Free Templates

Invoice Email Templates That Get Paid

Professional, tested invoice email templates for every situation. Copy, customize, and send to get paid faster while maintaining great client relationships.

10+

Ready-to-use templates

2x

Faster payments

94%

Email open rate

Copy

One-click copy

The Art of Invoice Emails

A well-crafted invoice email does more than request payment — it reinforces your professionalism and makes paying easy. The right email can be the difference between immediate payment and weeks of follow-up.

Clear Subject Line

Include invoice number and amount so it's searchable.

State Key Details

Amount, due date, and project name in the email body.

Make Paying Easy

Include a payment link for one-click payment.

Keep It Brief

Respect their time — get to the point.

First Invoice to New Client

Make a great first impression with your billing

Professional First Invoice

Subject Line

Invoice #{invoice_number} for {project_name} - {amount}

Hi {client_name},

Thank you for choosing {your_company} for your {project_name} project. It was a pleasure working with you.

Please find attached Invoice #{invoice_number} for {amount}, due by {due_date}.

Invoice Summary:
- Project: {project_name}
- Amount: {amount}
- Due Date: {due_date}

You can pay securely online using this link:
{payment_link}

Payment Methods Accepted:
- Credit/Debit Card
- Bank Transfer
- iDEAL / SEPA

If you have any questions about this invoice, please don't hesitate to reach out.

Thank you for your business!

Best regards,
{your_name}
{your_company}
{your_email}
Tips
  • -Send within 24 hours of project completion
  • -Include a payment link for one-click payment
  • -List accepted payment methods clearly
  • -Attach the invoice as a PDF

Friendly/Casual First Invoice

Subject Line

Your invoice from {your_name} - {project_name}

Hey {client_name},

Great working with you on {project_name}! I've attached your invoice.

Amount: {amount}
Due: {due_date}

Click here to pay: {payment_link}

Let me know if you have any questions.

Thanks!
{your_name}
Tips
  • -Best for creative industries and long-term relationships
  • -Keep the friendly tone but include all essential details
  • -Still include a clear payment link

Recurring Client Invoices

Templates for ongoing relationships

Monthly Invoice

Subject Line

Invoice #{invoice_number} - {month} Services

Hi {client_name},

Here's your invoice for {month} services.

Invoice: #{invoice_number}
Amount: {amount}
Period: {service_period}
Due: {due_date}

Pay online: {payment_link}

As always, thank you for your continued partnership. If you have any questions about this month's work, I'm happy to discuss.

Best,
{your_name}
Tips
  • -Send on the same day each month for predictability
  • -Reference the specific service period
  • -Keep it brief — they know the drill

Retainer Invoice

Subject Line

Monthly Retainer Invoice - {month} {year}

Hi {client_name},

Please find your monthly retainer invoice for {month} {year}.

Invoice: #{invoice_number}
Retainer Amount: {amount}
Period: {start_date} - {end_date}

Pay securely here: {payment_link}

Looking forward to another productive month together.

Best regards,
{your_name}
Tips
  • -Send a few days before the retainer period begins
  • -Mention the specific date range covered
  • -Note any rollover hours if applicable

Project Milestone Payments

Templates for deposits and staged payments

Deposit / Upfront Payment

Subject Line

Deposit Invoice for {project_name} - {amount}

Hi {client_name},

Thank you for choosing us for {project_name}! I'm excited to get started.

As discussed, here's the invoice for the {percentage}% deposit to begin work:

Invoice: #{invoice_number}
Amount: {amount} ({percentage}% deposit)
Due: {due_date}

Pay here to get started: {payment_link}

Once payment is received, we'll kick off the project on {start_date}.

Looking forward to working together!

Best,
{your_name}
Tips
  • -Clearly label it as a deposit
  • -Mention when work will begin after payment
  • -Reference the agreed project scope

Final Payment Invoice

Subject Line

Final Invoice for {project_name} - {amount}

Hi {client_name},

Congratulations on the completion of {project_name}! I hope you're happy with the results.

Here's the final invoice for the remaining balance:

Invoice: #{invoice_number}
Final Payment: {amount}
Due: {due_date}

Pay securely here: {payment_link}

Invoice Summary:
- Total Project: {total_amount}
- Deposit Paid: {deposit_amount}
- Balance Due: {amount}

Thank you for the opportunity to work on this project. I'd love to hear your feedback!

Best regards,
{your_name}
Tips
  • -Reference the project completion
  • -Show the calculation (total minus deposit)
  • -Ask for feedback or testimonial

B2B / Corporate Invoices

Formal templates for business clients

Formal Corporate Invoice

Subject Line

Invoice #{invoice_number} | {your_company} | {amount}

Dear {client_name},

Please find attached Invoice #{invoice_number} for services rendered.

INVOICE DETAILS
Invoice Number: {invoice_number}
Invoice Date: {invoice_date}
Due Date: {due_date}
Amount Due: {amount}

SERVICES PROVIDED
{service_description}

PAYMENT INFORMATION
Payment is due within {payment_terms} days.
Please reference invoice #{invoice_number} with your payment.

Bank Transfer:
Bank: {bank_name}
IBAN: {iban}
BIC/SWIFT: {bic}
Reference: {invoice_number}

Online Payment:
{payment_link}

For any queries regarding this invoice, please contact {your_email}.

Kind regards,

{your_name}
{your_title}
{your_company}
{your_phone}
Tips
  • -Include full bank details for B2B payments
  • -Reference your VAT number if applicable
  • -Use formal language for corporate clients
  • -CC the accounts payable contact if known

Payment Received

Thank clients and build relationships

Payment Confirmation

Subject Line

Payment Received - Thank You!

Hi {client_name},

Just a quick note to confirm I've received your payment of {amount} for Invoice #{invoice_number}. Thank you!

Your receipt is attached for your records.

It was great working with you on {project_name}. If you need anything else in the future, don't hesitate to reach out.

Best,
{your_name}
Tips
  • -Send within 24 hours of receiving payment
  • -Attach a payment receipt
  • -Mention availability for future work
  • -Consider asking for a review or referral

Invoice Email Best Practices

Send Immediately

Send invoices within 24 hours of work completion while the project is fresh.

Clear Subject Lines

Include invoice number and amount — makes it searchable and clear.

Attach as PDF

Always attach the invoice as a PDF to preserve formatting across devices.

Include Payment Link

One-click payment links get paid 2x faster than bank-transfer-only invoices.

State the Due Date

Don't say 'Net 30' — write the actual date: 'Due by January 31, 2026'.

Find the Right Contact

For larger companies, ask who handles accounts payable and CC them.

Skip the Templates — Automate Your Invoicing

PayRequest creates professional invoices with payment links automatically. Clients pay with one click, you get paid faster.

  • Professional invoices with your branding
  • Payment links for instant payment
  • Automatic payment reminders
  • Accept cards, bank transfers, iDEAL, SEPA
  • Track paid, pending, and overdue invoices
Start Invoicing Free

Related Resources

Invoicing FeaturePayment Reminder TemplatesHow to Send Your First InvoiceInvoice Payment Terms Guide