Getting paid on time is one of the most important parts of being a freelancer. If you’ve ever run your own business or done contract work for a client, then you know how important it is to send your invoices in a timely manner.
If you’re starting a freelance gig for the first time, there are some things you should know — like not all clients pay their freelance workers on time. Ensuring that you get paid promptly means being organized and staying on top of your project deadlines, and that includes sending a professional invoice when it’s due.
Why the right invoice email matters
Sending a proper invoice is your responsibility as a small business owner, and it can help you communicate your financial agreements professionally and clearly, without any awkward back and forth. The best invoices reduce pay delays, avoid money mishaps, and serve as written documentation for your personal finance records.
Not sure how to send an invoice to a client or need to freshen up your current one? We’ve drawn up five customizable templates that you can copy, paste, and edit into an email so that you can get back to working on your next big project.
How to send an invoice
Whether it’s your first invoice or your 100th, all emails should follow a similar format. Make sure to:
- Use a clear subject line, like “Invoice #0027 — Dani’s Graphics Studio.”
- Keep your email brief and quickly direct the reader to the attached invoice.
- Attach your invoice as a PDF for easy readability.
- Include all essential payment details in your invoice, such as project title, hourly rate, payment method (this may include your bank’s routing and account numbers), and total amount.
- Use a four-digit number for your invoice to set a professional tone.
Customizable invoice email templates
1. First-time invoice email template
When to use: First time billing a client
Tone: Friendly and professional
Subject line: Invoice #1001 from [your name/business]
Hello [name of client],
I have attached the invoice for the [project/service] completed on [date].
Invoice #: 1001
Amount due:
Due date:
Payment method:
Please let me know if you have any questions. I look forward to working together again soon.
Best regards,
[Your name]
[Your company name]
[Phone number]
2. Recurring client invoice email template
When to use: Monthly billing or repeat clients
Tone: Professional and consistent
Subject line: Monthly invoice #2034 — [month/service]
Hi [client name],
Here is this month’s invoice for [project or service].
Payment is due by [date].
Invoice #:
Amount:
Payment method:
Thank you again for your business. Please let me know if you have any questions or concerns.
Regards,
[Your name]
[Your company name]
[Phone number]
3. Project completion invoice email template
When to use: After you’ve fully completed a project or service
Tone: Appreciative but direct
Subject line: Final invoice for [project]
Hello [client name],
Thanks again for the opportunity to work on [project].
I’ve attached the final invoice for the completed services.
Invoice #:
Amount:
Due date:
I look forward to working with you again in the future.
All the best,
[Your name]
[Your company name]
[Phone number]
4. Past due invoice email template
When to use: After payment is due
Tone: Firm but courteous
Subject line: Past due invoice #1002 — immediate attention required
Hi [client name],
Just a quick reminder that invoice #1002 for [service/project] was due on [date].
The total amount due is $[amount] and currently remains unpaid.
Days overdue: [# of days]
Please arrange payment as soon as possible to avoid late fees. If you’ve already processed the payment, please disregard this message.
Let me know if there’s any issue or if you need an updated invoice.
Best regards,
[Your name]
[Your company name]
[Phone number]
5. Late invoice email template
When to use: When you are late sending an invoice
Tone: Polite but official
Subject line: Invoice #1004
Hello [client name],
My apologies for sending invoice #1004 late. The invoice is for services rendered for [project] during [dates]. I have attached the invoice for your review.
Total due:
New due date:
Please let me know if you have any questions.
Thank you again,
[Your name]
[Your company name]
[Phone number]
Master small business billing
Once you’ve chosen an invoice email template, make sure to double-check your details before sending. Staying organized and mastering the freelance billing process are important steps for getting paid on time.
Once you know how to send an invoice, make sure you send it promptly to encourage payment in a timely manner.
It goes without saying, always make sure your payment terms are agreed upon in writing prior to sending the invoice or completing any services, and make sure to follow up consistently in the case of a delayed payment.
