How to Send an Invoice by Email (With Template)

Most invoices are sent by email, and a clear, professional message gets them paid faster. The invoice itself does the heavy lifting; the email just needs to be easy to read and act on. Here’s how to do it.

Write a clear subject line

Put the key details in the subject so it’s easy to find later: “Invoice INV-0042 from [Your Business] — due 20 Nov”. Avoid vague subjects like “Hello” or “Document attached”.

A short message template

Hi [Name],
Please find attached invoice INV-0042 for [work], totalling $[amount], due on [date]. Payment details are on the invoice. Thanks very much — let me know if you have any questions.
Best, [Your Name]

Attach the PDF (or send a link)

Attach the invoice as a PDF so it looks the same on any device, and name the file clearly (e.g. Invoice-INV-0042.pdf). Alternatively, send a share link the client can open and download — handy when the attachment is large or might be blocked.

Follow up politely

If the due date passes, a short, friendly reminder usually does the trick. Keep records of what you sent and when.

Create and send an invoice free

Our free invoice generator produces a clean PDF to attach, or a share link to send instead — no sign-up.

Frequently asked questions

What should the subject line of an invoice email say?

Include the invoice number, your business name and the due date, e.g. “Invoice INV-0042 from [Business] — due 20 Nov”, so it’s easy to find and act on.

Should I attach the invoice as a PDF?

Yes — a PDF looks the same on any device and is easy to file. Name it clearly (Invoice-INV-0042.pdf). A share link is a good alternative when attachments are large or blocked.

What do I write in an invoice email?

Keep it short: greet the client, state the invoice number, amount and due date, note that payment details are on the invoice, and offer to answer questions.