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How to write an invoice email (with examples)

Updated 2026-06-20

The invoice itself is only half the job — the email you send it with is what actually gets read first. A clear, professional invoice email makes it easy for the client to pay and quietly sets the expectation that payment is due. A vague one invites delay.

Subject line

Make it specific and easy to find later:

Invoice #1042 from [Your Name] — due 14 May

Including the invoice number and due date means it stands out in a busy inbox and is searchable when the client’s finance person looks for it.

What the body should say

Keep it short — five lines is plenty:

  1. A friendly greeting.
  2. What the invoice is for (one line referencing the project).
  3. The amount due and the due date, stated plainly.
  4. How to pay (or “details are on the invoice”).
  5. A polite close inviting questions.

A simple template:

Hi [Name],

Thanks again for [project]. Please find invoice #1042 attached, for [amount], due by [date].

Payment details are on the invoice — let me know if you have any questions.

Best, [Your Name]

What to attach

  • The invoice as a PDF, not an editable file — it looks more professional and can’t be altered. The invoice generator exports a clean PDF with no watermark.
  • Name the file clearly: Invoice-1042-YourName.pdf.
  • Double-check it has everything it needs first — see what to include on an invoice.

A few things that help you get paid

  • Send it promptly — the sooner the invoice lands, the sooner the clock starts.
  • CC the right person — if accounts payable handles payments, include them.
  • State terms clearly so there’s no ambiguity about when payment is due.

If the due date passes, don’t resend the same email — switch to a proper follow-up. The payment reminder templates give you a polite-to-firm ladder, and there’s a guide on how to ask for payment politely.

Stop writing follow-up emails by hand

A good invoice email is step one; the chasing is what eats your time. Duefy sends the follow-ups for you on a schedule the moment an invoice is overdue, so you write the first email and it handles the rest.