Invoice email templates

What to write when you send an invoice, and when you have to chase it. Copy a template, or fill in a few details and let the AI writer draft one in your tone.

AI invoice email writer

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Your draft appears here. Prefer to write it yourself? The templates below work without AI.

Templates you can copy

Sending an invoice

Subject: Invoice [INV-0042] from [Your Business] – due [date]

Hi [Client name],

Please find attached invoice [INV-0042] for [project / period], totalling [amount].

Payment is due by [due date]. You can pay by [bank transfer / payment link]; details are on the invoice.

Let me know if you have any questions.

Thanks,
[Your name]

Friendly reminder before the due date

Subject: Reminder: invoice [INV-0042] due [date]

Hi [Client name],

Just a quick reminder that invoice [INV-0042] for [amount] is due on [due date]. I’ve attached a copy for convenience.

If it’s already on its way, thank you and please ignore this.

Best,
[Your name]

Overdue invoice

Subject: Overdue: invoice [INV-0042] ([amount])

Hi [Client name],

I haven’t yet received payment for invoice [INV-0042] ([amount]), which was due on [due date]. Could you let me know when I can expect it?

A copy is attached. If there’s a problem with the invoice, tell me and I’ll sort it out quickly.

Thanks,
[Your name]

Final notice

Subject: Final notice: invoice [INV-0042] now [X] days overdue

Dear [Client name],

Invoice [INV-0042] for [amount] is now [X] days overdue, and my previous reminders on [dates] have gone unanswered.

Please arrange payment by [date]. After that, I will [apply late payment interest as set out in our terms / pause further work].

I’d much rather resolve this directly, so please get in touch if there’s an issue.

Regards,
[Your name]

Payment received

Subject: Payment received – thank you ([INV-0042])

Hi [Client name],

Thank you, I’ve received your payment of [amount] for invoice [INV-0042]. Your receipt is attached.

It was a pleasure working on [project]. 

Best,
[Your name]

Tips for invoice emails that get paid

  • Put the invoice number and amount in the subject so it’s searchable.
  • Send to the person who pays, and copy your contact if they’re different.
  • Name the PDF clearly, e.g. Invoice-INV-0042.pdf (the generator does this).
  • Mention any late-payment terms only if they’re in your contract; see payment terms.

Questions people ask

What should I write in an email when sending an invoice?

Keep it short: the invoice number, what it’s for, the amount, the due date and how to pay, with the PDF attached. Put the number and due date in the subject line.

When should I send a payment reminder?

A friendly nudge a few days before the due date, another the day after it passes, then firmer reminders about a week apart. Stay polite and factual.

Should I attach the invoice as a PDF?

Yes. PDFs look the same on every device and can’t be edited by accident. Include the invoice number in the file name.

Is the AI email writer free?

Yes. It drafts an email from the details you enter. Always read it before sending: it only knows what you told it.