Invoice Email Templates You Can Copy and Paste

What should an invoice email say? A good invoice email is short and specific: it names the invoice number, what it is for, the amount, and the due date. Below are copy-and-paste invoice email templates for sending an invoice, reminding a client, and following up on late payment. Replace the details in brackets and attach your PDF invoice.

Template 1: Sending a New Invoice

Subject: Invoice [INV-0001] for [project name] — due [date] Hi [Name], Please find attached invoice [INV-0001] for [project or service]. The total is [amount] and payment is due on [date]. Payment details are included on the invoice. Let me know if you have any questions. Thank you, [Your name]

Template 2: Friendly Payment Reminder

Send this a few days before the due date or on the due date itself.

Subject: Reminder: Invoice [INV-0001] due [date] Hi [Name], A quick reminder that invoice [INV-0001] for [amount] is due on [date]. I've attached a copy for convenience. Please let me know if you need anything from me. Thanks, [Your name]

Template 3: Overdue Invoice Follow-Up

Subject: Follow-up: Invoice [INV-0001] was due [date] Hi [Name], I'm following up on invoice [INV-0001] for [amount], which was due on [date]. It may have been missed, so I've attached it again. Could you let me know when I can expect payment? Thank you, [Your name]

Template 4: Second or Final Notice

Subject: Second notice: Invoice [INV-0001] is [X] days overdue Hi [Name], Invoice [INV-0001] for [amount] is now [X] days past its due date of [date]. Please arrange payment by [new date], or let me know if there is an issue I can help resolve. Regards, [Your name]

Tips for Better Invoice Emails

• Put the invoice number and due date in the subject line.
• Keep the tone polite and assume the delay is an oversight.
• Attach the invoice as a PDF and mention the amount in the email body.
• Reference the original due date in every follow-up.
• Send to the correct billing contact.

Frequently Asked Questions

When should I send a payment reminder?

A few days before the due date, on the due date, or shortly after it passes. Pick a routine and use it consistently.

How do I ask for payment politely?

Reference the invoice number and due date, assume good faith, and ask if they need anything to process it.

Create and Send Your Invoice

Create your invoice with our free generator, then use these templates. For the full sending process, see how to send an invoice, and choose your due dates with invoice payment terms explained.