Invoice Email Templates: Sending, Deposits, Reminders and Receipts
Updated October 4, 2026 · General information, not legal or tax advice.
Copy-and-paste email templates for every stage of billing: sending an invoice, sending an advance or deposit invoice, writing to an accounts-payable inbox when you don't have a name, asking for billing details, reminders before and after the due date, and confirming payment. Replace the bracketed parts and attach the invoice as a PDF.
Subject lines that get invoices paid
Put the word "Invoice", the invoice number, your business or the client's name, the amount and the due date in the subject. Accounts teams search by these.
Invoice INV-1042 from [Your Business] – $2,400.00 due 31 Oct 2026
Deposit invoice INV-1051 – Quote Q-2026-118 – $3,360.00 due upon receipt
Reminder: invoice INV-1042 due 31 Oct
Overdue: invoice INV-1042 ($2,400.00) – 7 days past due
1. Sending an invoice
Subject: Invoice INV-1042 from [Your Business] – $2,400.00 due 31 Oct 2026
Hi [Name],
Please find attached invoice INV-1042 for [the website redesign delivered on 30 September]. The total is $2,400.00, due by 31 October 2026 (Net 30).
You can pay by bank transfer using the details on the invoice, or by card via [payment link]. Please quote the invoice number with your payment.
Thank you – it was a pleasure working on this.
Best regards,
[Your name]
[Business name] · [phone]
2. Advance or deposit invoice
Use this when the client must pay before you start, order materials or book a date.
Subject: Advance invoice INV-1051 – [project / event name] – $3,360.00
Dear [Name],
Thank you for confirming [quote Q-2026-118 / the booking for the event on 14 November]. As agreed, I have attached the advance invoice INV-1051 for the 40% deposit of $3,360.00.
Payment is due upon receipt. Once it is received we will [order the materials / reserve the date] and confirm the schedule with you. The balance of $5,040.00 will be invoiced on completion.
If you need a purchase order number or any other details on the invoice, just let me know.
Kind regards,
[Your name]
[Business name]
3. Sending to accounts payable without a contact name
When you only have an address like [email protected], address the team, and name your project contact so the invoice can be routed.
Subject: Invoice INV-1042 – PO 4500123 – [Your Business] – $2,400.00
Dear Accounts Payable Team,
Please find attached invoice INV-1042 for $2,400.00 relating to purchase order 4500123, for [services] provided to [contact name, department]. Payment is due by 31 October 2026.
Our bank details are on the invoice. Please let me know if you need a W-9 / supplier form or any other documents to process this.
Kind regards,
[Your name]
[Business name] · [phone] · [email]
cc: [project contact]
"Dear Accounts Payable Team" or "Hello Accounts Team" is better than "To whom it may concern".
4. Asking for the billing address or PO number
Subject: Billing details for [project]
Hi [Name],
I'm getting the invoice ready for [project]. Could you confirm:
– the company name and billing address it should be addressed to,
– the purchase order number (if you use one), and
– the email address invoices should go to?
Thanks,
[Your name]
If someone writes to you asking for your invoice address so they can raise an invoice to you, reply with your full legal business name, postal address, tax or VAT number (if registered) and the email for invoices.
5. Friendly reminder before the due date
Subject: Reminder: invoice INV-1042 due 31 Oct
Hi [Name],
A quick reminder that invoice INV-1042 for $2,400.00 is due on Friday, 31 October. I've attached it again for convenience.
Let me know if you need anything from me to process it.
Thanks,
[Your name]
6. Overdue reminders
First reminder (a few days late)
Subject: Invoice INV-1042 – payment overdue
Hi [Name],
I hope you're well. Our records show that invoice INV-1042 for $2,400.00, due on 31 October, hasn't been paid yet. It may have crossed with your payment run, in which case please ignore this.
Could you let me know when we can expect payment? The invoice is attached again.
Many thanks,
[Your name]
Second reminder (about two weeks late)
Subject: Second reminder – invoice INV-1042 now 14 days overdue
Dear [Name],
Invoice INV-1042 for $2,400.00 is now 14 days past its due date of 31 October. Please arrange payment this week, or let me know if there is a problem with the invoice that I can fix.
[If agreed in your contract: As set out in our agreement, a late fee of 1.5% per month applies to overdue balances from today.]
Kind regards,
[Your name]
Final notice (30+ days late)
Subject: Final notice – invoice INV-1042 ($2,400.00)
Dear [Name],
Despite our reminders of 3 and 14 November, invoice INV-1042 for $2,400.00 (due 31 October) remains unpaid.
Please pay the outstanding balance by [date, e.g. 10 business days from now]. If we have not received payment or heard from you by then, we will [pause further work / refer the debt for collection / consider other recovery options].
If you are having difficulty paying, please call me on [phone] so we can agree a payment plan.
Regards,
[Your name]
Keep reminders factual and polite, and only mention late fees that were agreed in advance. The full escalation process is in handling late payments.
7. Following up on retainage
Subject: Retainage invoice INV-1077 – [project] – payment status
Hi [Name],
I'm following up on the retainage invoices for [project], completed on [date]: INV-1077 ($1,850.00) issued on [date] is still showing as open in our records.
Could you let me know the payment status, or whether you need anything further from us (final lien waiver, close-out documents) to release it?
Thank you,
[Your name]
8. Payment received / receipt
Subject: Payment received – invoice INV-1042
Hi [Name],
Thank you – we received your payment of $2,400.00 on 28 October for invoice INV-1042. A receipt is attached for your records.
It was great working with you.
Best,
[Your name]
Checklist before you press send
- The invoice is attached as a PDF named with the invoice number (e.g.
INV-1042-YourBusiness.pdf).
- The subject has the invoice number and amount.
- The amount, due date and payment method are in the email body as well as on the invoice.
- The PO number is quoted if the client uses one.
- Accounts payable is copied if the client has a separate finance team.
More on formats and timing: how to send an invoice.
Frequently asked questions
How do I address an invoice email with no contact name?
Use "Dear Accounts Payable Team" and mention the project contact and PO number so the invoice can be routed.
Should I put the invoice in the email body or attach it?
Attach it as a PDF and repeat the key facts (number, amount, due date, how to pay) in the email body.
When should I send a payment reminder?
A friendly note a few days before or on the due date, then reminders about one and two weeks after it becomes overdue.