Quick answer
To send an invoice by email: save it as a PDF, write a clear subject line with the invoice number and amount, say what it is for and when it is due in the email body, attach the PDF and send it to the person who pays invoices. Keep a copy and follow up if it isn’t paid by the due date.
Step by step
- Create the invoice and download it as a PDF. In our editor, click “Download PDF” and choose “Save as PDF”.
- Name the file clearly, for example “Invoice INV-0042 - Acme Ltd.pdf”. The editor suggests this name for you.
- Write the subject line: “Invoice INV-0042 from [your business], due 14 Nov”.
- Write a short email: what the invoice is for, the amount, the due date and how to pay.
- Attach the PDF and send it to whoever handles payments. Ask your client if you are unsure.
- Follow up politely if it isn’t paid on time. See our payment reminder emails.
Need one now? Open the invoice template. It’s free and makes a PDF in a minute.
Email templates
Subject: Invoice [number] from [your business]
Hi [name],
Please find attached invoice [number] for [amount] for [the work or goods]. Payment is due by [date].
Payment details are on the invoice. Let me know if you have any questions.
Thanks,
[your name]
Subject: Invoice [number] — [month] [service]
Hi [name],
Here is this month’s invoice, [number], for [amount]. It covers [summary]. It is due on [date], as usual.
Thank you for your continued business.
Best regards,
[your name]
Tips to get paid faster
- Send the invoice the same day the work is finished.
- Put the amount and due date in the email itself, not only in the attachment.
- Offer an easy way to pay, such as a bank transfer, mobile money or a payment link.
- Use the “Copy summary” button in our editor to paste a ready-made summary into your email.
Create your invoice in under a minute, free. Fill in the form, watch the preview and download a PDF. No sign-up, and your data stays on your device.
Invoice templateFrequently asked questions
Should I send an invoice as a PDF or Word file?
PDF. It looks the same on every device, can’t be edited by accident, and is what most accounts teams expect.
Who should I send the invoice to?
To the person or team that pays invoices, often accounts payable, with your main contact copied in. Ask your client when you start working together.
Is an emailed invoice valid?
In most countries, yes, as long as it contains the required details. Some countries require tax invoices to go through a government e-invoicing system, so check your local rules.
Related tools & articles
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- How to invoice international clientsHow to invoice clients in another country: which currency to use, tax on exported services, payment options, and what to include on the invoice.
- Invoice template for Word or Excel: is there a better way?Making invoices in Word or Excel works, but it is slow and error-prone. How to do it, the common mistakes, and a free online alternative that makes a PDF.
- What is a credit note?A credit note cancels or reduces an invoice you have already sent. Learn when to use one, what it includes, and how it differs from a refund.