How To Write An Invoice Email? [With Templates]

Introduction

Writing an invoice email might seem like a small task, but it plays a vital role in ensuring timely payments—especially in the B2B space, where accuracy and professionalism are key. Invoices serve as formal payment requests, and a clear, well-structured invoice can help reduce misunderstandings, delays, and disputes.

This blog will walk you through how to craft an effective invoice email, ensuring it includes all necessary details, maintains a professional tone, and follows best practices to increase your chances of getting paid on time. Let’s dive in.

 

What Is an Invoice Email?

An invoice email is a formal message sent to a client or customer requesting payment for goods or services. It typically includes an attached invoice document that outlines details such as the services or products rendered, the total amount due, payment terms, and instructions on how to make the payment.

The email serves as a polite reminder to the recipient to review the invoice and complete the payment by the due date. It usually includes a brief message summarizing the invoice details and inviting the recipient to ask any questions.

How to Create an Invoice Email Template

1. Choose an Appropriate Email Subject Line

The email subject line is the first thing the recipient will see, so it should be clear and concise. Your subject line should include the word “Invoice” and any relevant details to help the recipient quickly identify what the email is about.

Examples of effective subject lines:

• “Invoice #12345 for [Your Company] – Due [Date]”
• “Invoice from [Your Business Name] – Payment Due [Date]”
• “Invoice [Your Invoice Number] – Payment Request”

Including the due date and invoice number in the subject line makes it easier for your client to prioritize and track your email among the many others they may receive daily.

2. Write a Clear and Polite Email Body

The email body is your opportunity to introduce the invoice and provide context for the recipient. A polite, professional tone should be maintained throughout. Keep the email concise but informative, letting the client know what the invoice is for and what action is needed.

Example of an email body:

Subject: Invoice #12345 – Payment Due September 30th, 2024

Dear [Client’s Name],

I hope this email finds you well. Please find attached invoice #12345 for the services provided during [month/year]. The total amount due is [amount] and payment is due by [due date].

If you have any questions or concerns about the invoice, please do not hesitate to reach out. We appreciate your timely attention to this matter.

Thank you for your business, and we look forward to continuing our work together.

Best regards,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]

Key points to include in the email body:

• Polite introduction: Start on a positive note.
• Reference to the invoice number: Clearly state the invoice number and amount.
• Due date: Ensure the recipient knows when payment is due.
• Invitation for questions: Encourage the recipient to reach out if they need clarification.

3. Attach the Invoice in a Professional Format

While the email body gives context, the actual invoice should be attached as a PDF or other professional document format. PDFs are recommended because they maintain their formatting and are easily viewable across different devices and operating systems. The file name should also be clear and include the invoice number and your company’s name.

Example of a good file name:
Invoice_12345_YourCompanyName.pdf

This helps ensure that your document doesn’t get lost in the recipient’s files or inbox. A poorly named file, like “document.pdf,” can confuse or frustrate the recipient, potentially delaying payment.

4. Ensure the Invoice Includes Key Information

The attached invoice must be clear, professional, and easy to understand. It should include all the necessary details to avoid any confusion. At a minimum, your invoice should contain the following:

a. Your Company’s Information

Include your full company name, address, phone number, and email address. This makes it easy for the recipient to contact you if needed and ensures transparency.

b. Client’s Information

Clearly state the client’s name, company, and contact information. This is crucial for record-keeping and ensures that the invoice is directed to the right person or department.

c. Invoice Number

A unique invoice number helps both you and the client keep track of invoices. It also aids in resolving any potential issues or disputes that may arise later.

d. Date of Invoice and Due Date

Clearly specify the date the invoice was issued and when payment is expected. For B2B transactions, common payment terms are Net 30, Net 45, or Net 60. Make sure the due date is easy to find on the invoice.

e. Itemized List of Services or Products

Include a detailed breakdown of the services or products provided. Each item should have a brief description, quantity (if applicable), rate, and total cost. This helps the client understand what they are being charged for.

f. Total Amount Due

The total amount owed should be clearly visible, so there is no confusion about how much the client needs to pay. Break it down into sub-totals, taxes, and any applicable discounts.

g. Payment Instructions

Include clear instructions on how the client can make payment. Specify whether you accept bank transfers, checks, credit cards, or online payment systems. Provide all necessary details such as bank account numbers or links to payment portals.

h. Late Payment Terms (Optional)

If you have any penalties for late payments, such as interest or late fees, make sure these are clearly outlined on the invoice. This can encourage prompt payment.

