Sending professional and timely invoice emails is crucial for maintaining healthy cash flow. A well-crafted email not only ensures your clients receive the invoice promptly but also sets a professional tone and encourages faster payment. These templates provide a starting point for creating effective invoice emails that are tailored to your specific business needs. We’ve included a variety of styles, from friendly reminders to more formal requests, to help you navigate different client relationships and payment scenarios.
These 12 sample invoice email templates cover various situations. Choose the one that best suits your needs and remember to personalize it for each client. Each template includes key elements such as a clear subject line, a polite greeting, a summary of the invoice details, a call to action, and your contact information. Tailoring these templates will improve your chances of getting paid on time, and foster positive client relationships.
12 Sample Invoice Email Templates
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Template 1: The Standard Invoice Email
Subject: Invoice [Invoice Number] from [Your Company Name]
Dear [Client Name],
Please find attached invoice [Invoice Number] for [brief description of services] amounting to [Amount]. The payment due date is [Due Date].
You can make payment via [Payment methods].
Thank you for your business!
Sincerely,
[Your Name]
[Your Company Name]
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Template 2: The Friendly Reminder
Subject: Gentle Reminder: Invoice [Invoice Number] from [Your Company Name]
Hi [Client Name],
Just a friendly reminder that invoice [Invoice Number] is due on [Due Date]. The amount is [Amount] for [brief description of services].
Please let me know if you have any questions.
Thanks!
[Your Name]
[Your Company Name]
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Template 3: The Detailed Invoice Email
Subject: Invoice [Invoice Number] – [Project Name] – [Your Company Name]
Dear [Client Name],
Attached you will find invoice [Invoice Number] for the completion of [Project Name]. This invoice details [Specific Deliverables] and totals [Amount] with payment due by [Due Date].
We have included a detailed breakdown of the costs in the attached invoice. Please review it at your convenience. We accept payments via [Payment methods].
We appreciate your business and look forward to working with you again.
Sincerely,
[Your Name]
[Your Company Name]
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Template 4: Following Up on Overdue Invoice
Subject: Follow Up: Overdue Invoice [Invoice Number] from [Your Company Name]
Dear [Client Name],
I’m following up regarding invoice [Invoice Number] which was due on [Due Date]. The outstanding amount is [Amount]. Could you please let me know when we can expect payment?
If you have already made the payment, please disregard this email. If not, please find a copy of the invoice attached for your convenience.
Please let me know if you have any questions.
Thank you,
[Your Name]
[Your Company Name]
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Template 5: Invoice with Early Payment Discount
Subject: Invoice [Invoice Number] + Early Payment Discount – [Your Company Name]
Dear [Client Name],
Attached is invoice [Invoice Number] for [brief description of services] totaling [Amount] with payment due on [Due Date].
We are offering a [Discount Percentage]% discount if you pay within [Number] days. This will reduce the total to [Discounted Amount].
We appreciate your prompt payment.
Sincerely,
[Your Name]
[Your Company Name]
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Template 6: Invoice for a Retainer Fee
Subject: Invoice [Invoice Number] – Retainer Fee for [Month] – [Your Company Name]
Dear [Client Name],
This email contains invoice [Invoice Number] for your retainer fee for [Month] amounting to [Amount]. The payment is due by [Due Date].
This retainer covers [Briefly describe what the retainer covers].
Please let us know if you have any questions.
Thank you,
[Your Name]
[Your Company Name]
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Template 7: Invoice with Payment Plan Option
Subject: Invoice [Invoice Number] – [Project Name] – Payment Options Available
Dear [Client Name],
Attached is invoice [Invoice Number] for [Project Name] totaling [Amount] with payment due on [Due Date].
To make payment easier, we offer the following payment plan: [Describe Payment Plan Options – e.g., 2 installments, 3 installments]. Please let us know if you’d like to set up a payment plan.
Otherwise, you can pay the full amount via [Payment methods].
Thank you for your business.
[Your Name]
[Your Company Name]
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Template 8: Urgent Overdue Invoice Notice
Subject: URGENT: Overdue Invoice [Invoice Number] from [Your Company Name]
Dear [Client Name],
This is a final notice regarding overdue invoice [Invoice Number] which was due on [Due Date]. The outstanding amount is [Amount].
We have attempted to reach you several times regarding this matter. Please make payment immediately to avoid further action.
You can make payment via [Payment methods]. Please provide payment confirmation once processed.
Please contact us immediately to discuss this further.
Sincerely,
[Your Name]
[Your Company Name]
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Template 9: Invoice Acknowledging Partial Payment
Subject: Invoice [Invoice Number] – Partial Payment Received
Dear [Client Name],
Thank you for your partial payment of [Amount Paid] towards invoice [Invoice Number]. The remaining balance is [Remaining Balance] and is due on [Due Date].
Please let us know if you have any questions.
Thank you for your continued business.
[Your Name]
[Your Company Name]
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Template 10: Invoice with Revised Terms
Subject: Revised Invoice [Invoice Number] – [Project Name]
Dear [Client Name],
Please find attached the revised invoice [Invoice Number] for [Project Name]. This revision reflects [Reason for Revision – e.g., change in scope, additional services].
The new total amount is [Amount] and is due by [Due Date].
Please review the revised invoice and let us know if you have any questions.
Sincerely,
[Your Name]
[Your Company Name]
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Template 11: Invoice as a Thank You Note
Subject: Thank You & Invoice [Invoice Number] from [Your Company Name]
Dear [Client Name],
It was a pleasure working with you on [Project Name]! Please find attached invoice [Invoice Number] for the services provided, totaling [Amount] and due on [Due Date].
We value your business and hope to collaborate with you again soon.
Best regards,
[Your Name]
[Your Company Name]
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Template 12: Complex Project Invoice with Attachments
Subject: Invoice [Invoice Number] – [Complex Project Name] – Detailed Breakdown
Dear [Client Name],
Please find attached invoice [Invoice Number] for the [Complex Project Name] project, totaling [Amount] and due on [Due Date].
We have also attached a detailed breakdown of the costs, including [Mention Key Attachments – e.g., timesheets, expense reports]. Please review these documents carefully.
We are happy to answer any questions you may have. Please don’t hesitate to reach out.
Sincerely,
[Your Name]
[Your Company Name]
Using these sample invoice email templates will help you streamline your billing process and ensure you get paid faster. Remember to always personalize each email to the specific client and situation for the best results. By sending professional and timely invoices, you’ll build strong client relationships and improve your overall financial health.
