Invoicing clients is a critical part of running any business.
It’s how you get paid for your hard work and keep the cash flowing.
However, crafting the perfect invoice email can sometimes feel like a daunting task.
You want to be professional yet friendly, clear yet concise.
That’s where this guide comes in.
We’ve put together 20 sample emails that you can use as a starting point for your own invoicing needs.
These templates cover a range of scenarios, from initial invoices to friendly reminders.
So let’s get started and make sure you get paid on time, every time.
Sample Emails for Sending Invoice to Clients
Here are the 20 sample emails:
1. Initial Invoice for Project Completion
Subject: Invoice for [Project Name] – Due [Date]
Hi [Client Name],
I hope this email finds you well. I’m thrilled to report that the [project name] we’ve been working on is now complete! It’s been a pleasure collaborating with you and bringing your vision to life.
Attached, you’ll find the invoice for the work completed. The total amount due is [amount], based on the scope of work we agreed upon at the start of the project. Payment is due within [number] days of receipt of this invoice.
Please let me know if you have any questions or concerns about the invoice or the project itself. I’m happy to clarify any details.
Thank you again for the opportunity to work with you on this project. I look forward to the possibility of collaborating again in the future.
Best regards,
[Your Name]
2. Friendly Reminder for Overdue Invoice
Subject: Friendly Reminder: Invoice [Number] Past Due
Hi [Client Name],
I hope you’re doing well. I wanted to reach out because I noticed that invoice [number], which was sent on [date] for [amount], is now past due. I know how busy things can get, so I wanted to send a friendly reminder.
If you’ve already sent the payment, please disregard this message. If not, I’d appreciate if you could process the payment as soon as possible. The invoice is attached for your reference.
If there are any issues with the invoice or if you need more time to process the payment, please let me know. I’m happy to work with you to find a solution.
Thanks for your attention to this matter.
Best,
[Your Name]
3. Initial Invoice with Payment Options
Subject: Invoice [Number] for [Project Name] – Multiple Payment Options
Hi [Client Name],
It’s been an absolute pleasure working with you on the [project name]. I’m excited to share that the project is now complete and ready for your review.
Please find attached the invoice for the services provided. The total amount due is [amount]. To make the payment process as convenient as possible for you, we offer several payment options:
1. Bank Transfer: [Bank Details]
2. PayPal: [PayPal Email]
3. Credit Card: You can pay securely online via our payment portal at [Link]
Please let me know if you have any questions about the invoice or the payment process. I’m here to help.
Thank you again for the opportunity to work on this project. I’m proud of what we’ve accomplished together and look forward to the possibility of working with you again in the future.
Best regards,
[Your Name]
4. Invoice for Recurring Service
Subject: [Month] Invoice for [Service] – [Company Name]
Hi [Client Name],
I hope this email finds you well. Attached, please find the invoice for your [service] for [month]. The total amount due is [amount], which reflects the agreed-upon monthly rate for these services.
As always, payment is due within [number] days of receipt of this invoice. If you have any questions about the invoice or the services provided, please don’t hesitate to reach out.
We value your business and appreciate the opportunity to serve you. If there’s anything more we can do to support your needs, please let me know.
Best regards,
[Your Name]
5. Invoice for Rush Job
Subject: Invoice for Rush [Project Type] – [Project Name]
Hi [Client Name],
Thank you for entrusting us with your urgent [project type] project. We understand how critical it was to deliver high-quality work under a tight deadline, and we’re pleased to have met that challenge.
Please find attached the invoice for the rush services provided. The total amount due is [amount], which reflects the agreed-upon rush fee in addition to our standard project rate. Payment is due within [number] days of receipt of this invoice.
We hope the delivered work meets your expectations. Please let us know if you have any questions or if there’s anything else we can assist with.
Thank you for choosing us for your urgent project needs. We appreciate your business and look forward to the opportunity to serve you again in the future.
Best regards,
[Your Name]
6. Invoice for Milestone Payment
Subject: Invoice for [Project Name] – Milestone [Number] Completed
Hi [Client Name],
I’m excited to share that we’ve completed Milestone [Number] of the [Project Name] project! This marks a significant step forward in the project, and I’m pleased with the progress we’ve made so far.
As per our agreement, I’ve attached the invoice for this milestone. The amount due is [amount], which reflects the portion of the total project fee associated with this milestone.
Please process the payment within [number] days of receipt of this invoice. If you have any questions about the invoice or the work completed in this milestone, please let me know.
Thank you for your continued partnership in this project. I look forward to tackling the next milestone with the same dedication and enthusiasm.
Best regards,
[Your Name]
7. Invoice with Early Payment Discount
Subject: Invoice [Number] with Early Payment Discount
Hi [Client Name],
I hope this email finds you well. I’ve attached the invoice for the recently completed [project/service]. The total amount due is [amount].
As a token of our appreciation for your prompt payment, we’re offering a [percentage]% discount if the invoice is paid within [number] days of receipt. With this early payment discount, the total amount due would be [discounted amount].