5. Follow-Up if Necessary

Even the most well-written invoice email doesn’t guarantee immediate payment. In B2B transactions, it’s not uncommon for invoices to be delayed due to long approval processes or other internal procedures.

If the payment due date has passed and you haven’t received your payment, send a polite follow-up email to remind your client of the overdue invoice. Keep the tone friendly but firm, ensuring that your email doesn’t come across as aggressive.

Example of a follow-up email:

Subject: Follow-Up on Invoice #12345 – Payment Due

Dear [Client’s Name],

I hope you are doing well. I am writing to follow up on invoice #12345, which was due on [date]. We have not yet received payment and would appreciate your prompt attention to this matter.

Please let me know if there are any issues with the invoice or if you require further information.

Thank you for your cooperation, and we look forward to resolving this soon.

Best regards,
[Your Name]

6. Use Invoice Automation Tools

In a B2B environment, where regular invoicing is common, automating the invoicing process can save time and reduce errors. There are numerous invoicing software options available that allow you to automatically generate, send, and track invoices. These tools also allow you to set up automatic reminders for overdue invoices, integrate payment gateways, and generate financial reports.

8 Tips To Write An Effective Invoice Email

Here are some practical tips to write an effective invoice email:

1. Use a Clear and Specific Subject Line

Ensure your subject line is concise and informative. Include the invoice number and the due date to make it easy for the recipient to recognize and prioritize the email.

Example: “Invoice #12345 for [Company Name] – Due [Date]”

2. Keep the Email Body Brief and Polite

While the invoice contains detailed information, the email body should be short and to the point. Start with a polite greeting, reference the invoice, mention the total amount, and state the due date. Be courteous and professional.

Example:“Please find attached invoice #12345 for the services provided in [Month]. The total amount is [Amount], and payment is due by [Due Date].”

3. Provide Payment Instructions

Make it easy for the client to know how to pay you. Include clear payment instructions, such as bank details, a link to a payment portal, or accepted payment methods.

Example: “Please send payments via bank transfer to [Bank Account Details], or use [Payment Link] for online payments.”

4. Attach the Invoice as a PDF

Always attach the invoice as a PDF or another professional format that maintains its structure across devices. Label the file clearly with the invoice number and your company name to avoid confusion.

Example: Invoice_12345_YourCompanyName.pdf

5. Offer Assistance if Needed

Invite the recipient to reach out if they have any questions or concerns about the invoice. This makes the process smoother and can help address any issues that might delay payment.

Example: “If you have any questions about this invoice, feel free to contact me at [Your Contact Information].”

6. Use a Professional Signature

End the email with your full name, job title, company name, and contact information. This adds professionalism and ensures the recipient can easily contact you if necessary.

Example: Best regards,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]

7. Send at the Right Time

Send invoices promptly after providing the service or product. Also, consider sending it during business hours to ensure it gets noticed by the recipient right away.

8. Use a Friendly, Professional Tone

Maintain a professional but friendly tone in your email. Avoid being overly formal, but ensure the message is clear and respectful. This sets the right tone for future communication.

How to Follow Up on Your Invoice Email?

Following up on an invoice email is a critical step in ensuring timely payment and maintaining healthy business relationships with your clients. Here are some tips on how to effectively follow up on your invoice email:

• Timing is Key: If the client delays making the payment, it’s crucial to follow up soon after the due date has passed. This shows your commitment to prompt payment and helps avoid further delays.
• Double-Check for Accuracy: Before sending the follow-up email, double-check the receiver’s email address and the information in the email body and attachment to ensure accuracy and avoid any misunderstandings.
• Be Professional: In case of any delay in receiving payments, send a formal letter on the same email thread requesting to know the reason for the delay. Be professional and courteous, as this can help keep the lines of communication open and maintain a positive relationship with your client.
• Consider Late Payment Fees: If the invoice is not cleared for an extended period, consider charging a late payment interest fee. This can motivate clients to make timely payments and help cover any additional costs incurred due to the delay.
• Legal Action as a Last Resort: Consider legal proceedings as the last resort to fix the situation because it can be long-drawn and may hamper your relationships with clients. However, if all other options have been exhausted, legal action may be necessary to recover the payment owed.

Essential Invoice Email Templates for Every Situation

There are various invoice templates to suit different situations. Sometimes, an invoice has been sent, but the payment hasn’t been made by the due date. In such cases, a different follow-up email is required. To make it easier for you, we’ve provided a selection of templates. Please remember to customize these samples to fit your specific business needs. Here are three types of templates you can use:

1. Standard invoice email

This is for regular invoicing of services or products provided.

