This article outlines what you should say in an invoice email. Let’s get paid!
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If you’ve done the work, you deserve to get paid! To get your cash, you’ll need to send an invoice.
Of course, you can just send an invoice attached to an email, but this approach won’t win you many friends or get you paid faster. Instead, you should create an invoice email that includes everything you need to do to make payment as easy as possible but sets out your terms in strong language.
It’s 50% carrot, 50% stick, and 100% effective!
This finance-focused article outlines what you should say in an invoice email. You’ll learn essential tips to write the best invoice emails and provide 6 invoice emails and a template for you to use.
It’s all about the money in an invoice email, but we don’t mention that too much. In fact, all the financial details are included in the invoice, so there’s no need to mention money, provide account details, or add specific information about how you want to be paid.
An invoice email accompanies the invoice, providing context and clarity about your terms and conditions. It’s critical because evidence and anecdote show that many businesses aren’t settling invoices in time. If you’re a freelancer, this can leave you out of pocket – and that’s not acceptable.
To ensure you’re paid on time, here are five pro tips to ensure you’re never left unpaid.
First and foremost, be polite and professional. Your client will have some time to pay (in most cases, between 7 - 28 days), so there’s no need to be pushy or impolite at the start.
The tone of voice can be tricky to get right, so check out our examples to see how we’ve tackled the task.
You’ll want to do everything possible to make it as easy as possible for people to pay you. To achieve this, you must include all information in your email (as well as your invoice).
So, be sure you’ve included everything, such as who you are, your company (if you have one), your address, bank account details, contact details, and the project you’re invoicing for.
Companies can be tricky to pin down when it comes to payments. Does the payment deadline start from when the invoice was issued or opened?
The best approach is to set your deadline (in favorable terms). If you’re brave or bold enough, you can set out what happens when people don’t pay on time.
You can list late payment fees and penalties if you wish, but personally, we’d recommend saving the nuclear option until you need it.
Above we recommend that you don’t go into detail about late payment charges, which we stand by – but you can provide details to your terms and conditions.
You can add them to the bottom of the email, attach them, or send a link to your website. This is a less aggressive or confrontational approach, but it will ensure no misunderstandings.
Sounds stupid, doesn’t it? But it never hurts to double-check that you’ve attached the right (not last month’s or someone else’s) invoice!
The invoice email format is likely familiar to you if you’ve ever sent a professional email for any other purpose. You start with a clear subject line, go into detail in the body, and provide a positive sign-off (which includes all your contact details).
Here’s a step-by-step breakdown of the invoice email format:
Your invoice subject line should make it clear it’s an invoice. This makes it easy for the recipient to act (either by responding directly or passing it on).
It’s a good idea to include the invoice reference in the subject. Here are a few invoice email subject lines:
When you send your invoice, you’ll need to ensure that the body copy explains who it’s from, the project or service delivered, and any other essential information. Here’s an example of a standard invoice body copy:
Immediately the person receiving this knows what it’s about. Next, you’ll need to provide the context and set out terms.
Sometimes the person who receives the invoice may have questions about it, so give them some options to contact you.
Do all this, and your invoice email will get results and ensure prompt payment.
You’ll want a positive sign-off here, but you can use this to your advantage. First, always remind the person you’re expecting prompt payment, or they may conveniently forget to process the invoice in time.
If you know the person or want to say more, then do so (it’s your email, after all).
Finally, add a nice ending (kind regards, thanks, etc.) and include your signature.
It’s a good idea to check that your signature contains all the contact details the recipient may need. This means they’ve got no excuses for ignoring you.
It’s time to get writing! Here are 6 invoice email examples that you can use to push for payment.
Classic phrases such as “please find attached invoice for your payment” are used a lot.
It’s not that we’re lazy; invoice emails follow a traditional format, and using familiar words and phrases is how the world works.
OK, so let’s get the money moving…
Here's how Flowrite's AI can write your payment reminders and follow-ups for you:
This simple template for sending an invoice to a client or customer follows the outline above. It’s short, sweet, and straight to the point.
Hi (Recipient's name),
Please find attached the invoice (including details) for (product or service).
The invoice covers the period (insert dates). Alongside the invoice, you can find details of our terms and conditions at (insert details).
Our standard payment terms are 28 days, which means payment is on, or due, on (insert date).