To take advantage of this offer, simply process the payment within the specified timeframe. If you have any questions about the invoice or the discount, please don’t hesitate to reach out.
Thank you for your business. We value our partnership and look forward to continuing to serve your needs.
Best regards,
[Your Name]
8. Invoice for Additional Services
Subject: Invoice for Additional Services on [Project Name]
Hi [Client Name],
I hope you’re pleased with the progress we’ve made on the [Project Name] project. As discussed, we’ve provided some additional services outside of the original project scope to [brief description of additional services].
Please find attached the invoice for these additional services. The amount due is [amount], which is based on the time and resources required to deliver this extra work.
Please process this payment separately from the main project invoice, within [number] days of receipt. If you have any questions about the additional services or the associated costs, please let me know.
Thank you for the opportunity to provide these additional services. I believe they will significantly enhance the overall outcome of the project.
Best regards,
[Your Name]
9. Invoice for Retainer Services
Subject: [Month] Retainer Invoice – [Company Name]
Hi [Client Name],
I hope this email finds you well. Attached, please find the invoice for your retainer services for the month of [Month]. The total amount due is [amount], as per our agreed-upon monthly retainer fee.
This invoice covers all services provided under the retainer agreement during [Month], including [brief description of services]. If you would like a more detailed breakdown of the work completed, please let me know.
Payment is due within [number] days of receipt of this invoice. If you have any questions or concerns, please don’t hesitate to reach out.
We value your ongoing partnership and are committed to providing the highest level of service and support. Thank you for your continued trust in our team.
Best regards,
[Your Name]
10. Invoice with Late Payment Fee
Subject: Invoice [Number] – Late Payment Fee Applied
Hi [Client Name],
I hope this email finds you well. I wanted to reach out regarding invoice [Number], which was due on [Date]. According to our records, we have not yet received payment for this invoice.
As outlined in our payment terms, a late fee of [percentage]% has been applied to the outstanding balance. The updated total amount due, including the late fee, is now [updated amount].
I’ve attached the updated invoice for your reference. Please process this payment as soon as possible to avoid any further late fees or disruption in service.
If there are any issues preventing prompt payment, please let me know. I’m here to work with you to find a solution.
Thank you for your attention to this matter.
Best regards,
[Your Name]
11. Invoice for Final Payment
Subject: Final Invoice for [Project Name]
Hi [Client Name],
Congratulations! The [Project Name] project is now complete, and I’m thrilled with the results we’ve achieved together.
Please find attached the final invoice for the project. The remaining balance due is [amount], which reflects the total project cost minus any previous payments received.
Please process this final payment within [number] days of receipt of this invoice. Once payment is received, all project deliverables and intellectual property will be officially transferred to you.
It’s been an absolute pleasure working with you on this project. I’m proud of what we’ve accomplished and hope you are as satisfied with the results as I am.
If you have any questions about the invoice or the project closure process, please don’t hesitate to reach out.
Thank you again for the opportunity to serve you.
Best regards,
[Your Name]
12. Invoice for Partial Payment
Subject: Partial Invoice for [Project Name]
Hi [Client Name],
I hope this email finds you well. As discussed, I’m sending over a partial invoice for the [Project Name] project. This invoice covers the work completed up to this point, as per our agreement to break the project billing into smaller increments.
The amount due for this partial invoice is [amount]. Please find the invoice attached for your reference. Payment is due within [number] days of receipt.
Please note that this is not the final invoice for the project. We will continue to work on the remaining project tasks and will send additional partial invoices as we reach further agreed-upon milestones.
If you have any questions about the invoice or the project progress, please don’t hesitate to reach out. I’m happy to provide any clarification needed.
Thank you for your continued partnership.
Best regards,
[Your Name]
13. Invoice for Out-of-Pocket Expenses
Subject: Invoice for [Project Name] Expenses
Hi [Client Name],
I hope this email finds you well. As part of the [Project Name] project, we incurred some out-of-pocket expenses that were necessary for the successful completion of the work.
Please find attached an invoice for these expenses, which total [amount]. This includes costs for [list of expenses, e.g., materials, travel, third-party services], all of which were approved in advance.
Please process this payment in addition to the regular project invoice, within [number] days of receipt. If you have any questions about the expenses or need further documentation, please let me know.
Thank you for your prompt attention to this matter. I appreciate your understanding of the necessity of these expenses in delivering the best possible results for your project.
Best regards,
[Your Name]
14. Invoice for Time and Materials
Subject: Invoice for [Project Name] – Time and Materials
Hi [Client Name],
I hope this email finds you well. Attached, please find the invoice for the [Project Name] project, billed on a time and materials basis as per our agreement.
The total amount due is [amount], which reflects [number] hours of work at the agreed-upon rate of [rate] per hour, plus [amount] in materials costs. A detailed breakdown of the hours and materials is included in the attached invoice.
Please process payment within [number] days of receipt of this invoice. If you have any questions about the hours billed, the materials costs, or any aspect of the project, please don’t hesitate to reach out.
