12 Email Invoice Templates to Customize and Click Send

email-invoice

Did you know that more than two in five invoices sent by small businesses are paid late?

Asking for payment is one of the most sensitive yet major parts of the communication with your client. And, it can be challenging to write an email requesting payment without coming across as rude or pushy. 

That’s why we’ve compiled this list of professional invoice email templates for various situations that you can directly copy-paste and customize a bit before hitting the send button. 

These invoice email templates will help you save a lot of time and ask for payments in a simple yet professional manner. 

What To Include in Your Invoice Email Template

An invoice email acts as a payment reminder for clients in exchange for goods or services provided. 

Typically, an invoice email may include – an attached copy of the invoice, the mention of preferred modes of payment, the amount owed, and the due date. 

Besides, an invoice email can be of different types, such as follow-up emails, reminder emails, advance payment emails, recurring payment emails, and many more.

Let’s get started.

#1: Send an Invoice When You First Meet a Client

Once you complete a project, the next step is to send out an invoice. If you are working with a client for the first time, this email template will come in handy.

And if you had a good time working with the client and want to collaborate in the future again, here’s how to do it right.

Sub line: PFA the invoice for the <Project name>
Hi <Name of the client>,

I have shared the entire set of <project requirements> that was part of our contract. Your feedback was really informative, and I’ve made all the necessary changes.

PFA the invoice for the project. Please let me know once you process it.

Feel free to contact me if you have any further questions.

It was nice working with you, and I look forward to us collaborating again in the future. 

Regards,

<Name>

<Designation>

#2: Send an Invoice When You Have a Contract In Place

As an independent contractor or freelancer, you need to carefully track your time and create invoices as soon as you complete the project for a client. Here is a template that you can follow while requesting payment from your clients.

Sub Line: <Invoice number> for <Project name> due <Date for payment>
Hi <Name of the client>,

I hope you are doing well. 

As mentioned in the contract, the total bill is <amount> at a rate of <insert hourly rate> for the services rendered. PFA a copy of <invoice number> for <project name>, which is due for payment by <insert last date for payment>.

Please don’t hesitate to reach out in case of any questions.

Regards,

<Name>

<Designation>

Read also: 7 Professional Payment Reminder Templates That Always Work

#3: Send an Invoice Reminding Your Client of an Upcoming Payment

Even before your payment is due, you can send your client a payment reminder so that you don’t get forgotten about.

You can ask your client to confirm once they have received the invoice, and use this email template as an opportunity to ask if there are any known issues that would delay payment. 

Sub Line: Payment reminder for <Invoice number> 
Hi <Name of the client>,

I hope you are doing well. 

This is to remind you that the <invoice number> dated <due date for payment> that I sent you on <date> is due for payment one week from now.

Although I know you are busy, I would greatly appreciate it if you could go over the invoice and payment details for the work done. If you have any questions, please feel free to reach out.

Regards,

<Name>

<Designation>

#4: Send an Invoice to Clients Who Missed their Deadline

It can seem like a daunting task to send an email to a client who is past their invoice due date. Many worry that the draft may come out as a bit pushy or rude. 

Fret not, this default invoice email template will save you from all late payment trouble. 

While writing an email to a client who has missed a deadline, keep the tone formal. 

Sub Line: Overdue <Invoice number> for <Project name> due <Date of payment>
Hi <Name of the client>,

I hope you are doing well.

As per our records, we are yet to receive payment for <invoice number> for <project name> that was due on <due date for payment>.

Please let us know by when we can expect the payment. Feel free to reach out in case of any questions or concerns.

Regards,

<Name>

<Designation>

Here is another template reminding clients to pay you as soon as possible.

Sub Line: Payment for <Invoice number> is one week overdue
Hi <Name of the client>,

I hope you are doing well. 

According to our records, we are yet to receive payment for <invoice number> for <project name> that is now one week overdue. I am reattaching the copy of the invoice with the amount due, for your convenience.

If you have already made the payment, please ignore this email. If you have not made the payment yet, please do so at the earliest. Feel free to reach out in case of any questions or concerns.

Regards,

<Name>

<Designation>

The Ultimate Apology Email Checklist

#5: Send an Email Invoice to Clients Who Missed Your Follow-Up Email

It can get frustrating to send overdue notices to your clients. However, it is important for you to keep following up with them and remind them to pay on time. 

It’s crucial to make the client clear that they have already missed previous reminders and would now be charged a penalty. In addition, attach the invoice again, reminding the client of the amount to be made along with payment instructions. 

