How to Write an Invoice Email: Templates and Best Practices

Knowing how to write an invoice email allows you to bill clients quickly, efficiently, and professionally. This can significantly reduce the instances of unpaid invoices, optimize your business's cash flow, maintain its reputation, and help you foster good relationships with your clients.

This article will show you how to make an invoice email by exploring the essential elements that it should contain and going through the writing process. We’ll provide you with a couple of templates and explain how you can use one of the best online invoice generators at Paystub.org to streamline and simplify the process.

Key Takeaways

• To write an invoice email, you should include a concise subject line, include all the necessary information in your invoice, and attach it as a PDF.
• Double-check your email before submitting it to verify that you haven’t made any mistakes.
• Use an email body to thank the client and include a few essential details about the invoice, such as the due date and amount.
• Follow up with a polite reminder a few days before a due date and once again after it.
• Use our invoice generator to quickly and professionally bill your clients.

3 Important Elements Your Invoice Email Should Have

There are three universal elements that every invoice email should have, and they are:

1. Header and subject line
2. Essential invoice details
3. Attachments

The header and subject line of your email cover letter are the first things your clients will see, so they need to be brief, clear, and informative. It should emphasize the purpose of an email and highlight relevant details, such as a pay period.

A good example of an invoice email subject line would be:

or

The essential invoice details should go in the attached document. Here is the information you need to include in every invoice:

• The name of your business and its contact details.
• The name of the client and their contact details.
• An invoice number that helps you track and organize these documents.
• An invoice date to indicate when the invoice was issued.
• An itemized list of goods or services with brief descriptions.
• A total amount due.
• An invoice due date and applicable payment terms (net terms or similar).
• Accepted payment methods (and currencies for international invoices).
• Any applicable taxes, early discounts, late penalties, etc.

Lastly, you should always attach your invoice to your email as a PDF. This is an established format for professional documentation. PDFs are secure and can be viewed on any device, maintaining a consistent format.

Plus, a PDF document can’t be altered, preventing clients from accidentally or deliberately changing some details of your invoice.

How to Write an Invoice Email in 5 Easy Steps

Let’s learn how to write an invoice email in five simple steps, including all the essential elements.

#1. Prepare Your Invoice Using a Generator

A simple way to create an invoice online is to use an invoice generator, such as the one at Paystub.org. For starters, generators come with preset structure and layout, so you don’t have to worry about the format of your email invoice.

Our generator also features a user-friendly interface with blank spaces that you simply fill in to get a complete document. It has a built-in calculator that automatically sums up the items on your invoice and even deducts taxes based on the information you input.

Alternatively, you can use a Word invoice template, an Excel invoice template, or even a blank Google Doc. Keep in mind that creating invoices this way can take more time, which becomes particularly prominent when dealing with a large volume of them.

#2. Save in PDF Format for Easy Attachment

Once you’re done creating your invoice, whether using an online generator or another software, export it and save it as a PDF. This is the best file format to use to send an invoice by email, as it is secure and versatile.

Since a PDF document is viewable on any device, you’ll always know that your client is guaranteed to be able to open and see your invoice. Additionally, the added benefit of a PDF being non-editable protects you from having your invoice tampered with.

#3. Craft a Short, Polite Email Message

The body of your email should be polite and to the point. You want to write a friendly but professional message that briefly addresses the client, mentions the attached invoice, and expresses gratitude.

Here’s an example of a freelance invoice email body:

#4. Write a Professional Subject Line

A subject line should help the client easily identify the content of the email. It should contain critical information, like the mention of an invoice, its number, and your business name.

Here’s a simple template of an invoice email subject line that you can use:

#5. Attach the Invoice, Double-Check Details, and Send

With your subject line and body written and your PDF invoice generated and saved on your device, you should simply attach it and send the email. Don’t forget to do one final check before hitting “send,” as emails can’t be retracted.

Make sure that you’ve attached your PDF invoice in the first place. Following that, ensure that all the details are correct, as a simple mistake can make the payment difficult or impossible, increasing the chances of an overdue invoice. Finally, review your writing to see whether there’s something to improve or a grammatical mistake to correct.

2 Invoice Email Templates

Putting everything that you’ve learned into practice, we prepared two professional and straightforward email invoice templates that you can copy and use for your business.

