5 Great Invoice Email Templates To Copy & Paste

Getting paid for your work is a great feeling, and a clear invoice email is the first step. We're breaking down five different types of invoice emails to help you do just that.

Referring to a template takes the guesswork out of what to write, ensuring you include all the necessary details so your clients can pay you promptly.

Tips for Writing Invoice Emails

• Use a clear subject line. Your subject line should be direct and easy to search for. Try a simple formula like: “Invoice #[Number] for [Project Name] due [Date].” This helps your client immediately recognize what the email is about.
• Attach the invoice as a PDF. A PDF is a professional, universal format that keeps your design intact no matter what device your client uses. It also prevents accidental edits.
• Summarize the key details. Don’t make your client open the attachment to know what’s due. Briefly state the invoice number, total amount, and due date in the body of the email. Clarity is key.
• Keep the email body brief. The email serves one purpose: to deliver the invoice. A polite, concise message is all you need. Thank them for their business and let them know you’re available for any questions.

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: Gentle Reminder: Invoice #[Invoice Number] Due [Due Date]

Hi [Client Name],

This is a friendly reminder that payment for invoice #[Invoice Number] is due on [Due Date]. The total amount is [Total Amount] for [Project/Service Description].

We’ve attached a copy of the invoice for your convenience. Please let us know if you have any questions.

Thank you,

[Your Name]

[Your Position]

[Your Company]

</template>

2) Overdue Invoice Email Template

<template>

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

Hi [Client Name],

This email is to follow up on invoice #[Invoice Number], which was due on [Due Date]. Our records indicate that the payment is now past due.

The total amount of [Total Amount] is for [Project/Service Description]. We’ve attached another copy of the invoice for your records. If you’ve already sent the payment, please disregard this message.

Please let us know if you have any questions or if there has been a misunderstanding. We are happy to help sort it out.

Thank you,

[Your Name]

[Your Position]

[Your Company]

</template>

3) New Invoice Email Template

<template>

Subject: Invoice #[Invoice Number] for [Project Name]

Hi [Client Name],

Thank you for your business. We’ve attached the invoice for our recent work on [Project/Service Description].

The total amount due is [Total Amount], with a payment due date of [Due Date].

Please let us know if you have any questions. We’re happy to help.

Best,

[Your Name]

[Your Position]

[Your Company]

</template>

4) Invoice Receipt Email Template

<template>

Subject: Payment Receipt for Invoice #[Invoice Number]

Hi [Client Name],

This email confirms that we've received your payment of [Total Amount Paid] for invoice #[Invoice Number]. Thank you for your business.

We've attached a copy of the paid invoice for your records. Please let us know if you have any questions.

We look forward to working with you again.

Best,

[Your Name]

[Your Position]

[Your Company]

</template>

5) Invoice Follow-Up Email Template

<template>

Subject: Following Up on Invoice #[Invoice Number]

Hi [Client Name],

I’m writing to follow up on invoice #[Invoice Number] for [Total Amount], which we sent on [Date Sent]. I just wanted to check in and make sure you’ve had a chance to review it.

We’ve attached another copy for your convenience. Please let us know if you have any questions about the invoice or the project.

Thank you,

[Your Name]

[Your Position]

[Your Company]

</template>

What About Using Flodesk?

While the templates above are a great starting point for your invoice communications, Flodesk can help you integrate them into a broader, more streamlined email strategy. We provide intuitive email marketing tools for small businesses, helping you manage and monetize your email list without a steep learning curve. You can create, send, and automate your emails to engage your audience and support your business goals—no coding or design skills required.

With our straightforward email builder, powerful automations, and clean forms, Flodesk gives you everything you need for your email marketing. We focus on providing the essential tools for sending professional, effective emails, removing the complexity often associated with email platforms. This allows you to focus on what matters most: running your business.

Wrapping Up

Clear communication is key to getting paid on time, and these invoice email templates provide a solid foundation. Using them ensures you include all necessary information, making the payment process smoother for both you and your clients.

When you're ready to integrate these communications into your broader email strategy, Flodesk is here to help. Sign up to see how our platform can support your business.