5 Great Invoice Email Templates To Copy & Paste

Sending an invoice is how you get paid—it’s one of the most important emails you’ll send for your business.

Starting with a template removes the guesswork and ensures your email is clear, professional, and has everything you need. This helps you get paid faster and get back to your creative work.

Tips for Writing Invoice Emails

• Write a clear, searchable subject line. This is the first thing your client sees. Make it easy for them to find and file by including your business name, the invoice number, and the due date. For example: “Your Business Name: Invoice #123 for Project X.”
• Put the key details in the email body. Don't make your client hunt for the important information. State the total amount due and the payment deadline directly in the email. It saves them a click and shows you respect their time.
• Make it incredibly easy to pay. Clearly outline how you accept payments. If you use an online payment system, include a direct link. If you take bank transfers, provide the necessary details. The fewer steps involved, the faster you get paid.
• Attach the invoice as a PDF. A PDF is a universal format that looks professional and can be opened on any device without messing up the formatting. It’s the standard for a reason, so stick with it over other file types like Word or Pages documents.

Types of Invoice Email Templates We Will Cover

1. New Invoice Email Template
2. Payment Reminder Email Template
3. Overdue Invoice Email Template
4. Invoice Follow-Up Email Template
5. Invoice Receipt Email Template

5 Invoice Email Templates

1) Payment Reminder Email Template

<template>

Subject: Friendly Reminder: Invoice #[Invoice Number] is due on [Due Date]

Hi [Client Name],

This is a friendly reminder that payment for invoice #[Invoice Number] for the amount of [Total Amount] is due on [Due Date].

I’ve re-attached the original invoice for your convenience. You can make a payment via [Payment Method]. If you’ve already sent the payment, please disregard this message.

Please let me know if you have any questions.

All the best,

[Your Name]

[Your Position]

[Your Business Name]

[Your Website]

</template>

2) Overdue Invoice Email Template

<template>

Subject: URGENT: Invoice #[Invoice Number] is Overdue

Hi [Client Name],

This email is a follow-up on invoice #[Invoice Number] for [Total Amount]. It was due on [Due Date] and is now overdue.

I’ve attached the invoice again for your convenience. Please submit payment via [Payment Method] as soon as possible to settle your account.

If you’ve already sent the payment, please disregard this email. If you have any questions, please let me know.

Best,

[Your Name]

[Your Position]

[Your Business Name]

[Your Website]

</template>

3) New Invoice Email Template

<template>

Subject: Invoice #[Invoice Number] from [Your Business Name]

Hi [Client Name],

I hope you’re pleased with the recent [Project/Service Name]. Attached is the invoice for this work.

The total amount of [Total Amount] is due on [Due Date]. You can make a payment via [Payment Method].

Please let me know if you have any questions. Thank you for your business.

Best,

[Your Name]

[Your Position]

[Your Business Name]

[Your Website]

</template>

4) Invoice Receipt Email Template

<template>

Subject: Payment Received for Invoice #[Invoice Number]

Hi [Client Name],

This is to confirm we’ve received your payment of [Total Amount] for invoice #[Invoice Number]. Thank you for your prompt payment.

I’ve attached a copy of the paid invoice for your records. We appreciate your business and look forward to working with you again.

All the best,

[Your Name]

[Your Position]

[Your Business Name]

[Your Website]

</template>

5) Invoice Follow-Up Email Template

<template>

Subject: Following up on Invoice #[Invoice Number]

Hi [Client Name],

I’m following up on the invoice for [Project/Service Name] that I sent over on [Date Sent].

Just as a reminder, the total amount of [Total Amount] is due on [Due Date]. I’ve attached the invoice again for your convenience.

You can submit payment via [Payment Method]. Please let me know if you have any questions or if you didn't receive the original invoice.

Thank you,

[Your Name]

[Your Position]

[Your Business Name]

[Your Website]

</template>

What About Using Flodesk?

While these templates handle the essential task of invoicing, consistent and well-designed communication is what builds lasting client relationships. Flodesk helps you create and automate all your client-facing emails, ensuring every message is on-brand and looks professional.

Our intuitive email builder gives you the tools to grow your business without needing any design or coding skills. See how simple it can be to create emails that drive revenue by getting started with Flodesk.

Wrapping Up

Sending the right invoice email at the right time is key to maintaining cash flow and client relationships. These templates provide a solid foundation for clear and professional communication.

When you're ready to apply this level of professionalism to all your client touchpoints, Flodesk provides the tools to create consistently on-brand emails. See how simple it is to build your business with beautiful, effective emails by getting started with Flodesk.