Sub Line: Regarding payment overdue for <Invoice number>
Hi <Name of the client>,

I hope you are doing well. 

This is our fourth reminder that your payment on <invoice number> is past due. My initial email was sent to you <date>. I have attached the invoice again for your convenience. Please let me know if you require any assistance from my end to make the payment.

As discussed previously, a late fee may be applicable moving forward for any payments that are more than <number of days> late.

Regards,

<Name>

<Designation>

Here is another email invoice template you can use to send a final reminder for overdue payments.

Sub Line: Final reminder for overdue payment on <Invoice number>
Hi <Name of the client>,

I hope you are doing well. 

This is your final reminder regarding the overdue payment for <invoice number> that is now more than <number of days> overdue.

We tried reaching you several times, but we were unable to. We would like to inform you that you have a <number of days> window to make the payment to prevent any escalations.

Please find attached an updated copy of the invoice that includes a late fee charge. Please let us know by when we can expect the payment. Feel free to reach out in case of any questions or concerns.

Regards,

<Name>

<Designation>

Read also: Secrets And Templates For The Perfect Gentle Reminder Email

#6: Send an Email Reminder When a Client Is Past Due

At times, clients do not pay past their due date. You need to send a reminder email asking them to make the payment as soon as possible. 

While writing such emails, make sure to include all important details related to your project and invoice. Don’t forget to attach the invoice along with the preferred mode of payment. 

Sub Line: <Invoice number> is one week overdue
Hi <Name of the client>,

I hope you are doing well. 

We are contacting you because, as per our records, we have not received payment for <invoice number> due on <date>.

The payment is now one week overdue. If you could check on this, it would be greatly appreciated.

Please make the payment using any of the preferred payment methods stated on the invoice. Please don’t hesitate to contact us in case of any questions or concerns. Ignore if payment has already been made. 

Regards,

<Name>

<Designation>

Here is another invoice email template when the payment is past due. 

Sub Line: Payment for <Invoice number> is now <Number of days or weeks> overdue
Hi <Name of the client>,

I hope you are doing well. 

This is another reminder that your payment for <invoice number> due on <date> is now <number of days or weeks> overdue. 

If you have any questions or concerns regarding the payment, please let us know. I have attached a copy of the invoice again for your convenience. Please give us a date by which we can expect the payment.

Regards,

<Name>

<Designation>

#7: Send an Email Reminder When Payments Are Past Due, and You Need to Update Their Credit Card Information

If you are a business owner offering a subscription-based service, the chances are that your customers have opted for auto-renewal. In such cases, they often share their credit card information for automatic deduction of subscription fees. 

But if their credit card has expired or got updated, you may be unable to process your payment due. Use this email template, requesting them to update their credit card information and make the payment. 

Sub Line: Payment failure for <Product or service name>
Hi <Name of the client>,

I hope you are doing well.

Unfortunately, we were unable to renew your subscription for <product or service name>. We cannot authorize your payment for the next billing cycle and therefore, we have suspended your account.

To keep your subscription active, please sign in to your account and update your credit card details. Please don’t hesitate to reach out in case of any questions.

Regards,

<Name>

<Designation>

<Business Name>

Alternatively, if you want to send an email before the payment deadline, here’s a template you can use.

Sub Line: Update your account information
Hi <Name of the client>,

I hope you are doing well.

There was an error when we tried to bill your credit card, a <name of credit card company> ending in <credit card number>. This frequently occurs when there is:

  • A billing error caused by your bank
  • A change in your billing address
  • Insufficient credit on your account
  • Your credit card has expired

To keep your subscription active with <product or service name>, you have <number of days> to rectify this issue. Even after <number of days> if the payment is unsuccessful, your account will be suspended.

Please sign in to your account and update your credit card information at the earliest. Please don’t hesitate to reach out to us in case of any questions or concerns.

Regards,

<Name>

<Designation>

<Business Name>

#8: Send a Payment Request for Multiple Items

If there are multiple items to be invoiced, here is an email invoice template that you can follow. 

The sample email here states the amount that needs to be paid along with the payment process. Moreover, the email also provides a breakdown of the items that are included in the payment, along with separate values for each item. 

Sub Line: Pending payment for <Product or service name>
Hi <Name of the client>,

I hope you are doing well.

We are excited to have you join the <company name> as a loyal customer.

I am writing this email to remind you of your outstanding payment of <amount>. The deadline for the payment is <date>. Below is a list of items for which payment is due.

