If you’re not already emailing your clients digital invoices, it might be time to consider a fresh approach. More than half of all bills are now paid online in the U.S., and over 80% of households used the internet to make at least one payment in 2023, according to research by the U.S. Postal Service.
For accountants, attorneys, architects, and other professional service providers, crafting an effective invoice email is essential, and it can make all the difference in getting paid faster and more consistently. This guide is designed to help professional services firms create emails that help streamline invoice delivery, improve collections, and reduce the lag between sending a bill and receiving payment.
Below, you’ll find invoice email templates with ready-to-use subject lines and clear, professional wording for scenarios such as sending a new invoice, following up on a past-due balance, confirming payment, and handling failed transactions.
You’ll also see how modern billing software can be used to generate invoices and send them directly by email, complete with secure online payment options that make it easier for clients to pay quickly.
How to send invoices through email
Sending an invoice by email should be a straightforward part of your workflow, not something you dread or overthink. With modern billing software, you can generate an invoice and deliver it directly to a client’s inbox in just a few clicks, with a secure online payment option for those who prefer to pay digitally.
Here’s a walk-through of how to send an invoice through email:
Create the invoice. Build the invoice in your billing platform by entering the client’s information, services provided, total amount due, payment terms, and any relevant line items or attachments.
Choose the recipient. Select the correct contact from your client list or add a new email address to ensure the invoice reaches the appropriate billing contact.
Review due dates and terms. Confirm that the due date and payment terms are accurate and clearly stated before sending.
Include a payment link. Add a visible online payment link so clients can pay the bill immediately.
Customize your message. Write a brief, clear email that explains what the invoice covers and how the client can complete payment.
Send and track your invoice. After sending your email, use your billing software to monitor for status updates, including whether the invoice has been opened or the payment link has been clicked.
Follow up as needed. If payment is not received by the due date, send a follow-up email that includes the invoice number, amount due, and a direct payment link.
Essential elements to include in an invoice email
Include the following details in your invoice email to make it as easy as possible for clients to find the information they need to make the payment:
Subject line
Invoice number
Due date
Amount due
Payment method options
Online payment link
Contact details
Terms and conditions
Place the most important details—the amount due, due date, and payment link—near the top of the email and prominently on the invoice so clients will see them at a glance. With these elements in place, you can avoid misunderstandings, set clear expectations, and get paid in a timely fashion.
Top invoice and payment email templates
Different payment scenarios call for different wording, tone, and level of urgency. Below are practical invoice and payment email templates you can adapt for common situations, from sending a new invoice to following up on a late balance.
Email type | Description | Use case |
Payment link email | Sends a new invoice with a secure payment button | When an invoice is first issued |
Payment reminder email | Notifies clients of an upcoming due date | A few days before payment is due |
Past-due invoice email | Alerts clients that a payment deadline has passed | Shortly after the due date, if payment has not been received |
Follow-up email | Inquires about an outstanding balance after earlier reminders | When previous notices have not led to payment |
Payment failed email | Notifies a client that a transaction did not go through | Immediately after a declined or unsuccessful payment attempt |
Short paid invoice email | Confirms that payment has been received | As soon as funds post to the account |
Payment confirmation email | Provides formal acknowledgment and documentation of payment | After payment is processed and applied to the invoice |
Payment link email template
A payment link email gives clients a direct way to settle an invoice immediately. You would send this type of message when a new invoice is ready, and you want to make it as simple as possible for the client to click, pay, and move on.
Clarity and visibility matter here. The amount due and deadline should stand out, and the payment button should be easy to find without scrolling. Keep the message concise and action-oriented so the next step is obvious.
Email template:
Payment reminder email template
A payment reminder email helps prevent late payments by keeping upcoming due dates visible and top of mind. You would send this message a few days before an invoice is due, especially for larger balances or clients who manage payments on a set internal schedule.
The tone should be professional and courteous, as the payment is not yet late. Keep the message brief and restate the due date clearly. You may also include a direct payment link so the client can act immediately if they choose.
