How to Send an Invoice to a Client Professionally (With Email Templates)

Quick answer

Check the invoice for errors, export it as a PDF, email it to the person who approves payments with a clear subject line that includes the invoice number, amount and due date, and keep a short schedule of follow-ups. A three-line email is usually enough.

Pre-send checklist

• Client's legal name, billing address and GSTIN are correct
• Invoice number is the next in your series
• Line items match the quotation or purchase order
• Tax type is right (CGST plus SGST, or IGST)
• Total in figures matches the total in words
• Due date and payment details are present
• The PO number, if the client issued one, is quoted

Use PDF, named clearly

PDF keeps your layout fixed and is hard to edit by accident. Name the file so it can be found later, for example "INV-26-27-0012_RivertonFoods_Dec.pdf".

Send to the right person

In larger companies, the person who briefed you rarely pays you. Ask at the start who handles vendor invoices, and whether invoices go to a shared accounts payable address. Copy your project contact so they can approve quickly.

Email templates

First invoice to a new client

Subject: Invoice INV/26-27/0012 for website design, due 15 Dec 2026
Body: Hi Priya, please find attached invoice INV/26-27/0012 for ₹47,200 (including GST) for the website design milestone. Payment is due by 15 December 2026. Bank and UPI details are on the invoice. Could you confirm it has reached the right team? Thanks, Rahul

Recurring monthly invoice

Subject: November retainer invoice INV/26-27/0019, ₹59,000
Body: Hi team, attached is the November retainer invoice for ₹59,000, due 7 December. Let me know if your PO number has changed. Regards, Sana

Invoice with TDS note

Subject: Invoice INV/26-27/0021, ₹1,18,000 due 30 Nov
Body: Hi Karan, attached is the invoice for the brand strategy project. If you deduct TDS, please share the details after deposit so I can match the credit. My PAN is on the invoice. Thank you.

Timing

Send invoices on working days, in the morning. Avoid sending on the last day of the client's month-end close unless agreed, because finance teams are busy.

After sending

• Note the sent date and due date.
• Follow up three days before the due date if you have not had confirmation.
• When paid, send a short thank-you and a receipt if needed.

Follow-up templates

3 days before the due date

Subject: Reminder: invoice INV/26-27/0012 due 15 Dec
Body: Hi Priya, a quick reminder that invoice INV/26-27/0012 for ₹47,200 is due on 15 December. I have attached it again for convenience. Thanks, Rahul

On the due date

Subject: Invoice INV/26-27/0012 due today
Body: Hi Priya, invoice INV/26-27/0012 for ₹47,200 is due today. Could you let me know when the payment is scheduled? Thanks, Rahul

7 days overdue

Subject: Overdue: invoice INV/26-27/0012, ₹47,200
Body: Hi Priya, invoice INV/26-27/0012 is now 7 days past its due date of 15 December. As agreed in our quotation, payment was due within 15 days. Please confirm the payment date, or tell me if anything on the invoice needs correcting. Regards, Rahul

Getting set up as a vendor

Larger companies often need you registered as a vendor before they can pay. Ask early, and keep these ready to share:

• PAN and, if registered, your GST registration certificate
• A cancelled cheque or bank letter confirming your account
• Udyam (MSME) certificate, if you have one
• Your registered address and billing contact
• The client's purchase order (PO) number, to quote on every invoice

Common mistakes

• Sending a Word file that the client can edit.
• No invoice number in the subject line, which makes searching hard.
• Sending to a general inbox nobody checks.
• Long emails that bury the amount and due date.

Frequently asked questions

Next step

Save the templates above in your email drafts. If invoices are new to you, start with how to create a professional invoice. PikZiy Books emails each invoice with a private link your client can view, download and pay from.

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