Item Name Price Payment Status
Item 1 Price 1 Not Paid
Item 2 Price 2 Not Paid
Item 3 Price 3 Not Paid

You can choose to pay through bank transfer, credit card, or PayPal. Please feel free to reach out in case of any questions or concerns.

Regards,

<Name>

<Designation>

If there are some items for which payment has been made and other items that are yet to be paid for, follow the template below.

Sub Line: Outstanding payment for <Product or service name>
Hi <Name of the client>,

I hope you are doing well.

I am excited to have you on board with us at <company name>.

This email is a friendly reminder to clear your dues for the following items, the deadline for which is <date>. Below is a list of the items that you have purchased from us.

Item Name Price Payment Status
Item 1 Price 1 Not Paid
Item 2 Price 2 Paid
Item 3 Price 3 Not Paid

You can choose to pay via bank transfer, credit card, or PayPal. Please feel free to reach out in case of any questions or concerns.

Regards,

<Name>

<Designation>

#9: Request Payment for Recurring Bills (e.g., Subscriptions)

For recurring payments, you can include a standard message every time you want to send a payment reminder. 

The email should state the amount due for the product or service, along with the due date, and have a link that can direct clients to make the payment. You should also remember to add a link where your clients can post any issues or questions related to the payment.

Below are two email invoice templates that you can use.

Sub Line: New invoice for <Product or service name>
Hi <Name of the client>,

I hope you are doing well.

We wanted to inform you that a monthly recurring invoice has been sent to your email address for <amount> due on <date>.

Please click the tab below to make the payment. You can pay via any of the preferred methods mentioned on the payment screen. 

Please don’t hesitate to reach out in case of any questions or concerns.

Regards,

<Name>

<Designation>

Alternatively,

Sub Line: Your <Product or service name> auto-renew reminder
Hi <Name of the client>,

I hope you are doing well.

Your monthly plan of <amount> will auto-renew on <date>. Please make sure that the payment details are up to date. If you would like to turn off or update your billing details, please click the tab below and do so before <date>.

Please contact us in case of any questions or concerns.

Regards,

<Name>

<Designation>

#10: Request a Down Payment on an Order

If you are a freelancer or small business that charges down payments from clients, here is an email template you can use. 

For the body of your email, you should clearly mention the assignment that you are working on, the amount to be paid, and the payment mode. Make sure that you have discussed the down payment with your client beforehand. If not, mention the same in your email. 

Sub Line: Payment request for <Project name>
Hi <Name of the client>,

I hope you are doing well.

Thank you for giving us the opportunity to collaborate on <project name>. As discussed earlier, we charge a 30% down payment from our clients. For the same, I have attached a copy of the invoice. 

You can pay through any of the payment methods stated on the invoice. Please don’t hesitate to reach out in case of any queries.

I look forward to working with you.

Regards,

<Name>

<Designation>

Alternatively, you can also draft a more detailed email containing information about the project.

Sub Line: Request for a down payment for <Project name>
Hi <Name of the client>,

I hope you are doing well.

As already discussed, we are requesting a 50% down payment for the <project name>. Please find attached a copy of the invoice for the same.

Further, we have also outlined the details of the project below:

<Invoice number>

<Description of project>

<Total payment for the project>

<Down payment required>

The payment is due by <date> and can be paid via any of the methods stated on the invoice. Upon receipt of the payment, we will commence work on the project. 

Should you have any questions or concerns, feel free to contact us over email.

Regards,

<Name>

<Designation>

#11. Request Advance Payment for Goods That Will Be Delivered in the Future

In case your business charges advance payments from clients, you need to know how to draft invoice emails for the same.

While writing an email to request payments in advance, make sure you mention the order number, its value, and the date it was placed.

You should then specify the payment that is due upfront, how to pay, and the expected order delivery date. 

Sub Line: Payment for <Order number>
Hi <Name of the client>,

I hope you are doing well.

This is to acknowledge that we have received your purchase order <order number> on <date>.

As per company policy, an advance payment of <amount> is due upon placing your order. Please find attached a copy of the invoice. You can find all the details about your order, including the payment process, in the invoice. 

Delivery typically takes <number of days or weeks> from the date the order is placed. While we do our best to deliver your order on or before time, unexpected delays can happen.

We will keep you informed about the status of your order. In case you have any questions, please don’t hesitate to email us.

Thank you for placing an order with us. We look forward to serving you in the future.

Regards,

<Name>

<Designation>

Alternatively, you can also draft an email stating the order details in the body as well.