Email template:
Past-due invoice email template
A past-due invoice email template is needed when a payment deadline has passed, and you need to prompt action without escalating the situation unnecessarily. You would send this email shortly after the due date if payment has not yet been received.
When preparing this type of message, be direct about the status while maintaining a professional tone. Clearly restate the invoice number, original due date, and amount outstanding, and make the payment link highly visible to shorten the time between reminder and resolution.
Email template:
Follow-up email template
When an invoice is outstanding, and earlier reminders have not led to payment, you can send a follow-up email. You would typically send this message after the due date has passed to confirm whether the client has received the invoice and plans to remit payment.
Keep the tone measured and fact-based, using the professional invoice follow-up email template below as a model. Restate the key details, invite clarification if there are any issues, and include a visible payment link so the client can resolve the balance without delay.
Email template:
Payment failed email template
A payment failed email template is important when a transaction does not go through and immediate clarification is needed to avoid further delays. You would send this message as soon as you receive notice that a client’s attempted payment was declined or could not be processed.
The message should be neutral and solution-focused. Briefly explain that the payment was unsuccessful, avoid assigning blame, and provide a simple way for the client to retry the payment.
Email template:
Short paid invoice email template
A short paid invoice email template confirms that a balance has been received and closes the loop efficiently. You would send this message immediately after payment posts to provide clients with documentation for their records.
Keep it brief and specific. Reference the invoice number, confirm the amount received, and note the payment date to avoid ambiguity.
Email template:
Payment confirmation email template
A professional invoice confirmation email template provides formal acknowledgment that payment has been processed and applied. You would send this message after a client completes an online payment or when funds are successfully transferred and recorded.
Include the invoice number, amount paid, payment method if appropriate, and the date the payment was applied. A clear confirmation builds trust and reinforces a smooth billing experience.
Email template:
Payment email templates customized by industry
Invoice emails are most effective when they reflect the specific ways in which you operate, track work, and communicate with clients. Below are some examples of how you can tailor the language and structure of your payment emails to align with your profession.
Architecture payment emails
Architecture firms often bill by project phase, retainer draw, or milestone, which means invoice emails should reference the specific stage of work completed. When customizing your template, include details such as project name, phase (e.g., schematic design, design development, construction documents), drawing numbers, revision dates, and any relevant American Institute of Architects (AIA) billing document references so clients can immediately connect the invoice to the deliverables.
Email template:
Accounting payment emails
Accounting firms often bill for recurring monthly services, project-based engagements, or time-sensitive tax work, so payment emails should reflect that structure. When adapting your template, reference the applicable engagement letter, specify the service period (e.g., “March 2026 bookkeeping services” or “2025 individual tax return preparation”), and include clear instructions for operating or client trust account payments using precise professional terminology.
Email template:
Law firm payment emails
Law firm invoicing emails should reference specific client matters and trust account arrangements. When drafting your message, include the matter number, clearly identify the billing period, and note whether the balance will be paid directly or applied against an existing retainer. You can find more details and download a legal invoice template here.
Email template:
Get paid faster with professional payment solutions from 8amTM
Today’s clients expect a fast, easy, and secure payment experience. To meet that demand, professional service providers need invoicing and payment software tailored to how their industries bill and manage finances. Firms that rely on outdated or manual processes often experience avoidable delays and unnecessary strain on cash flow.
8am offers industry-specific payment solutions to support your firm through the entire billing lifecycle:
LawPay is a legal payments solution that enables law firms to accept secure online payments, manage finances, and maintain trust accounting compliance, all within one system built for legal billing.
CPACharge provides tools for accounting professionals to streamline billing, accelerate deposits, and align payment workflows with established industry standards.
ClientPay equips architecture, engineering, design, and construction professionals to handle milestone-based invoicing and project billing with secure digital payments.
All of these solutions give users the option to create customized templates for various types of invoice emails, including:
Upcoming scheduled payment reminders
Upcoming invoice reminders
Quick Bill and invoice notifications
Requests to collect a saved payment method
To learn more about how a streamlined billing workflow sets the stage for faster, more consistent payments, contact 8am today.