#1. Small Business Invoice Email Template

Let’s start with a versatile template perfect for email invoices for small businesses and independent contractors:

#2. Pro Forma Invoice Email Template

Here’s an email template for a pro forma invoice—a preliminary invoice sent before the work is completed:

How to Follow Up on Your Invoice Email

Following up on your invoice email is essential, as it helps with outstanding invoices and delayed payments. Clients sometimes postpone paying for various reasons, and a polite payment reminder can encourage them to fulfill their responsibilities.

It’s common practice to send one follow-up email a few days before the due date and another if the invoice becomes overdue. It’s vital to maintain a polite and professional tone in this email and reference the invoice number to avoid confusion. You can attach a copy of the original invoice to the follow-up email to make things easier for the client.

Here’s an example of a short and cordial follow-up email:

5 Mistakes to Avoid When Emailing Invoices

Now that you know how to create an invoice, write an email, and send it to the client, let’s see what the most common mistakes you need to avoid are.

#1. Forgetting to Attach the Invoice

One of the biggest and most obvious mistakes professionals make when emailing invoices is forgetting to attach them. While most email providers today offer attachment reminders to prevent this from happening, these automated systems can still fail, or users may overlook them. This prompts you to send another email to apologize, making you appear unprofessional.

#2. Sending in Editable Formats

Sending your invoice in an editable format (e.g., Microsoft Word’s DOCX) looks unprofessional and poses a security risk. One of the main reasons why PDF is the standard is that it can’t be edited easily.

#3. Not Including the Payment Terms

Your invoice should clearly detail the payment terms. The client needs to know not only how much to pay, but when the payment is due and whether there are late penalties or early discounts.

Some examples of email invoice payment terms include “Due upon receipt” or “Payment due within 60 days.” Leaving the terms ambiguous or not mentioning them at all can lead toconfusion and delays in payments.

#4. Using an Unprofessional Email Address

You should send your email from a business email address, not a personal one. To enhance the authenticity of your business and establish trust, consider obtaining a custom email domain. Otherwise, at a minimum, you should have a professionally formatted email address, such as “businessname@email.com.”

#5. Sending to the Wrong Recipient

Sending an invoice to the wrong email address is a significant error that can result in lengthy payment delays or missed payments altogether. Even sending an invoice to the wrong contact person or department within the correct organization is a serious mistake that can have similar consequences.

Create and Send Invoices Via Email With Paystub.org

Paystub.org offers a professional and intuitive invoice generator that allows you to design these documents in minutes. The process is simple, and it goes as follows:

• Choose a template that suits your needs.
• Fill out the form with the necessary details, including your and the client’s information, a list of goods or services, tax specifics, payment terms, etc.
• Optionally, upload your logo and write any additional notes for the client.
• Review your final invoice.
• Check out and download a finished document.

Final Thoughts

Now that you know how to write an invoice email, what file format to use, and what mistakes to avoid, you can improve your invoice management and boost your cash flow. Don’t forget to use a PDF format, verify whether you’ve attached it, and include all the necessary information before sending.

Lastly, feel free to try our invoice generator tool. It can help you create these documents much more quickly than using ordinary templates. This can be particularly helpful if you’re scaling your small business and generating a large number of invoices.

How to Write an Invoice Email FAQ

#1. How do you email an invoice professionally?

To professionally email an invoice, include a clear and concise email subject line and attach your invoice as a PDF. Make sure that the invoice has all the necessary information (e.g., details about your business and the client, invoice date, number, payment terms, etc.) written in an organized manner.

#2. How to write a formal invoice?

The easiest way to write a formal invoice is to use an online invoice generator, such as the one at Paystub.org. A generator comes with a user-friendly interface that allows you to simply fill in the blanks and transform a professional invoice template into a PDF file.

#3. Is emailing an invoice legally valid in the U.S.?

Yes, emailing an invoice is legally valid in the U.S. To ensure the validity of an invoice, you should use an electronic signature. UETA and the E-SIGN Act give electronically signed documents the same validity as their paper counterparts.

#4. How soon should I send the invoice after completing work?

It’s best to send the invoice as soon as the work is completed, within the next 48 hours. This keeps your interaction with the client fresh and maximizes the chance of getting paid promptly.

#5. Can I request payment directly through an invoice email?

Yes, you can request payment directly through an invoice email by including a payment link. This is a straightforward method that can expedite the process and make it easier for both the client and your company.

#6. Is it safe to send payment details in the invoice?

While it is generally safe to send payment details in the invoice, you should be aware of the risks and follow good cybersecurity practices. For enhanced security, you can use a secure payment gateway or specialized invoicing software that facilitates payments without disclosing your bank information.