Getting paid on time often comes down to how you communicate your invoice. A well-written email can be the difference between getting paid quickly and chasing down late payments that disrupt your cash flow.
It’s a common struggle—figuring out exactly what to say when sending an invoice. If the tone is too formal, you might come off as distant. Too casual, and you risk not being taken seriously. The key is striking a balance: clear, respectful, and professional language that still feels human and keeps your client relationships strong.
Want to increase your chances of getting paid faster? These 15 professional invoice email templates are ready for you to use and tweak for your unique needs.
Sample Emails for Sending Invoice to Clients
These email templates will help you communicate professionally when sending invoices to your clients, whether for first-time billing or follow-ups on overdue payments.
Standard Professional Invoice Email
Subject: Invoice #10458 for [Project Name] Services
Dear [Client Name],
I hope this email finds you well. Attached please find invoice #10458 for the [project or service] completed on [date].
The invoice includes a detailed breakdown of all services provided during [time period]. The total amount due is $[amount], payable within [payment terms, e.g., 30 days] of receipt.
If you have any questions regarding the invoice or require additional information, please don’t hesitate to contact me directly at [phone number/email].
Thank you for your business. I look forward to our continued collaboration.
Best regards, [Your name and designation]
Friendly First-Time Invoice
Subject: Your First Invoice – [Project Name]
Hi [Client Name],
I’m excited to share that we’ve completed the initial phase of your project! Attached is invoice #2023-001 for the work completed through [date].
The total comes to $[amount], reflecting [brief description of completed work]. Payment is due by [date], and you’ll find all payment options detailed at the bottom of the invoice.
This is the first invoice of our working relationship, so please let me know if you need any clarification on the billing process or have questions about the charges.
I’ve truly enjoyed working with you on this project and look forward to seeing the results of our collaboration.
Thanks so much, [Your name and designation]
Recurring Monthly Services Invoice
Subject: Monthly Invoice #M-108 – [Month/Year]
Hello [Client Name],
I hope you’re having a productive week. Attached is your monthly invoice #M-108 for [service name] services provided during [month/year].
This month’s charges total $[amount], which includes [brief description of monthly services provided]. As per our agreement, payment is due within [number] days.
Your continued satisfaction is my priority. The monthly report detailing all activities and outcomes is also attached for your review.
Thank you for your ongoing trust. Please let me know if you require any adjustments to our services for next month.
Warm regards, [Your name and designation]
Project Milestone Completion Invoice
Subject: Milestone Completion Invoice – [Project Phase]
Dear [Client Name],
Great news! We’ve successfully completed the [specific milestone] phase of your [project name] project. Attached is invoice #2023-045 for this completed milestone.
The invoice amount of $[amount] covers [specific deliverables] as outlined in our project agreement. This milestone represents [percentage]% of the total project scope.
You can view the completed work at [link to work/deliverables if applicable]. I’d appreciate your feedback on the results so far.
Payment is due by [date]. Once received, we’ll immediately begin work on the next phase, which involves [brief description of next phase].
Thank you for the opportunity to work on this exciting project.
Best, [Your name and designation]
Detailed Service Breakdown Invoice
Subject: Invoice #SV-2023-089 with Service Breakdown
Dear [Client Name],
Attached is invoice #SV-2023-089 for services provided from [start date] to [end date].
I’ve included a comprehensive breakdown of all services, including:
– [Service 1]: [hours] hours at $[rate]/hour = $[amount]
– [Service 2]: [hours] hours at $[rate]/hour = $[amount]
– [Additional expense description]: $[amount]
The total amount due is $[total amount], payable by [due date]. Please note that this invoice reflects the additional [specific service] requested on [date] that was outside our original scope of work.
Please review the breakdown and contact me with any questions about specific line items.
Thank you for your business.
Regards, [Your name and designation]
Discount Offered Invoice Email
Subject: Invoice #1085 with Special Discount Applied
Hi [Client Name],
Thank you for your continued partnership. I’ve attached invoice #1085 for the recently completed [project/service].
As a token of appreciation for our [length of relationship] working relationship, I’ve applied a [percentage]% loyalty discount to this invoice. The original amount of $[original amount] has been reduced to $[discounted amount].
This discount brings the total due to $[final amount], payable by [due date]. Moving forward, you can expect similar rates for comparable projects.
Your business means a lot to me, and I value our professional relationship.
With appreciation, [Your name and designation]
Rush Job Invoice Email
Subject: Invoice #456 for Rush Project Completion
Dear [Client Name],
Attached is invoice #456 for the rush [project/service] completed on [date], two days ahead of the requested deadline.
The total amount is $[amount], which includes the standard rate plus the previously agreed upon rush fee of [percentage/amount]. This rush service enabled delivery by [specific date] as requested for your important [event/deadline].
Thank you for trusting me with this time-sensitive project. I’m happy we could accommodate your timeline without compromising quality.
Payment is due within [number] days. Please confirm receipt of this invoice.
Thank you, [Your name and designation]
New Client Welcome Invoice
Subject: Welcome Invoice #NC-001 – [Project Name]
Hello [Client Name],
Welcome aboard! I’m thrilled to begin our working relationship. Attached is your first invoice #NC-001 for the initial consultation and project setup completed on [date].
The invoice amount is $[amount], covering [specific services]. For your convenience, I’ve included detailed instructions on payment methods at the bottom of the invoice.
As a new client, please note that I typically send invoices on the [date] of each month, with payment terms of [payment terms].
