How to Send an Invoice (Email Tips & Template)
How to send an invoice that actually gets paid — the email wording, what to attach, and a polite follow-up template.
How you send an invoice matters almost as much as the invoice itself. A clear email gets opened, understood, and paid faster.
Send the invoice as a PDF
Always attach a PDF — it looks professional, can't be accidentally edited, and opens on any device. Generate one free and attach it to your email.
A simple invoice email template
Subject: Invoice INV-001 from [Your Business]
Body: “Hi [Name], thanks for your business. Please find invoice INV-001 attached for [work], due [date]. Payment details are on the invoice. Let me know if you have any questions!”
Following up politely
- 1Send the invoice the day you finish the work.
- 2A day or two after the due date, send a friendly reminder.
- 3A week later, send a firmer (but polite) follow-up referencing the invoice number.
For terms that speed up payment, read our payment terms guide.
Frequently asked questions
What's the best way to send an invoice?
Email a PDF invoice with a short, clear message and the invoice number in the subject line. PDFs look professional and can't be accidentally altered.
What should I write in an invoice email?
Keep it short: greet the client, state the invoice number and what it's for, mention the due date, and point to the payment details on the invoice.
How do I follow up on an unpaid invoice?
Send a friendly reminder just after the due date, then a firmer polite follow-up a week later, always referencing the invoice number.
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