Email templates for sending your invoice to clients

Communication is key when you’re trying to get paid and the email you send with your invoice is a crucial part of this process.

If you’re using a software platform, it’ll send the invoice for you via email with a templatized note. If not using a software, you’ll need to send the invoice yourself via email.

Your email is more than a bill, it’s the lead in to continuing a strong relationship

What to remember when making an email or note template to accompany your invoices:

• Be brief.

• State what the invoice is for (the month, project, or another identifier).

• Include how to reach you with any questions.

Assuming the project went smoothly, the client will be happy to pay you! 

This can also be a great opportunity to ask if they have any more work for you or want to collaborate on another project.

Heads up: Ensure you’re sending the invoice at the appropriate time (ahead of the project for deposits, after you’ve completed and submitted all the required deliverables, or another agreed-upon cadence).

Example emails for invoices

In your workbook, you’ll find a template you can use to accompany your invoice in emails to clients. Fill it in with the information for the client and the invoice you’ve been putting together.

Hi [Client name],

Attached is the invoice for [project name]. [Add a description of the invoice such as clarifying whether it’s a deposit or percentage of the total cost, if necessary.] 

Thanks for your business and let me know if you have any questions!

Sincerely,

[Your name]

Here’s what the template would look like filled in:

Example 1:

Hi Kendra,

Attached is the deposit invoice for the 2,500-word article assignment, which accounts for the first 50% of the total project cost. I will invoice for the remainder upon approved project completion. 

Thanks for your business and let me know if you have any questions!

Sincerely,

Lance

Example 2:

Hi Jo,

Attached is the final invoice for the Q4 2022 bundle, which accounts for the last 25% of the total project cost. Thanks for your business and let me know if you have any questions! 

I’m happy to chat about future work at your convenience. Please let me know if you want to schedule a call to discuss upcoming projects.

Best,

Freya

Now send your invoice to the client (if you’ve completed all the deliverables). 

Take a minute to think about the process of sending out an invoice and its accompanying communication. Was it easier or harder than you imagined? How can you improve your process moving forward?

Recap

• Drafted your version of a template to send to clients with their invoices.

• Sent your invoice on its way! That’s half the battle and worthy of a small celebration.