish to include this additional contact info as part of your signature.
A business address can make your emails look more professional, and a business phone number gives your clients an additional way to contact you, if necessary.
Well-written emails are a big part of establishing strong, lasting relationships with clients, and invoice emails are no exception.
By following the tips on how to write an invoice email that we discussed above, you should be well on your way to sending clear, professional invoice emails to your clients and getting paid on time (hopefully)!
And remember, if you want to save time, just keep an invoice email template like the one above handy, then customize it for each client you need to send an invoice to.
Want to make getting paid for services easier?
If you want to get paid even easier, consider using Webba Booking to receive payments at the time of service bookings via a WordPress business site.
Webba Booking is the most flexible booking plugin with payment integrations for WordPress. This powerful tool is integrated with major payment platforms WooCommerce, Stripe, and PayPal.
This allows you to securely receive online payments when clients book your services, reducing the amount of invoice emails you need to send!