How to Send an Invoice (With Email Examples)

How do you send an invoice to a client? Creating the invoice is only half the process. Sending it in the right format, using a clear email, delivering it to the correct contact, and keeping a copy can make invoicing easier and help avoid unnecessary payment delays. Here is a simple process for sending a professional invoice to a client.

1. Create and Check Your Invoice

Before sending an invoice, check that all important information is correct. Review your business details, the client's name and contact information, invoice number, invoice date, due date, line items, quantities, rates, taxes, discounts, total amount, and payment instructions. Correcting an error before sending is easier than fixing it after the client receives the invoice. Not sure what to check? See common invoice mistakes.

2. Send the Invoice as a PDF

PDF is a practical format for sending invoices because the layout remains consistent across devices and the document is easy for the client to save and organize. Avoid sending an editable document when a finished PDF is available. A self-contained PDF invoice also gives the client a clear record of the amount being requested.

3. Send the Invoice to the Right Person

Make sure you send the invoice to the correct client, billing contact, or accounts-payable email address. For individual clients, this is usually straightforward. For businesses, ask whether invoices should go to your main contact, a dedicated billing email, or multiple recipients. Sending an invoice to the wrong inbox can delay processing.

4. Write a Clear Invoice Email

Your invoice email does not need to be complicated. Mention the invoice number, what the invoice is for, the total amount, and the payment due date. Attach the PDF invoice and let the client know they can contact you if they have any questions.

Simple Invoice Email Example

Subject: Invoice INV-0032 — Due March 21 Hi Sam, please find invoice INV-0032 attached for the homepage redesign. The total is $1,200 and payment is due March 21. Let me know if you have any questions. Thanks!

A short message like this gives the client the key information without requiring them to open the attachment just to understand what the invoice is about. More copy-paste versions are in invoice email templates.

5. Keep a Copy of Every Invoice You Send

Keep a copy of the exact invoice you sent and record when it was delivered. You can save the PDF in a dedicated folder, keep a record in a spreadsheet, or use your invoicing system. Having a clear record helps if you need to check whether an invoice was sent, resend it, or resolve a payment question later.

6. Set a Reminder for the Due Date

After sending the invoice, make a note of the payment due date. A calendar reminder can help you remember to check the payment status and follow up if the invoice becomes overdue.

How to Follow Up on an Overdue Invoice

If the payment due date has passed, send a short and polite follow-up. Start by assuming the invoice may have been missed or delayed during normal processing rather than making an accusation.

Overdue Invoice Email Example

Hi Sam, just following up on invoice INV-0032, which was due March 21. Please let me know if you need anything from me to get it processed. Thanks!

If payment still has not arrived after a reasonable period, you can send another follow-up that clearly references the original due date and asks when payment is expected.

How Should You Send an Invoice?

For most clients, sending a professional PDF invoice by email is a simple and practical option. Some businesses may require invoices through accounting software, a supplier portal, or another billing system. Always follow the client's stated invoicing process when one is provided.

Invoice Sending Checklist

• Invoice details have been checked for errors
• Invoice is saved or exported as a PDF
• Correct client or billing contact is selected
• Email includes the invoice number and amount due
• Payment due date is clearly stated
• Payment instructions are included on the invoice
• A copy of the invoice is saved
• A reminder is set for the payment due date

Frequently Asked Questions

Can I send an invoice by email?

Yes. Email with a PDF attachment is the most common way to send an invoice, unless the client requires a portal or accounting system.

How soon should I send an invoice?

As soon as the work is completed or the agreed milestone is reached. Prompt invoices usually get paid sooner.

What should the invoice email say?

Keep it short: the invoice number, what it is for, the total, the due date, and a note to reach out with questions.

Create and Send a Professional Invoice

Our free invoice generator lets you create a professional invoice with your business details, client information, line items, taxes, discounts, payment terms, and invoice number. Once your invoice is complete, you can download it as a PDF and attach it to your client email. Before sending your first invoice, you can also read our guide on how to create a professional invoice for a complete step-by-step process.