📋 Table of Contents
- 💡 Why Email Is the Best Way to Send Invoices
- 📝 How to Send an Invoice via Email (Step-by-Step)
- 📧 15+ Invoice Email Templates (Copy & Paste)
- ✉️ Perfect Invoice Email Subject Lines
- 📬 How to Send Invoice in Gmail
- 📮 How to Send Invoice in Outlook
- 📄 PDF Attachment Best Practices
- 🔔 Follow-Up Email Strategies
- 🚫 7 Email Invoice Mistakes to Avoid
- ✅ Invoice Email Best Practices
- ❓ Frequently Asked Questions
Wondering how to send an invoice via email professionally? You're about to learn the exact process that helps businesses get paid 40% faster through proper email invoice delivery.
Sending invoices via email is the fastest, most professional way to bill clients in 2026—but only if you do it correctly.
40%
Businesses that send professional, well-formatted invoice emails get paid 40% faster than those using casual or poorly structured emails.
✨ What You'll Learn in This Guide
- ✅ Step-by-step process for emailing invoices professionally
- ✅ 15+ copy-paste email templates for every situation
- ✅ Perfect subject lines that get opened
- ✅ Gmail & Outlook tutorials with screenshots
- ✅ PDF attachment best practices
- ✅ Follow-up email sequences for late payments
- ✅ Common mistakes that delay payment
- ✅ Professional email etiquette tips
🚀 Create Professional Invoice Now (60 Seconds)
This guide includes real email templates used by successful businesses and freelancers. Last updated: January 2026.
💡 Why Email Is the Best Way to Send Invoices
Email invoice delivery offers numerous advantages over traditional methods:
1. Instant Delivery
- Arrives in seconds (vs. days by mail)
- Client can pay immediately upon receipt
- No postal delays or lost mail
- Timestamp proof of when invoice was sent
Create & Email Your Invoice Now →
2. Professional & Convenient
- Easy for clients to forward to accounting
- Digital record keeping for both parties
- Can include payment links/instructions
- Professional appearance with PDF attachment
3. Cost-Effective
- Zero postage costs
- No printing expenses
- No envelopes or supplies
- Saves $5-10 per invoice
4. Easy Follow-Up
- Simple to resend if needed
- Can track if email was opened
- Easy to create reminder sequences
- Reply thread keeps communication organized
📝 How to Send an Invoice via Email (Step-by-Step)
Follow this proven process for professional invoice email delivery:
1Create Your Invoice
Before emailing, you need a professional invoice:
- Use online invoice generator (fastest - 60 seconds)
- Or use Word/Excel template
- Include all required information (invoice #, dates, itemized services, total)
- Double-check calculations
- Add your logo and branding
2Save Invoice as PDF
Always send invoices as PDF format:
- ✅ Cannot be edited (protects you)
- ✅ Looks professional on all devices
- ✅ Universal compatibility
- ✅ Easy to print if needed
File naming convention: Invoice-[Number]-[YourCompany]-[ClientName].pdf
Example: Invoice-001-AcmeDesign-TechCorp.pdf
3Write Professional Email
Your email should include:
- Clear subject line: "Invoice [#] from [Your Company]"
- Professional greeting: Use client's name
- Brief message: 2-3 sentences explaining the invoice
- Key details: Invoice number, total, due date
- Payment instructions: How and where to pay
- Thank you: Express appreciation
- Professional signature: Contact information
4Attach PDF Invoice
Attachment best practices:
- File size under 2MB (compress if needed)
- Use descriptive filename
- Attach as PDF (not Word/Excel)
- Test attachment opens correctly before sending
5Send & Confirm
Before hitting send:
- ✅ Double-check recipient email address
- ✅ Verify attachment is included
- ✅ Read through email for typos
- ✅ Confirm invoice details are correct
After sending:
- Save a copy for your records
- Add invoice to your accounting system
- Set reminder for follow-up if not paid by due date
📧 15+ Invoice Email Templates (Copy & Paste)
Use these proven templates for professional invoice delivery:
Template #1: New Invoice (Standard)
Best for: Regular invoicing to established clients
Create Your Invoice to Email Now →
Template #2: First-Time Client
Best for: Sending your first invoice to a new client
Template #3: Friendly Payment Reminder (Before Due Date)
Best for: Gentle reminder 3-5 days before due date
❓ Frequently Asked Questions
What is the best way to send an invoice via email?
