Invoice email template

Send the invoice as a PDF attachment with a short email that gives the number, the amount and the due date. The wording is below; make the invoice above, download it and attach it.

Use this template Start from a blank one

Free, no sign-up. Made with our free invoice generator, which runs in your browser.

Title

Charge by

QuantityHoursDays

Invoice number

Date

Due date

Currency

Tax name

From

Name

Address and contact

Address, email, phone: one per line.

Tax ID (optional)

Logo (optional)

or drop it here. It never leaves your browser.

Bill to

Name

Address and contact

Address, email, phone: one per line.

Tax ID (optional)

Items

$180.00

$260.00

Discount

USD%

Payment details

Bank account, UPI ID, PayPal or a payment link.

Notes

This sample isn't saved: download the PDF when it's ready. Open the plain invoice generator to keep your details in this browser. This is a free tool, not tax advice: check what your invoices must show where you are.

Subtotal: $440.00
Total: $440.00

What's included

A sample invoice to attach, already filled in for a small monthly web job
Subject line: "Invoice WEB-0310 from Pixel Harbor Web Care, due 16 November"
Body: "Hi Dana, please find attached invoice WEB-0310 for $440.00, for November's website care and the new patient forms page. It's due by 16 November. You can pay by bank transfer or with the card link below. Thanks, Chris"
Reminder wording for later: "Hi Dana, a quick reminder that invoice WEB-0310 for $440.00 was due on 16 November. I've attached it again. Could you let me know when it will be paid? Thanks, Chris"
A file name that matches the number (WEB-0310.pdf), so it's easy to find in both inboxes

How to change it

Fill in the invoice above with your client and work, and download the PDF.
Copy the subject and body into a new email, and change the name, number, amount and due date to match the PDF.
Attach the PDF, check the total in the email matches the invoice, and send it to whoever pays the bills, not just your contact.

Questions

What should I write when emailing an invoice?

Keep it short: the invoice number, what it's for, the amount, the due date and how to pay. Put the number and due date in the subject line too, so it's easy to find later.

Should the invoice be an attachment or in the email body?

Attach it as a PDF. It keeps its layout, the client can file and print it, and the numbers can't be changed by accident. Repeat the key details in the email so they're readable without opening it.

Can this tool send the email for me?

No. It makes the PDF in your browser and never sends anything. Download it and attach it in your own email app.