1) First Invoice — Initial Send
Subject: Invoice #12345 from Your Business Name
Hi Client Name,
I hope you’re well!
Thank you for the opportunity to work with you on Project/Service. Please find attached Invoice #12345 for Description of Work completed on Date(s).
Due Date: DD/MM/YYYY
If you have any questions or require a different format, just let me know.
Thanks again — I look forward to your confirmation.
Best regards,
Your Name
Your Business Name
Contact Info
2) Invoice with Payment Instructions
Subject: Your Invoice #12346 and Payment Details
Hi Client Name,
Attached is Invoice #12346 for service provided. For your convenience, here are the payment details:
- Bank: Bank Name
- Account Name: Account Name
- Sort Code: 00‑00‑00
- Account Number: 00000000
- Reference: Your Invoice Number
Due Date: DD/MM/YYYY
Please let me know when the payment is made, and feel free to reach out with any questions.
Best,
Your Name
3) Invoice with Summary of Work
Subject: Invoice #12347 — Project/Service Name
Hello Client Name,
Thanks again for the project. Attached is Invoice #12347 for the work completed.
Summary of Services:
• Task 1 — £Amount
• Task 2 — £Amount
• Task 3 — £Amount
Total: £Total
Due Date: DD/MM/YYYY
Let me know if you’d like a breakdown in another format.
Warm regards,
Your Name
4) Invoice for Recurring Services
Subject: Monthly Invoice #12348 — Month/Period
Hi Client Name,
Please find attached Invoice #12348 for ongoing services provided in Month/Period. As usual, the payment is due by DD/MM/YYYY.
If you need any changes to the ongoing support plan, I’m happy to discuss.
Thanks,
Your Name
5) Invoice After Approval
Subject: Approved Invoice #12349
Hi Client Name,
Following your approval of the proposal/report/deliverables on Date, please find Invoice #12349 attached.
The payment deadline is DD/MM/YYYY.
Please let me know once the transfer is complete.
Thanks very much,
Your Name
6) Friendly Overdue Reminder (After First Missed Due Date)
Subject: Friendly Reminder — Invoice #12350
Hello Client Name,
I hope you’re well! I just wanted to check in regarding Invoice #12350, which was due on DD/MM/YYYY. Sometimes these get buried in inboxes — the copy is attached again for convenience.
Please let me know if there’s an issue or an updated payment timeline.
Kind regards,
Your Name
7) Second Overdue Reminder
Subject: Second Reminder — Invoice #12350 Now Overdue
Hi Client Name,
I’m following up again on Invoice #12350, which is now past the due date of DD/MM/YYYY. The invoice is reattached.
If you’ve already made payment, thank you! Please send a confirmation.
If not, could you advise when we can expect it?
Best,
Your Name
8) Polite Final Overdue Notice
Subject: Final Notice — Invoice #12350
Hello Client Name,
This is a final courtesy reminder that Invoice #12350 remains outstanding. Prompt settlement by New Due Date would be greatly appreciated.
If you have questions or need a partial payment plan, please get in touch before New Due Date.
Thank you,
Your Name
9) Thank You After Payment
Subject: Thank You — Payment Received (Invoice #12351)
Hi Client Name,
Thank you — I’ve received your payment for Invoice #12351. I appreciate your prompt settlement!
It’s a pleasure working with you — let me know if there’s anything next on your list.
All the best,
Your Name
10) Invoice with Contract/Agreement Reference
Subject: Invoice #12352 — Project/Contract Title
Hello Client Name,
As per our Agreement/Contract dated Date, please find Invoice #12352 attached for completed work/services.
Reference: Contract/PO Number
Due Date: DD/MM/YYYY
If you need documentation against your internal reference codes, I’m happy to provide it.
Regards,
Your Name
Tips for All Invoice Emails
Always attach the invoice file (PDF preferred).
Keep subject lines clear and consistent (e.g., “Invoice #… from Your Business”).
Include payment terms and due date early in the message.
Be polite but clear on expectations — especially for overdue notices.
Here are 10 invoice email templates for freelancers and small businesses, each paired with a mini case study showing when it was used in real life and a comment on why that style works. You can copy‑paste and tailor them to your clients.
1) First Invoice — New Client
Subject: Invoice #001 — [Your Business Name]
Hi [Client Name],
Thanks again for choosing me for [Service/Project]. Attached is Invoice #001 for [work delivered].
Due: [DD/MM/YYYY].