The best way to send an invoice via email is to: (1) Save your invoice as a PDF, (2) Write a brief, professional email with a clear subject line like "Invoice #[NUMBER] from [Your Company]", (3) Include invoice number, amount, due date, and payment instructions in the email body, (4) Attach the PDF invoice, and (5) Send from a professional email address. Use an online invoice generator to create professional invoices that are ready to email in 60 seconds.
What should I write in an email when sending an invoice?
When sending an invoice via email, include: (1) A clear subject line with the invoice number, (2) Professional greeting with client's name, (3) Brief explanation of what the invoice is for, (4) Key details: invoice number, total amount, due date, (5) Payment instructions (bank details, PayPal, check address), (6) Thank you message, (7) Professional email signature. Keep it concise—2-4 paragraphs maximum. See our 15+ ready-to-use templates above.
How do I send an invoice via email in Gmail?
To send an invoice in Gmail: (1) Click "Compose" to start a new email, (2) Enter client's email address, (3) Write subject line: "Invoice #[NUMBER] from [Your Company]", (4) Type your professional email message, (5) Click the paperclip icon to attach your PDF invoice, (6) Select your invoice PDF file, (7) Wait for upload to complete, (8) Click "Send". For fastest invoice creation before emailing, use Online Invoices Maker—it creates professional PDFs instantly.
Should I send invoices as PDF or Word document?
Always send invoices as PDF, never as Word or Excel. PDFs cannot be edited (protects you from unauthorized changes), look the same on all devices, are universally compatible, and are more professional. Word/Excel files can be modified by recipients and may display incorrectly on different computers. All professional businesses send invoices as PDF format.
What is a good subject line for an invoice email?
The best invoice email subject lines are clear, specific, and professional. Top examples: (1) "Invoice #[NUMBER] from [Your Company]" (most professional), (2) "Invoice #[NUMBER] - [Project Name]", (3) "[Your Company] Invoice #[NUMBER] - Due [DATE]", (4) "Invoice for [Services] - [Month/Project]". Avoid: vague subjects like "Invoice" or "Payment Request". Include the invoice number for easy reference and tracking.
When is the best time to send invoices via email?
The best time to send invoice emails is Tuesday-Thursday, 9-11 AM in the client's timezone. Studies show these times have the highest open and response rates. Avoid: Monday mornings (busy clearing weekend emails), Friday afternoons (people preparing for weekend), and outside business hours. For immediate invoicing, use online invoice generators that let you create and send professional invoices anytime.
How do I follow up on an unpaid invoice via email?
Follow-up email sequence: (1) 3-5 days before due date: Friendly reminder with invoice attached, (2) 1 day after due date: Polite follow-up asking if they received the invoice, (3) 1 week overdue: Firmer reminder mentioning late fees (if applicable), (4) 2 weeks overdue: Final notice before taking further action. Always stay professional and assume good intent—clients may have simply forgotten. See our follow-up email templates above.
Start Sending Professional Invoice Emails Today
You now know exactly how to send invoices via email like a professional—from creating the perfect email message to following up on late payments.
Quick Recap: Your Invoice Email Checklist
- ✅ Create professional invoice (use online generator for speed)
- ✅ Save as PDF with descriptive filename
- ✅ Write clear subject line with invoice number
- ✅ Include key details in email body (amount, due date, payment methods)
- ✅ Attach PDF invoice
- ✅ Proofread before sending
- ✅ Set reminder for follow-up if unpaid
Remember: Professional invoice emails get paid 40% faster. Take the extra 2 minutes to craft a clear, professional message—your cash flow will thank you!
🚀 Create & Email Professional Invoices in 60 Seconds
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