12 Email Invoice Templates to Customize and Click Send

Did you know that more than two in five email 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 Is an Invoice Email?

An invoice email is an official receipt for purchases of products and services, and is sent to the buyer/customer via email. An invoice email typically contains the date of purchase, product information and costs, business details, shipping details, discounts, payment methods, and other crucial information. 

Here’s an example of a typical invoice email: 

Click here to learn how to write an invoice email. 

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 recurring invoices, 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. Here’s a free invoice template that you can copy, modify, and use: 

Read also: eCommerce Email Copy — 12 Tricks to Drive More Conversions

#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.

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. 

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#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. 

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

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#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 for late payments. In addition, attach the online invoice (past due invoice via email) again, reminding the client of the amount to be made along with payment instructions. 

Read also: 45 Business Text Message Templates For Busy Bees

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

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 also attaching the unpaid invoice. 

While writing a ‘past-due’ invoice email, 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. 

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

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#7: Send an Email Reminder When Payments Are Past Due (Update 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 invoice payment. 

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

Read also: How to Write the Best Meeting Reminder Email [Templates and Examples]

#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. 

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.

Learn the art of saying ‘sorry for the inconvenience’ in a more empathetic and professional way. Explore our guide for tips and templates.

Read also: 6 Email Sequence Templates For Better Conversions

#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 payment 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.

Alternatively,

👉Looking for a good laugh? Check out these 11 hilarious email memes for marketers! 😂

#10: Request a Down Payment on an Order

If you are a freelancer or a small business owner who 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. 

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

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#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. 

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

#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. 

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How To Send Email Invoices?

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 multiple invoices 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.’

👉Want to make a great first impression? Check out our guide “15 Introduction Email Templates That Work Like A Charm” for tips and templates! 🚀

#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 information, 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 email 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. 

Read also: 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.

Want ready-made, curated email templates? Check out our extensive library of cold email templates and sequences for various scenarios. Mix and match, redesign, and personalize your email campaigns with EngageBay.