Guides · Getting paid · Updated August 12, 2026
Invoice Email Templates: How to Send an Invoice by Email
The email carrying your invoice matters almost as much as the invoice itself — it decides whether the document gets opened, forwarded to the right person, and paid on time. Here are copy-paste invoice email templates for every stage, from first send to overdue follow-up, plus the small details that get invoices paid faster.
Five rules for invoice emails
- Attach a PDF. It renders identically everywhere, prints cleanly and cannot be edited in transit. Generate one with the free invoice generator.
- Put the essentials in the subject line — invoice number, your business name, and ideally the amount or due date. The subject is what accounts payable searches for later.
- Keep the body short. Amount, due date, what it covers, how to pay. The invoice carries the detail — the email just delivers it.
- Send it to the right inbox. For companies, ask whether invoices go to a dedicated accounts-payable address.
- Follow up on a schedule, not on frustration. A calm reminder a few days before the due date and a prompt follow-up after it outperform a single angry email a month later.
Template 1: sending the invoice
Subject: Invoice INV-0042 from Jane Rivera Design — $1,017.55 due Sep 11
Hi Alex,
Thanks again for the project! Please find attached invoice INV-0042 for the logo refresh and menu design, totaling $1,017.55, due September 11 (Net 30).
Payment details are on the invoice — bank transfer preferred. Let me know if anything needs adjusting or if your AP team needs it in a different format.
Best,
Jane
Adjust names and numbers; keep the shape: gratitude, what it is, amount, due date, how to pay, an easy opening for questions.
Create the invoice to attach — free — no signup, no watermark, and your PDF is ready in seconds.
Template 2: friendly reminder (before the due date)
Subject: Reminder: Invoice INV-0042 due this Friday
Hi Alex,
A quick reminder that invoice INV-0042 ($1,017.55) is due this Friday, September 11. The invoice is attached again for convenience.
If payment is already on its way — thank you, and please ignore this note.
Best,
Jane
Send it 3–5 days before the due date. The "already paid?" line keeps the tone friendly and saves face on both sides.
Template 3: overdue follow-up
Subject: Overdue: Invoice INV-0042 (due Sep 11)
Hi Alex,
Following up on invoice INV-0042 for $1,017.55, which was due on September 11 and shows as unpaid. The invoice is attached.
Could you let me know the payment status, or connect me with the right person if it is stuck in process? Happy to resend details if needed.
Thanks,
Jane
Send the first overdue note within a week of the missed date — factual, no blame, with a clear question. If your agreed payment terms include late fees, a later follow-up can reference them; see our late fee guide before you do.
Frequently asked questions
Should the invoice be in the email body or attached?
Attached as a PDF, with the key numbers (amount, due date) repeated in the body. Body-only invoices get lost; attachment-only emails get overlooked.
What is the best subject line for an invoice email?
"Invoice [number] from [your business] — [amount] due [date]". Searchable, complete, and impossible to misfile.
How many reminders are appropriate?
A common cadence: one before the due date, one shortly after, then weekly. Each stays short and factual; escalate the channel (phone, your contact's manager, AP) rather than the tone.
Create your invoice now — free — no signup, no watermark, and your PDF is ready in seconds.