How to Send an Invoice by Email (With Examples)
In this guide
Before You Send
Make sure your invoice is complete and accurate before emailing it. Check for:
- A unique invoice number
- The correct client name and billing address
- Accurate line items, quantities, and totals
- The right tax rate for your jurisdiction
- Your bank details or payment link
- A clear due date
Export your invoice as a PDF before attaching it. This prevents the recipient from accidentally (or intentionally) altering the document.
Writing the Email
Keep your invoice email short, professional, and easy to scan. Here is a structure that works:
Subject Line
Include the invoice number and due date so the client can prioritise it:
Invoice INV-042 from [Your Business] — Due 15 April 2026
Email Body
A good invoice email has three parts:
- A greeting and context — remind the client what the invoice is for
- The key details — invoice number, amount, and due date
- A call to action — ask them to confirm receipt or let you know if they have questions
Example Email Template
Subject: Invoice INV-042 from Acme Design — Due 15 April 2026
Hi Sarah,
Please find attached invoice INV-042 for the website redesign project completed on 1 April 2026.
Amount due: £2,400.00 (including VAT) Due date: 15 April 2026 Payment details: Included on the attached invoice
If you have any questions, please do not hesitate to get in touch. Otherwise, I would appreciate payment by the due date.
Kind regards, James
Best Practice
Always reference the specific project or deliverable in your email. Generic messages like "Please find attached invoice" give the client no context and can delay payment.
Following Up on Overdue Invoices
If the due date passes without payment, follow this escalation:
- Day 1–2 after due date — send a friendly reminder ("Just a quick note that invoice INV-042 is now overdue")
- Day 7 — send a firmer follow-up referencing your payment terms
- Day 14+ — consider a phone call or a formal late payment notice with any applicable interest charges
Keep a paper trail. Save every email and note every phone call. If a payment dispute escalates, this documentation protects you.
Tips for Getting Paid Faster
- Send the invoice immediately — do not wait days after completing the work
- Make payment easy — include a direct bank transfer link or payment portal URL
- Set shorter payment terms — "Net 14" gets paid faster than "Net 30"
- Automate reminders — many invoicing tools can send follow-ups automatically
Generate and Send in Minutes
Create a professional PDF invoice with our free generator, then attach it to your email and send.
Generate a PDF invoice ready to email in under two minutes.
Create your invoice nowFrequently Asked Questions
Should I send an invoice as a PDF or in the email body?
Always attach the invoice as a PDF. This preserves formatting, looks professional, and gives the client a file they can save for their records. The email body should be a brief covering message, not the invoice itself.
What should the subject line say?
Include the invoice number and your business name. For example: 'Invoice INV-042 from Acme Design — Due 15 April 2026'. This makes it easy for the client to find and action.
When should I follow up on an unpaid invoice?
Send a polite reminder one or two days after the due date. If there is still no response after a week, follow up again with a firmer tone. Keep records of all communications.
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