I’m looking forward to a productive partnership. Please reach out anytime with questions about this invoice or our upcoming work together.
Thank you for choosing my services.
Sincerely, [Your name and designation]
Final Project Invoice
Subject: Final Invoice #FP-299 – [Project Name] Completion
Dear [Client Name],
Congratulations on the successful completion of [project name]! Attached is the final invoice #FP-299 for this project.
This invoice for $[amount] represents the final payment as outlined in our agreement. All deliverables have been provided and approved by your team on [date].
It has been a pleasure working with you on this project. The final files/documents can be accessed at [link/location if applicable].
Please process this final payment by [due date]. After payment confirmation, I’ll also send a complete project archive for your records.
Thank you for the opportunity to work with you. I hope we can collaborate on future projects.
Best regards, [Your name and designation]
Retainer Service Invoice
Subject: Monthly Retainer Invoice #RT-062 – [Month/Year]
Hello [Client Name],
Attached is invoice #RT-062 for your monthly retainer covering [month/year].
This month, we utilized [number] of your [total number] retainer hours on the following:
– [Project/Task 1]: [hours] hours
– [Project/Task 2]: [hours] hours
– [Project/Task 3]: [hours] hours
The monthly retainer amount remains $[amount], due by [due date]. You currently have [number] unused hours that will roll over to next month per our agreement.
The monthly activity report is also attached, providing details on all tasks completed and their outcomes.
Thank you for your continued trust.
Regards, [Your name and designation]
Overdue Payment Reminder – First Notice
Subject: Friendly Reminder: Invoice #2023-078 Payment Due
Dear [Client Name],
I hope you’re doing well. This is a friendly reminder that invoice #2023-078 for $[amount] was due on [due date], which was [number] days ago.
The invoice covers [brief description of services] provided in [month/timeframe]. I’ve attached another copy for your convenience.
Perhaps this slipped through the cracks during a busy period. Could you please check on the status of this payment and let me know when I might expect it to be processed?
If you’ve already sent the payment, please disregard this message with my thanks. If there are any issues with the invoice that are causing a delay, please let me know so we can address them promptly.
Thank you for your attention to this matter.
Kind regards, [Your name and designation]
Second Payment Reminder Email
Subject: Second Notice: Outstanding Invoice #2023-078
Dear [Client Name],
I’m following up regarding invoice #2023-078 for $[amount], which was due on [original due date] and is now [number] days overdue.
My previous reminder was sent on [date of first reminder]. I understand that payment delays can happen for various reasons, so I wanted to check if there are any issues preventing payment that I can help resolve.
For your convenience, I’ve attached the invoice again and listed the payment methods below:
– [Payment method 1]
– [Payment method 2]
– [Payment method 3]
Please update me on when I can expect payment or if you need to discuss payment arrangements.
Thank you for your prompt attention to this matter.
Regards, [Your name and designation]
Final Payment Reminder Before Late Fees
Subject: URGENT: Final Notice Before Late Fees – Invoice #2023-078
Dear [Client Name],
This is a final notice regarding invoice #2023-078 for $[amount], which was due on [original due date] and is now [number] days overdue.
As specified in our service agreement, a late fee of [percentage/amount] will be applied if payment is not received within the next [number] business days. This would increase the total amount due to $[amount with late fee].
I value our business relationship and would prefer to resolve this without additional charges. Please process the payment or contact me immediately to discuss any issues that are preventing payment.
The invoice can be paid via any of the methods detailed in the attached document.
Thank you for your immediate attention to this matter.
Sincerely, [Your name and designation]
Invoice with Early Payment Discount
Subject: Invoice #7701 with Early Payment Discount Option
Hi [Client Name],
I’ve attached invoice #7701 for $[amount] for the [project/service] completed on [date].
As discussed, I’m offering a [percentage]% discount if payment is made within 10 days, reducing your total to $[discounted amount]. To take advantage of this offer, payment must be received by [specific date].
After this date, the standard payment terms of [number] days will apply, with the full amount due by [final due date].
Please let me know if you plan to utilize the early payment option so I can update my records accordingly.
Thank you for your business.
Best, [Your name and designation]
Post-Meeting Invoice Follow-Up
Subject: Invoice #3245 Following Our Strategy Session
Hello [Client Name],
Thank you for the productive strategy session yesterday. As promised during our meeting, I’ve attached invoice #3245 for the consultation and initial planning services provided.
The invoice total of $[amount] covers:
– [Duration] strategy consultation on [date]
– Initial research and analysis as discussed
– [Other specific services mentioned in meeting]
Based on the priorities we identified, I’ve also included a proposed timeline for the next phases of our project for your review.
Please process this payment by [due date]. Once confirmed, I’ll begin work on the next steps we outlined.
Looking forward to our follow-up meeting next week.
Warm regards, [Your name and designation]
Wrap-up: Professional Invoice Emails
Sending invoices doesn’t need to be awkward or complicated. By using these templates as starting points, you can create professional communications that respect your clients while ensuring your business gets paid promptly.
Remember that consistency is key. Establish a regular invoicing schedule and stick to it. Your clients will appreciate the predictability, and your cash flow will benefit from the regularity.
The most effective invoice emails are clear about expectations, polite in tone, and provide all necessary information upfront. They make it easy for clients to understand what they’re paying for and how to process the payment.
Adapt these templates to match your brand voice and the specific relationship you have with each client. A personal touch can go a long way toward maintaining positive client relationships even when discussing money matters.