How to Send an Invoice: Email Template + Best Practices
Sending an invoice seems simple β but how you send it affects how quickly you get paid. Here is the exact email template to use, what to include in your invoice, and what to do when the due date passes without payment.
The invoice email template (copy-paste)
Email subject
Invoice #042 from [Your Name/Company] β $2,400 due [Date]
Email body
Hi [Client Name],
Please find attached invoice #042 for $2,400 for [project/service description].
Payment details:
Amount: $2,400
Due date: [Date]
Payment terms: Net 14
You can pay via [payment method / link].
Please let me know if you have any questions about this invoice.
Best regards,
[Your Name]
Keep it short. Clients scan, they do not read. One paragraph, all the key details, a clear call to action.
What to include in your invoice
A professional invoice needs more than just a dollar amount. Here is what to include to avoid disputes and speed up payment:
Invoice number
Sequential numbers like INV-042 help clients find invoices quickly in their accounting system
Invoice date
When the invoice was issued β different from the due date
Due date
Be specific: 'March 15, 2026' rather than 'Net 30'. Removes ambiguity.
Your business details
Name, address, email, and VAT/tax number if applicable
Client details
Company name, billing address, and any PO number they require
Line items
Itemised services with quantity, unit price, and total per line
Subtotal + tax + total
Show the calculation clearly, especially if VAT/sales tax applies
Payment methods
How you accept payment: bank transfer, Stripe, PayPal, etc.
Notes
Project references, your bank details, or any special terms
When to send your invoice
Send your invoice as soon as the work is complete β not at the end of the month, not after a few days. The longer you wait, the more it feels optional.
Immediately on completion
While the work is fresh in the client's mind β best for conversion
Same day or next morning
Still good β professional and timely
End of week
Acceptable for ongoing work, but not ideal for one-off projects
End of month
Creates 30-60 day delays. Avoid unless client requires monthly billing.
How to send: email vs invoice software
You can send invoices manually by email (attach a PDF from Word or Excel) or use invoice software that handles generation and sending automatically.
π§ Manual email
- β Free
- β Full control over wording
- β No tracking (did they open it?)
- β Manual follow-up required
- β No payment link
- β Easy to forget
π Invoice software (Chaser)
- β Professional PDF generated instantly
- β Send with one click
- β Email open tracking
- β Automatic reminders if unpaid
- β Payment link included
- β Full invoice history
What to do when the invoice is late
Most invoices that go unpaid are not refused β they are forgotten. A systematic follow-up sequence gets results far better than a one-off awkward email.
Day 1 overdue
Send a short, friendly reminder. Assume it slipped through the cracks.
Day 7 overdue
Follow up again, more directly. Reference the invoice number and amount.
Day 14 overdue
Send an urgent notice. Mention that further action may be required.
Day 30 overdue
Final notice before escalating to a debt collector or legal action.
Chaser handles all of this automatically
Send your initial invoice with one click, then Chaser watches the due date and sends each reminder automatically. No more writing awkward emails. No more chasing in your head.
Start free β 3 invoices includedCommon invoice sending mistakes
β Sending with no subject line context
Include the invoice number and amount in the subject β clients receive dozens of emails per day
β Attaching a file without a cover email
Always include a short message. A bare attachment looks like spam.
β Using vague payment terms
Write the actual due date, not just 'Net 30'. Ambiguity breeds delays.
β Sending to the wrong person
Confirm the billing contact before sending β the project manager is rarely the one who pays invoices.
β Waiting to follow up
If you do not follow up by day 3, most clients assume it is fine to wait longer.
β Being apologetic about chasing
You did the work. Asking to be paid is professional, not rude.
Quick checklist before you hit send
- βInvoice number is sequential and unique
- βInvoice date and due date are clearly stated
- βYour business name, address, and payment details are correct
- βLine items match what you agreed with the client
- βVAT/tax is calculated correctly (or marked as exempt)
- βPayment method/link is included
- βSubject line contains invoice number and amount
- βPDF is attached and opens correctly