Thank you for the opportunity to work on this project. I look forward to your feedback on the work completed thus far.
Best regards,
[Your Name]
15. Invoice for Deposit
Subject: Deposit Invoice for [Project Name]
Hi [Client Name],
Thank you for choosing [Company Name] for your [Project Name] project. We’re excited to get started and bring your vision to life.
As discussed, we require a deposit of [percentage]% of the total project cost to initiate work. Based on the project estimate of [total cost], the deposit amount is [deposit amount].
Please find attached the invoice for this deposit. Payment is due within [number] days of receipt of this invoice. Once the deposit is received, we’ll schedule a kick-off meeting to officially launch the project.
If you have any questions about the deposit or the project timeline, please let me know. I’m here to ensure a smooth and successful project from start to finish.
Thank you again for your business. We’re looking forward to a great partnership.
Best regards,
[Your Name]
16. Invoice for Cancelled Project
Subject: Invoice for [Project Name] – Project Cancellation
Hi [Client Name],
I’m writing to acknowledge the cancellation of the [Project Name] project, as per our conversation on [Date]. As discussed, per our contract terms, a cancellation fee of [percentage]% of the total project cost is due.
Please find attached the invoice for this cancellation fee, which amounts to [amount]. Payment is due within [number] days of receipt of this invoice.
While I’m disappointed that we won’t be able to see this project through to completion, I understand that circumstances can change. If there’s an opportunity to work together on a different project in the future, I would welcome the chance to partner again.
If you have any questions about the cancellation fee or the invoice, please don’t hesitate to reach out.
Wishing you all the best in your future endeavors.
Regards,
[Your Name]
17. Invoice for Revised Project Scope
Subject: Updated Invoice for [Project Name] – Revised Scope
Hi [Client Name],
As discussed, we’ve made some revisions to the scope of the [Project Name] project to better align with your updated requirements. I’m confident these changes will deliver results that more closely match your vision.
Please find attached an updated invoice that reflects these scope changes. The revised total project cost is [updated cost], which is an increase of [amount] from the original estimate. This additional cost covers [brief description of added scope].
Please review the invoice and let me know if you have any questions. If everything looks good, please process payment within [number] days of receipt.
Thank you for your flexibility as we’ve worked to refine the project scope. I’m excited about the direction we’re headed and look forward to delivering outstanding results.
Best regards,
[Your Name]
18. Invoice for Expedited Shipping
Subject: Invoice for [Order Number] with Expedited Shipping
Hi [Client Name],
Thank you for your order ([Order Number]). As requested, we’ve processed your order with expedited shipping to ensure it arrives by your deadline of [Date].
Please find attached the invoice for your order, which includes the additional cost for expedited shipping. The total amount due is [amount].
Payment is due within [number] days of receipt of this invoice. Once payment is received, your order will be shipped and you’ll receive a tracking number to follow its progress.
If you have any questions about your order or the invoice, please don’t hesitate to reach out. We’re here to ensure your complete satisfaction.
Thank you again for your business. We appreciate your trust in us to deliver your order on time.
Best regards,
[Your Name]
19. Invoice for Bulk Order
Subject: Invoice for Bulk Order – [Order Number]
Hi [Client Name],
Thank you for your bulk order ([Order Number]). We appreciate your business and are excited to fulfill this large order for you.
Please find attached the invoice for your order. As discussed, we’ve applied a bulk discount of [percentage]% to the total cost, bringing the amount due to [discounted amount].
Payment is due within [number] days of receipt of this invoice. Once payment is received, we’ll process your order and provide you with an estimated delivery date.
If you have any questions about the order or the invoice, please don’t hesitate to reach out. Our team is here to ensure a smooth and satisfactory experience for you.
Thank you again for choosing [Company Name] for your bulk order needs. We’re committed to delivering quality products and exceptional service every step of the way.
Best regards,
[Your Name]
20. Invoice for Consulting Services
Subject: Invoice for Consulting Services – [Month]
Hi [Client Name],
I hope this email finds you well. Attached, please find the invoice for the consulting services provided in [Month].
This invoice includes [number] hours of consulting at our agreed-upon rate of [rate] per hour, for a total of [amount]. A breakdown of the services provided and the corresponding hours is included in the attached invoice.
Please process payment within [number] days of receipt of this invoice. If you have any questions about the services provided or the charges, please don’t hesitate to reach out.
It’s been a pleasure working with you and your team this month. I look forward to continuing to support your business goals in the coming months.
Best regards,
[Your Name]
Wrapping Up: Effective Invoicing Made Easy
Invoicing is a crucial part of any business operation, but it doesn’t have to be complicated.
By using these sample emails as a starting point, you can create invoices that are clear, professional, and effective in securing timely payment.
Remember, the key to successful invoicing is clear communication.
Be upfront about your payment terms, provide detailed information about the services or products provided, and always be willing to answer questions or provide additional clarification.
With these tips and templates in hand, you’re well on your way to mastering the art of invoicing and ensuring a healthy cash flow for your business.
Happy invoicing!