How to Send an Invoice by Email: Templates & Best Practices

How you send an invoice matters as much as what's on it. A professional email gets opened, paid, and filed correctly.

Invoice Email Subject Line Examples

• "Invoice #1042 from [Your Name] — Due May 30"
• "[Client Name] — May 2026 Invoice Attached"
• "Payment Request: Project Alpha — $3,500 Due"

Invoice Email Template

Hi [Client Name],

Please find attached Invoice #1042 for [brief description] totaling $[amount], due [date].

Payment can be made via [bank transfer / PayPal / link]. Let me know if you have any questions.

Thank you, [Your Name]

Best Practices

1. Attach PDF — never send editable Word docs
2. Include invoice number in subject — easy to search
3. Send to AP email if corporate — ask for accounts payable contact
4. Copy your own email — keeps a sent record

Follow-Up Sequence

• Day 0: Send invoice
• Day -3: Friendly reminder before due date
• Day +1: Overdue notice
• Day +7: Phone call or formal follow-up

Create PDF Invoices to Email

Generate PDF invoices ready to attach — professional format, instant download.