Sub Line: Request payment for <Order number>
Hi <Name of the client>,

I hope you are doing well.

This email is to inform you that we have received your purchase <order number> dated <date>.

As discussed earlier, we request you to pay the purchase value of <amount> in advance, the due date for which is <date>. Please find attached a copy of the invoice for the same. 

I have also stated the order details below:

Product ID Product Name Quantity Price
Product ID 1 Product Name 1 Quantity Purchased Price 1
Product ID 2 Product Name 2 Quantity Purchased Price 2
Total  

Delivery typically takes <number of days or weeks> from the date the order is placed. While we do our best to deliver your order on or before time, unexpected delays can happen.

We will keep you informed about the status of your order. In case you have any questions, please don’t hesitate to email us.

Please feel free to contact us in case of any queries.

Thank you for placing an order with <company name>. We look forward to serving you in the future.

Regards,

<Name>

<Designation>

#12: Send an Invoice Asking for Advance Payment While Sharing Your Proposal

Sometimes the best way to get your project started immediately is to send an invoice asking for advance payment with the final commercial of the project as discussed in the meeting. 

Sub Line: Advance payment request for <Project name>
Hi <Name of the client>,

I hope you are doing well.

Thank you for giving us the opportunity to work with us on <project name>. As discussed, I have attached a document outlining the details of the project. 

This email is to inform you that as per company policy, we usually request full payment for our projects and deliver them at an agreed date. But since you are a first-time client, we are open to receiving 30% of the total figure as the upfront fee, followed by monthly payments upon the completion of each milestone.

We are open to accepting payments via credit card, bank transfer, or PayPal. 

Let me know if you have any thoughts or suggestions before I send the upfront invoice. 

Regards,

<Name>

<Designation>

How to Create Great Email Newsletters [With 7 Free Templates]

How To Send Email Invoices?

how to send email invoices
EngageBay media

You have your email templates ready, but how do you send them? Here is the step-by-step guide so that you don’t miss any important details while sending invoice emails. 

#1. Use a Good Email Automation Tool

Start by choosing an email automation tool designed to help streamline and automate your email sending process

The best tool will let you create your invoice email template and save it for later use. This will help you save time and effort every time you need to send an invoice email to your clients. 

If you are looking for an affordably priced email automation software, don’t forget to check out EngageBay. Ideal for small businesses and freelancers, it provides a wide range of features that can amp up your email marketing game. 

#2. Include a Standardized Subject Line

Once you have your email automation tool ready, the next step is to start drafting your email. 

Enter the subject line – it is highly likely that your email would become lost and go unnoticed without it. 

Hence, make sure to add a standardized subject line before hitting the ‘Send’ button. The subject line should be short and clearly convey what the email is about.

#3. Add the Template to the Body of Your Email

To help save time, you should add the template you want to use to the body of your email. 

Simply go to the email application you use and create a standard email template that you can use later. When you need to send an email, simply click on the template, customize it if need be, and click ‘Send.’

#4. Customize the Open Fields of the Email Template

Once you have created templates for your emails, you should customize the open fields. These fields can include clients’ names, payment due dates, contact details, and so on.

#5. Attach the Invoice to Your Email

Since the invoice contains all the details regarding the payment, don’t forget to attach a copy before sending the email to your clients.

#6. Proofread Your Email Before Sending

Before you hit ‘Send,’ ensure that you have proofread your email. 

The email should be free from any grammatical errors, have the invoice attached, and contain accurate information about the amount due, the projects worked on, due dates, and other information about you or the client. 

#7. Schedule a Time to Send the Emails

You can either choose to email the invoice immediately or at another time. 

Email automation tools like EngageBay lets you schedule your emails for sending them later. Just set the date and time, and the emails will be sent automatically without any manual intervention. 

While there are several invoicing software to create email invoice templates, EngageBay is loved by freelancers and small business owners. Its affordable pricing models and range of email automation and sequencing tools make it one of the ideal invoicing software in the market currently. 

Some of the key features of EngageBay’s email marketing software include a drag-and-drop email builder, mailing list segmentation, campaign tracking, and email personalization. 

15 Introduction Email Templates That Work Like A Charm

Wrap Up

An invoice email is a key component for any business. 

This range of email invoice templates will help you communicate with clients better and stay on top of your payments. 

Having good email invoice templates enables you to save time, boost productivity, and maintain a consistent cash flow for your business. This is because you know when and how to send emails requesting payments from clients at different times. 

To try EngageBay’s email automation and invoicing software features, just sign up for free and you can get started immediately.

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