What format should I send an invoice in?

Send invoices as a PDF. It displays identically on every device, cannot be edited by accident, and prints cleanly. Avoid editable Word or spreadsheet files, which look unfinished and invite disputes.

What should the email subject line say?

State the invoice number, your business name, and the due date, for example Invoice 1042 from Acme Design due July 5. A clear subject keeps the email from getting buried and makes it searchable later.

Who should I send the invoice to?

Send it to whoever processes payments, which is often accounts payable rather than your day-to-day contact. CC your main contact so the request is visible to everyone involved.

How to send an invoice by email

Updated June 2026

Sending an invoice is more than hitting attach and send. A well-sent invoice is easy to read, easy to pay, and easy to find again later. Here's how to do it properly, step by step.

Before you send

An invoice is a document that requests payment for goods or services delivered. Before it leaves your outbox, confirm it includes the essentials: your business name and contact details, the client's details, a unique invoice number, the issue date and due date, an itemised list of what you're charging for, the subtotal, any tax, and the total amount due. If any of those are missing, the client has a reason to delay — or a reason the payment can't be processed at all.

1Save the invoice as a PDF.

PDF is the universal format. It looks the same on every device, can't be accidentally edited, and prints cleanly. Avoid sending an editable Word or spreadsheet file — it looks unfinished and invites disputes over the numbers.

2Write a clear subject line.

Spell out exactly what the email is so it doesn't get buried. Something like "Invoice 1042 from [Your Business] — due July 5" tells the recipient what to expect and makes the email searchable months later.

3Address it to the right person.

Send to whoever actually pays — often accounts payable, not your day-to-day contact. CC your main contact so nothing falls through the cracks, and ask for the correct billing address if you're unsure.

4Keep the email body short.

Two or three sentences: thank them, state the invoice number and total, and note the due date and how to pay. A wall of text gets skimmed; a tight message gets actioned.

5Add a payment link or instructions.

Don't make the client hunt for how to pay. Include a direct payment link, or list your bank details and accepted methods right in the email. Fewer steps means faster payment.

6Confirm receipt and follow up.

Ask the client to confirm they received it. If you hear nothing, a polite reminder a few days before the due date keeps the invoice top of mind without feeling pushy.

A simple email template

Hi [Name], thanks again for your business. Please find attached invoice #1042 for [project/service], totalling $[amount], due [date]. You can pay via [link or method] — let me know if you have any questions or need anything else from me. Best, [Your name].

Generate a clean invoice in seconds

Use the free PaidPilot invoice generator to create a professional PDF with your logo, line items, and a payment link — no signup required.

Open the free generator →

One last tip: keep a copy of every invoice you send and note when it was sent. That record matters if a payment goes missing or a client claims they never received it. If chasing invoices is eating your time, PaidPilot can track each one and send the reminders for you automatically.