Most freelancers spend time getting the invoice right and then fire off a two-word email: "Please find attached." That's a missed opportunity. The email you send with your invoice is the first thing the client sees — and a well-written one sets the tone, reinforces professionalism, and makes it easier for the right person to process the payment.
Here's exactly what your invoice email should contain, what to avoid, and ready-to-use templates for every situation.
Keep it short. Your invoice email is not the place for lengthy project summaries or small talk. Aim for 5–7 sentences maximum. Respect their inbox.
Use this for most project invoices sent to existing or returning clients.
Hi [Name],
Please find attached Invoice INV-042 for [brief project description — e.g. "the homepage redesign project"], totalling $[amount].
Payment is due by [specific date]. You can pay via [bank transfer / PayPal / your preferred method] — details are included on the invoice.
Please don't hesitate to reach out if you have any questions. Looking forward to working together again.
Best,
[Your Name]
When it's the first time you're invoicing someone, a slightly warmer tone helps establish the relationship.
Hi [Name],
It was great working with you on [project name]. Please find attached my invoice for the work completed — Invoice INV-001 for $[amount], due [specific date].
Payment can be made via [method]. If you need me to be set up in your supplier system or require any additional information (VAT number, address, etc.), just let me know and I'll send it straight over.
Thanks again, and I hope we get the chance to work together again.
[Your Name]
For monthly retainer clients, keep it brief and consistent. They're expecting it.
Hi [Name],
Please find attached my invoice for April — INV-024 for $[amount], due [date].
Let me know if you have any questions.
[Your Name]
Send this 5 days before the due date for clients who have a history of paying late.
Hi [Name],
Just a quick reminder that Invoice INV-042 for $[amount] is due on [date]. I've re-attached it for easy reference.
Please let me know if there's anything you need from my end to process the payment.
Thanks, [Your Name]
Direct and professional. Send this 1–3 days after the due date if payment hasn't arrived.
Hi [Name],
I'm following up on Invoice INV-042 for $[amount], which was due on [date]. I haven't received payment yet — could you confirm when I can expect it?
I've re-attached the invoice for reference. Please let me know if there's an issue or if you need any additional information to process it.
[Your Name]
"Invoice attached" or "Please see attached" are the most common subject lines — and the worst. They're impossible to search for, easy to overlook, and tell the client nothing. Always include the invoice number, amount, and due date in the subject.
"Sorry to bother you" and "I hate to ask but…" are phrases that undermine you before the email even begins. You're not bothering anyone. You delivered work and you're requesting payment. That's a normal business transaction — treat it like one.
If the client has to open the PDF to find out how much they owe and when it's due, you've added friction. Put the invoice number, total, and due date directly in the body of the email.
Emails sent on Friday afternoons or Monday mornings get buried. Tuesday through Thursday, between 9am and 2pm, consistently see higher open and response rates for business emails. It's a small thing, but it matters for time-sensitive payment requests.
Before you write the email, you need the invoice. InvoiceFlyer generates a professional PDF in seconds — describe your work, AI fills the details, export and send. Free, no signup.
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