If you have any questions about the invoice, you can contact me at any time (insert details).
We look forward to receiving payment and working with you in the future.
(Your name)
You can call your invoice late, outstanding, or unpaid. Whatever you call it, you deserve to get paid – and we can help.
This past-due invoice email sample is a clear and confident message that will move someone to pay your invoice.
As well as acting as a reminder, this sets out what happens if the invoice isn’t paid. (Carrot and stick, remember?)
Hi (Recipient's name),
We sent you an invoice (invoice details) on (date). Unfortunately, the invoice is now overdue for payment. Please let us know when we can expect payment.
Attached are details of our payment terms and conditions in this email.
If there are any problems with the invoice that have caused payment delays, please let me know. You can contact me on (insert details).
Many thanks,
(Your name)
This example email to remind you about an unpaid invoice is a little softer than the previous sample.
Sometimes, the person may have a legitimate excuse for not paying on time. This outstanding invoice reminder sample gives them a way to save face, but they’ll know you’re not going to forget!
As with the previous example, consider sending it with a new subject line to ensure it’s not ignored.
Hi (Recipient's name),
You should have received our recent invoice (insert details) on (date). Can you confirm that you have received our invoice and this it’s being processed?
Our payment terms are (insert details). I have attached the invoice to this email.
If there is a problem paying the invoice, please let me know. Otherwise, I’ll expect payment to be made ASAP.
You can contact me at any time to discuss this invoice. My contact details are (insert information).
Best regards,
(Your name)
This invoice follow-up sample is a gentle reminder that your invoice is due for payment. Of course, you can wait until it’s not been paid, but if you’re working with a habitual late payer, send it a few days before it’s due.
This payment due (or overdue) invoice template provides a gentle reminder that you’re owed money and will collect it!
Hi (Recipient's name),
I’m just getting in touch to follow up on our invoice (insert details). The invoice is scheduled to be paid on or before (insert date).
Please confirm that you have received the invoice and that it will be paid.
I look forward to hearing from you and receiving payment shortly. This will ensure we can continue to work together.
Many thanks,
(Your name)
According to professional conventions, some suggest sending a confirmation email when you’ve paid an invoice to protect you from potential legal issues.
This serves two essential functions:
To make sure you comply with deadlines and prevent potential issues, use this short paid invoice email template:
Hi (Recipient's name),
Thanks for your recent invoice (insert details); I can confirm that this has now been paid.
The payment was made on (insert date) to the nominated account. Please can you confirm that you have received this?
With kindest regards,
(Your name)
If you’ve commissioned work or purchased a product, sending a confirmation when you receive an invoice that it’s been approved for payment is polite.
This provides your finance person or team with the OK to arrange payment. We recommend doing this as soon as you receive an email, or you could be one of those annoying customers that keep freelancers waiting for their cash. Don’t be this person.
Hi (Recipient's name),
I’ve recently received the invoice (include details). So I can confirm that we have received the service (or goods), and the invoice is OK to be paid.
I’ve attached the invoice and provided details of the terms and conditions.
Please let me know if you experience any problems with this or need more information.
The above examples should provide enough ammunition to develop your own, but we’ve stripped out all context and creativity for this tried and tested invoice template.
So follow the structure, fill in the gaps, and send to finance for prompt payment.
Hi (Recipient's name),
Please find attached the invoice (information). This invoice relates to (services/goods, etc.,).
The invoice contains all payment details. I’ve also attached our terms and conditions. Payment should be made within (number) of days.
Please confirm that you have received this email.
If you have any questions about this invoice or require additional information, please contact me at (insert details).
I look forward to receiving your payment and working with you.
Kindest regards,
(Your name)
Still wondering about how to write invoice emails? With Flowrite, you can turn short bullet points into a ready-to-send email with AI, like this:
When deciding how to write an invoice email, think about the carrot and the stick. You’ll want to be polite and professional, but never let yourself be pushed around.
When sending an invoice via email, set out your terms and stick to them. Customers will respect you if you’re pushing for what you’re owed.
We hope the samples and templates here are helpful. Use them to develop your own invoice emails and reminder templates. If you’re struggling for ideas or inspiration, use Flowrite!
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How to write a reminder email with 9 email samples and templatesThis guide has all you need to send professional and polite reminder emails. Read our best tips and use the 9 email samples at the end.
