How to Send an Invoice through Email

Sending an invoice through email is more than just attaching a document and hitting “send.” To do it effectively, first create a professional invoice that includes all the essential details: your business name, client information, invoice number, services or products delivered, total amount due, and payment terms. 

Once your invoice is ready, save it as a PDF to preserve formatting and ensure your client can open it easily. Next, craft a clear subject line such as “Invoice #2025-004 for September Services” so the purpose of the email is immediately clear. In the body of your email, include a polite and professional message summarizing the invoice details, payment due date, and any payment instructions. 

Finally, attach the PDF invoice, double-check all details, and send the email to the correct client contact.

Create a Professional Invoice

Before you can send an invoice via email, you need a properly structured invoice. Make sure it includes:

• Your business name, logo, and contact details
• Client’s name and contact information
• Invoice number and issue date
• Clear breakdown of services or products with itemized costs
• Taxes, discounts, and total amount due
• Payment terms (e.g., Net 30, due upon receipt)
• Accepted payment methods (bank transfer, credit card, PayPal, etc.)

Example:

A roofing contractor invoices a client for labor and materials. The invoice includes the project name, work dates, $4,500 in labor, $2,000 in materials, plus taxes, and provides a bank transfer option.

Tip: You can use DepositFix Free Invoice Generator to quickly create polished, ready-to-send invoices.

Write a Clear Subject Line

Your subject line should be concise and instantly recognizable to your client. Always include the word “Invoice” and the invoice number.

Examples of subject lines:

• Invoice #2025-014 for Roof Repair Services
• Invoice #4503 – Monthly Landscaping Services
• Invoice #1278 for Electrical Installation Project
  

Tip: Avoid vague subject lines like “Payment” or “Bill,” as they may be overlooked.

Personalize Your Greeting

Address your client by name to keep your communication professional yet personal.

Example:

• Correct: Dear Mr. Johnson,
• Incorrect: To whom it may concern
  

Tip: Personalization shows professionalism and makes the client more likely to respond quickly.

Clearly State the Purpose of the Email

Explain exactly why you’re reaching out:

Example Email Opening:

I hope this message finds you well. Please find attached Invoice #2025-014 for the roof repair completed on August 12, 2025. The total amount due is $6,500, payable by September 15, 2025.

This removes ambiguity and makes payment expectations clear from the start.

Summarize Invoice Details in the Email Body

Even though the full invoice is attached, it’s helpful to summarize the key details in the body of the email:

• Invoice Number: #2025-014
• Date Issued: August 12, 2025
• Due Date: September 15, 2025
• Total Due: $6,500
• Payment Methods: Bank Transfer or Credit Card
  

Example:

Tip: This quick summary allows the client to see all important details without opening the attachment immediately.

Attach the Invoice as a PDF

Never paste an invoice into the body of an email, it looks unprofessional and can cause formatting issues. Always:

Tip: PDF attachments are universal, secure, and maintain formatting across all devices.

Provide Clear Payment Instructions

Make it easy for your client to pay and include payment instructions directly in the email:

Example:

You can complete payment via bank transfer using the following details:

• Bank: XYZ Bank
• IBAN: XXXXXXXXXXX
• Reference: Invoice #2025-014

Or include a payment link if you use online payment systems.

Tip: The easier you make payment, the faster you’ll get paid.

Close the Email Professionally

End your email on a polite, professional note.

Example Closing:

Thank you for your business. Please let me know if you have any questions regarding this invoice.

Best regards,
John Smith
ABC Roofing Services

Tip: Always sign off with your name, title, and business information.

Follow Up If Needed

If the due date passes without payment:

• Send a friendly reminder email a few days after the deadline.
• Include the original invoice and a polite note.
• Escalate communication step by step, from reminders to phone calls if necessary.

Example Follow-Up Subject Line:

• Reminder: Invoice #2025-014 Past Due

Example Email Template for Sending an Invoice

Here’s a sample invoice email you can adapt:

Subject: Invoice #2025-014 for Roof Repair Services

Body:
Dear Mr. Johnson,

Please find attached Invoice #2025-014 for the roof repair completed on August 12, 2025. The total amount due is $6,500, payable by September 15, 2025.

Summary:

• Invoice Number: #2025-014
• Date Issued: Aug 12, 2025
• Due Date: Sep 15, 2025
• Total Due: $6,500
  

Payment can be made via bank transfer or credit card. Details are included in the attached PDF.

Thank you for your prompt attention to this matter. Please let me know if you have any questions.

Best regards,John SmithABC Roofing Services

Use DepositFix Free Invoice Generator

With the DepositFix Free Invoice Generator, you can create professional invoices in minutes and send them directly to your clients via email as a PDF. It’s quick, easy, and completely free, perfect for keeping your business organized and your clients impressed.