Subject: Invoice #12345 from [Your Company] – Due [Date]

Dear [Client’s Name],

I hope you’re doing well. Please find attached invoice #12345 for the services provided during [month/year]. The total amount due is [amount], and payment is due by [due date].

If you have any questions or need clarification, please don’t hesitate to reach out. We appreciate your timely attention to this matter and look forward to working with you in the future.

Thank you for your business!

Best regards,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]

2. Overdue invoice reminder

This is to follow up when an invoice is past due.

Subject: Friendly Reminder – Overdue Invoice #12345

Dear [Client’s Name],

I hope you’re doing well. I’m writing to remind you that invoice #12345, sent on [invoice date], is now overdue. The total amount of [amount] was due on [due date], and we would appreciate your prompt attention to this matter.

Please let me know if you have any questions or need any additional information to complete the payment.

Thank you for your understanding, and we look forward to resolving this soon.

Best regards,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]

3. Final payment request

This is for a more urgent reminder when a payment is significantly overdue.

Subject: Final Payment Request – Invoice #12345

Dear [Client’s Name],

I hope this message finds you well. I’m following up regarding invoice #12345, which is still unpaid. The total amount due is [amount], and the payment was originally due on [due date]. This is a final reminder to settle the outstanding balance as soon as possible to avoid any disruption to our services.

Please let us know if there’s anything we can assist with to resolve this matter. We truly value your partnership and hope to continue working together.

Thank you for your prompt attention.

Best regards,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]

How Automation Can Streamline Your Invoice Emails

Late or missing payments can significantly impact a business’s cash flow. According to a study by Atradius, 39% of invoices are paid late in the United States. This is a big problem, especially for medium-sized companies that lose almost $31,000 a year due to late or no invoice payment. 

However, automation can streamline your invoicing process and promote timely payments. Invoice automation solutions prevent unpaid invoices from falling through the cracks even when your team juggles multiple tasks. Here are the benefits of enabling invoice process automation or automatic invoice processing over manual invoice processing:

1. Improved efficiency:

Automated invoice processing eliminates the need for manual entry and processing, reducing the chances of errors and delays. This helps streamline your cash flow, avoid unnecessary communication, and free up time for your team to focus on more critical tasks.

2. Timely reminders:

Automation tools can send auto-generated reminders to clients a few days before the invoice due date. This reduces the chances of late payment and helps maintain a healthy business relationship with your clients.

3. Reduced errors:

Automated systems are less prone to errors, resulting in fewer returned or disputed invoices. The system automatically tracks all necessary documents to clear your invoice on time, reducing the need for manual follow-up.

4. Integration with accounting software:

Automation tools can integrate seamlessly with your accounting software, providing real-time updates on payments and reducing the need for manual data entry.

How HighRadius Can Help

HighRadius offers a comprehensive, cloud-based solution to automate and streamline businesses with Order to Cash (O2C) Software. Our solution aims to boost the efficiency of your team with our end-to-end solution, including Collections Management, Cash Application, Deductions Management, Electronic Invoicing, Payment Gateway, Surcharge Management, Interchange Fee Optimizer, Credit Cloud, & dotOne Analytics. 

Trusted by 1000+ companies to deliver speed-to-value, including P&G, Ferrero, Johnson & Johnson, and Danone, HighRadius has been a Gartner Magic Quadrant Leader 3 years in a row, placed highest in the ability to execute and furthest in the completeness of vision.

FreedaGPT, a Gen AI assistant integrated with LiveCube, a spreadsheet-like tool, helps manage data, analyze information, and generate insightful reports—all using simple, plain English commands.

HighRadius’ AI-powered E-Invoicing Softwareenhances customer experience with a self-serve portal for buyers and multi-channel invoice delivery, increasing billing analyst productivity by 20%.

FAQs

1. How do you email an invoice professionally?

To email an invoice professionally, include a clear subject line with the invoice number and due date, attach the invoice as a PDF file, include the invoice number and due date in the email body, and mention the available payment methods.

2. Can I customize my invoice email message to include additional information, such as payment terms or a thank-you message?

Yes, you can customize your invoice email message to include additional information, such as payment terms or a thank-you message. However, ensure that the additional information does not overshadow the primary purpose of the email, which is to request payment for the invoice. 

3. What wording should you use when emailing an invoice?

When emailing an invoice, it’s essential to be clear, professional, and polite. Include key details like the invoice number, amount due, and due date. This makes it easier for businesses to get the gist of the email.