Invoice email templates for sending and following up

Sending a new invoice

Use this when the work is ready to bill. Replace every bracketed field, check the recipient, and attach the correct PDF or invoice link.

Subject: Invoice [invoice number] for [project or service]

Hi [client name],

Here is invoice [invoice number] for [brief description of the work].

Amount: [currency and amount]
Due date: [date]
View your invoice: [invoice link]

Please let me know if you need a purchase order reference or any other information to process it.

Thank you,
[your name]
[business name]

A reminder before the due date

Use a pre-due reminder only where it fits your client relationship. State the date plainly and give the client a way to raise a question.

Subject: Invoice [invoice number] is due on [date]

Hi [client name],

A quick reminder that invoice [invoice number] for [currency and outstanding amount] is due on [date].

You can review the details here: [invoice link]

If there is anything you need from me before processing payment, please let me know. If you have already paid, thank you.

Best,
[your name]

Following up on an overdue invoice

Check for recent payments first. Keep the message factual, include the outstanding balance, and ask for an update instead of guessing why payment is late.

Subject: Payment update for invoice [invoice number]

Hi [client name],

I am following up on invoice [invoice number], which was due on [date]. Our records currently show an outstanding balance of [currency and amount].

Invoice details: [invoice link]

Could you confirm its payment status and the expected payment date? If there is a question about the invoice, I am happy to help resolve it.

Thank you,
[your name]

Before you send

Make the message specific to the invoice. Keep confidential client information out of the subject line, and do not include card details or passwords. If the client has already replied, respond in that conversation instead of starting another reminder.

Dueping can send an invoice email with its PDF and invoice link. These reminder templates can also be adapted for your own email workflow; they are not an automatic reminder schedule.

• Confirm the recipient and invoice reference.
• Use the remaining balance after any partial payments.
• Check that the PDF or shared link opens the intended invoice.
• Record the response and update payment status when appropriate.