Invoice email email template
Sending an invoice so it gets paid without questions.
An invoice email should show the amount, due date, invoice number and payment method in the body, not only in the attachment. Finance teams process what they can see; anything that needs a file opened moves to the bottom of the queue.
At a glance
| Use it when | Sending an invoice for completed or milestone work |
|---|---|
| Length | 60 to 100 words plus the summary |
| Tone | Plain and administrative |
| Ask for | Payment by the stated date |
The template
Subject lines that work with it
- Invoice [number] - [your company] - due [date]
- Invoice [number] for [project name]
- [Your company]: invoice [number], [amount]
How to write this email well
- Put the invoice number in the subject line. It is how accounts payable files and finds it.
- Repeat the amount and due date in the body. An attachment alone stalls in most approval systems.
- Name the person who approved the work if it is not the person paying. It shortens the internal chase.
Questions
Should the invoice be a PDF attachment?
Attach it, but repeat the key figures in the email. Many systems route on what is in the body.
What payment terms are normal?
Fourteen to thirty days is standard for small suppliers. Whatever you choose, put it on the invoice and in the email.
Who should it go to?
Accounts payable, with the person who commissioned the work copied. Sending only to your contact adds a hop.
More invoices and payments templates
Invoices and payments
Payment reminder
A polite nudge as the due date approaches or just passes.
Invoices and payments
Overdue notice
A firmer message once an invoice is well past due.
Use this template in Gmail
Copy the HTML above and paste it into Mailplate, the free Gmail extension that inlines the CSS so the layout survives sending. Or edit the wording directly in the preview and insert it into your message.
See Mailplate