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Invoice email template
“Hi Luis, invoice 1047 for the fall cleanup is attached. It comes to $385, due November 7.” Send that under the subject “Invoice 1047 for the fall cleanup,” with how to pay on its own line. Put the amount and due date in the body of the email, not only in the attachment, so the customer can see what they owe without opening anything.
Write the invoice email
Check that the amount and due date in the email match the invoice before you send it. A mismatch gets you a “which one is right?” reply instead of a payment.
Your message
Subject: Invoice [invoice number] for [job or service] Hi [customer name], It was good working with you on [job or service]. Your invoice is attached: [amount due], due [due date]. How to pay: [payment instructions or link] As this is the first invoice we’ve sent you, have a quick look at the billing name and address, and reply if anything needs changing. Thanks, [your name]
What should an invoice email say?
What the invoice is for, its number, the amount, the due date and how to pay, then a short thanks and your name. Keep it under a hundred words. The invoice carries the line items; the email’s job is to get it opened and paid. If you take cards through a payment link, put the link in the email as well as on the invoice, because the email is where people tap.
Attach a PDF rather than pasting the invoice into the email. A PDF keeps its layout on a phone and prints cleanly for the customer’s records. Name the file with the number and your business, like Invoice-1047-Birch-Lawn.pdf, not scan_0034.pdf, so it still makes sense in a downloads folder.
What subject line should an invoice email have?
The invoice number and the job or address: “Invoice 1047 for the fall cleanup” or “Invoice 1047, 22 Birch Rd.” Months later, when a bookkeeper asks or tax time comes round, the customer will search their inbox for your name or that number. Subjects like “Quick note” or “Following up” get skimmed past now and can’t be found later.
How do you email an invoice after a deposit?
Lead with the balance, since that’s the number the customer has to pay, and mention the deposit in the same breath so nobody wonders whether it was counted: “With your $450 deposit shown as paid, the balance is $1,050.” If the job grew since the quote, explain the change in a line before the number. A bigger balance with no explanation is the invoice that sits unpaid.
Frequently asked questions
When should I send an invoice email?
The day you finish, while the work is fresh in the customer’s mind. For recurring work, pick a fixed rhythm instead, such as every Friday or the first of the month, so regulars know when to expect it. An invoice that turns up two weeks after the job tells the customer it isn’t urgent, and it gets paid that way.
What should a billing email to a business client include?
Their purchase order number or job reference if they gave you one, and the due date written as a date rather than only “Net 30.” Send it to whoever pays the bills, often an accounts payable inbox rather than the person who hired you, and copy that person in so they know it went out.
Should I email an invoice or text it?
Email for business customers and bigger jobs: it keeps the PDF, the payment link and the thread together, and it’s what a bookkeeper will ask for. A text with a payment link suits small regular jobs, like a weekly mow, when texting is how you already talk to that customer. Either way, the invoice number goes in the message.