Let me know if you have questions.
Best,
[Your Name]
Case Study: A web designer sending the first invoice after launching a client’s site.
Comment: Being polite and clear up front builds professionalism and lowers friction for first‑time clients.
2) Invoice with Payment Instructions
Subject: Invoice #045 — Payment Details
Hi [Client Name],
Please find Invoice #045 attached for [Project/Work]. For your reference, here are payment options:
• Bank transfer — Account Details
• PayPal — Link
Due: [DD/MM/YYYY]
Best,
[Your Name]
Case Study: A consultant working with international clients who need clear payment info.
Comment: Explicit payment instructions reduce back‑and‑forth and speed up receipt.
3) Detailed Summary Invoice
Subject: Invoice #077 — Work Summary Included
Hello [Client Name],
Your invoice is attached with a full breakdown below:
• Task 1 — £Amount
• Task 2 — £Amount
• Expenses — £Amount
Total: £Total | Due: [DD/MM/YYYY]
Please reach out with any questions.
Thanks,
[Your Name]
Case Study: A copywriter sending monthly deliverables with extras like travel.
Comment: A clear breakdown improves transparency and reduces disputes.
4) Recurring Invoice (Retainer)
Subject: Monthly Invoice #032 — Month/Service
Hi [Client Name],
Attached is your monthly fee for [Retainer/Service]. Please process payment by [DD/MM/YYYY].
Thanks,
[Your Name]
Case Study: A social media manager billing the same client monthly.
Comment: Keeping the subject and body consistent each month helps bookkeeping and client recognition.
5) After Work Approval
Subject: Approved Invoice #112
Hi [Client Name],
Following your review and sign‑off on [Deliverable], please find Invoice #112 attached.
Due: [DD/MM/YYYY]
Much appreciated,
[Your Name]
Case Study: A branding designer sending an invoice after the client approved final assets.
Comment: Referencing approval reduces uncertainty about payment timing.
6) Friendly First Overdue Reminder
Subject: Friendly Reminder — Invoice #097
Hi [Client Name],
Just checking in — Invoice #097 was due on [DD/MM/YYYY]. I’ve attached it again for convenience.
Let me know if all’s on track or if you need more details.
Kind regards,
[Your Name]
Case Study: A photographer reminding a corporate client after a holiday delay.
Comment: Warm and helpful tone keeps the relationship positive while prompting action.
7) Firm Second Reminder
Subject: Second Reminder — Invoice #097
Hello [Client Name],
Following up again on Invoice #097, now past due. Please confirm the payment date.
Thank you,
[Your Name]
Case Study: A developer following up with a startup that’s scaling quickly and missing admin tasks.
Comment: Clear and neutral — signals the need for payment without conflict.
8) Final Overdue Notice
Subject: Final Notice — Invoice #097
Hi [Client Name],
This invoice is now significantly overdue. Please arrange payment by [Final Deadline] or let me know if we should discuss a plan.
Thanks,
[Your Name]
Case Study: A tutor enforcing their terms with a late‑paying school partner.
Comment: Sets expectations for next steps — helpful before more formal collections.
9) Thank‑You After Payment
Subject: Thank You — Invoice #045 Paid
Hi [Client Name],
Thank you for the payment on Invoice #045 — it’s been received today. Great working with you!
Best,
[Your Name]
Case Study: A consultant closing out a quarterly project.
Comment: A simple thank‑you builds good will and sets the stage for future work.
10) Invoice with Contract Reference
Subject: Invoice #156 — Contract/PO #[Ref]
Hello [Client Name],
Per our [Contract/Agreement] [#Ref], attached is Invoice #156 for [Work Completed].
Payment due by [DD/MM/YYYY].
If you need anything for your records, just ask.
Regards,
[Your Name]
Case Study: A freelance UX researcher billing an enterprise client requiring PO tracking.
Comment: Citing contract numbers improves clarity for bigger companies and finance teams.
General Comments & Best Practices
Be clear and concise.
Ambiguity slows payment. Clear subject lines and due dates help. Attach a PDF.
Clients trust and prefer PDFs for bookkeeping.
Keep tone appropriate to relationship.
A warm tone works for ongoing clients; firmer wording is okay if terms aren’t met.
Track versions.
Use consistent invoice numbering — it keeps accounting clean and searchable.
Automate when possible.
Tools like Wave, Stripe Invoicing, QuickBooks or PayPal can help send automated reminders based on these templates.