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Best Practices••By Bilto Team

How to Send an Invoice via Email (With Templates)


How to Send an Invoice via Email (With Templates)


Sending an invoice is more than attaching a PDF and hitting send. The email that accompanies your invoice sets the tone, provides context, and can make the difference between getting paid on time and chasing payment for weeks.


Choosing the Right Email Subject Line


Your subject line determines whether the email gets opened promptly or buried in an inbox. Keep it clear, specific, and scannable:


Good subject lines:

  • "Invoice #1042 from [Your Business Name] -- Due June 15"
  • "Invoice for May 2026 Web Design Services"
  • "[Your Business Name] -- Invoice #1042 Attached"
  • "Payment Request: Invoice #1042 ($2,500)"

    • Avoid these:

  • "Invoice" (too vague, easily lost)
  • "URGENT: Payment Required" (sounds aggressive and spammy)
  • "Please pay" (unprofessional)
  • Long subject lines that get cut off on mobile

    • The best subject lines include the invoice number, your business name, and either the due date or the amount.


    What to Include in the Email Body


    A professional invoice email has five key components:


  • **A polite greeting** addressing the client by name
  • **Context** about what the invoice is for
  • **Key details** -- the amount, due date, and invoice number
  • **Payment instructions** or a note that details are on the invoice
  • **A closing** that invites questions and thanks them

    • Keep the email concise. Your client should be able to read it in under 30 seconds.


    Invoice Email Templates


    Template 1: Standard Invoice Email


    Subject: Invoice #[NUMBER] from [Your Business] -- Due [DATE]


    Dear [Client Name],


    I hope this message finds you well. Please find attached Invoice #[NUMBER] for [brief description of work/services], totaling [AMOUNT].


    Key details:

  • Invoice Number: [NUMBER]
  • Amount Due: [AMOUNT]
  • Due Date: [DATE]
  • Payment Methods: [Bank transfer / Credit card / etc.]

    • If you have any questions about this invoice, please do not hesitate to reach out.


    Thank you for your business.


    Best regards,

    [Your Name]

    [Your Business Name]


    Template 2: First Invoice to a New Client


    Subject: Invoice #[NUMBER] for [Project Name] -- [Your Business]


    Dear [Client Name],


    Thank you for choosing [Your Business Name] for your [project/service type]. It has been a pleasure working with you.


    Attached is Invoice #[NUMBER] for [description of completed work], totaling [AMOUNT]. Payment is due by [DATE].


    You can pay via [list payment methods]. Full payment details are included on the invoice. If you need payment to be directed differently or have any questions, I am happy to help.


    I look forward to continuing our work together.


    Warm regards,

    [Your Name]


    Template 3: Recurring Invoice Email


    Subject: Monthly Invoice #[NUMBER] -- [Month Year] Services


    Hi [Client Name],


    Attached is your monthly invoice for [Month Year] services. Here is a quick summary:


  • Invoice #[NUMBER]
  • Period: [Start Date] to [End Date]
  • Amount: [AMOUNT]
  • Due: [DATE]

    • As always, please let me know if you have any questions.


    Thanks,

    [Your Name]


    Following Up on Unpaid Invoices


    Having a follow-up sequence prevents awkward situations and keeps cash flowing.


    Reminder 1: On the Due Date


    Subject: Friendly Reminder -- Invoice #[NUMBER] Due Today


    Hi [Client Name],


    Just a quick reminder that Invoice #[NUMBER] for [AMOUNT] is due today. I have attached the invoice again for your convenience.


    If you have already sent payment, please disregard this message. Otherwise, I would appreciate payment at your earliest convenience.


    Thanks,

    [Your Name]


    Reminder 2: One Week Overdue


    Subject: Invoice #[NUMBER] -- Payment Overdue


    Hi [Client Name],


    I wanted to follow up on Invoice #[NUMBER] for [AMOUNT], which was due on [DATE]. I understand things can get busy, so I have reattached the invoice for easy reference.


    Could you let me know the expected payment date? If there is an issue with the invoice, I am happy to discuss.


    Best regards,

    [Your Name]


    Reminder 3: Two Weeks Overdue


    Subject: Second Notice -- Invoice #[NUMBER] Overdue


    Dear [Client Name],


    This is a second notice regarding Invoice #[NUMBER] for [AMOUNT], which was due on [DATE]. The invoice is now [NUMBER] days overdue.


    Please arrange payment as soon as possible. If there are any issues preventing payment, I would like to understand so we can find a resolution.


    I have attached the invoice once more. Please confirm receipt of this email.


    Regards,

    [Your Name]


    Best Practices for Invoice Emails


  • **Always attach the invoice as a PDF.** PDFs look professional, cannot be easily edited, and render consistently across devices. Tools like Bilto generate polished PDF invoices you can attach directly.
  • **Send from a professional email address.** Use your business domain, not a personal Gmail or Yahoo account.
  • **Send at the right time.** Tuesday through Thursday mornings tend to get the best open rates. Avoid sending invoices on Friday afternoons or weekends.
  • **CC the right people.** If your contact is not the person who processes payments, ask who to include on invoice emails.
  • **Keep a record.** Save every invoice email you send. This creates a paper trail if there is ever a dispute.
  • **Use a consistent format.** Clients should immediately recognize your invoice emails. Consistency builds trust and speeds up processing.

    • Conclusion


    A well-crafted invoice email is a small investment that pays off in faster payments and stronger client relationships. Use the templates above as starting points, customize them for your business, and establish a follow-up routine so no invoice slips through the cracks.


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