7 Invoice Email Examples for Designers & Creators

7 Invoice Email Examples for Designers & Creators

How you send an invoice matters. A professional email makes you look organized, builds trust, and gets you paid faster.

This guide provides 7 invoice email templates you can copy and adapt for different situations.

📖 Part of our invoicing guide series: Email templates are part of Step 4 (Sending) in the invoicing process. For the complete guide, see How to Invoice as a Designer or Creator or Simple Invoicing for Creatives.

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Template 1: Standard Invoice Email

Best for: Most situations, standard projects

Subject: Invoice #INV-2026-0001 — Brand Identity Design

Hi [Client Name],

Your invoice is ready: [invoice link]

Total: $2,400
Due: March 21, 2026

You can pay directly via the link above with a card, or let me know if you prefer another method.

Let me know if you have any questions!

Thanks,
[Your Name]

Why it works: Short, clear, professional, includes payment link.

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Template 2: Invoice with PDF Attachment

Best for: Clients who prefer PDFs, formal documentation

Subject: Invoice #INV-2026-0001 — Brand Identity Design

Hi [Client Name],

Attached is the invoice for the Brand Identity Design project.

Total: $2,400
Due: March 21, 2026

Payment can be made via card (link below) or bank transfer:
[payment link]

If you have any questions, let me know!

Best,
[Your Name]

Why it works: Includes PDF, offers payment options, professional.

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Template 3: Deposit Invoice Email

Best for: Deposit invoices, project start

Subject: Deposit Invoice #INV-2026-0001 — Brand Identity Design

Hi [Client Name],

Here's the deposit invoice for the Brand Identity Design project.

Deposit: $1,200 (50% of $2,400 total)
Due: March 10, 2026

Payment link: [payment link]

Once this deposit is received, I'll begin work on your brand identity. The final balance ($1,200) will be due upon completion.

Thanks,
[Your Name]

Why it works: Clear about deposit, explains next steps, sets expectations.

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Template 4: Final Invoice Email

Best for: Final payment, project completion

Subject: Final Invoice #INV-2026-0002 — Brand Identity Design

Hi [Client Name],

The Brand Identity Design project is complete! Here's the final invoice.

Final Balance: $1,200
Due: March 21, 2026

Payment link: [payment link]

All deliverables have been sent. Once payment is received, the project will be officially closed.

Thank you for the opportunity to work on this project. I'm excited to see the brand come to life!

Best,
[Your Name]

Why it works: Celebrates completion, clear about final payment, friendly.

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Template 5: Friendly, Casual Email

Best for: Established clients, friendly relationships

Subject: Invoice for [Project Name]

Hey [Client Name],

Invoice is ready: [invoice link]

Total: $2,400
Due: March 21

You can pay via the link above. Let me know if you need anything!

Thanks,
[Your Name]

Why it works: Casual but professional, short, friendly tone.

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Template 6: Invoice with Project Summary

Best for: Complex projects, multiple deliverables

Subject: Invoice #INV-2026-0001 — Brand Identity Design

Hi [Client Name],

Your invoice for the Brand Identity Design project is ready: [invoice link]

Total: $2,400
Due: March 21, 2026

This invoice covers:
- Logo design (primary mark + variations)
- Brand guidelines document
- Typography system
- Color palette with application examples

Payment can be made via the link above with a card, or via bank transfer if you prefer.

If you have any questions, I'm here to help!

Thanks,
[Your Name]

Why it works: Summarizes what's included, clear, helpful.

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Template 7: Follow-Up on Overdue Invoice

Best for: Following up on late payments

Subject: Friendly Reminder — Invoice #INV-2026-0001

Hi [Client Name],

Just wanted to follow up on invoice #INV-2026-0001 for the Brand Identity Design project, which was due on March 21, 2026.

Total: $2,400

I know you're busy, so this might have slipped through the cracks. You can pay via [payment link] or let me know if you prefer another method.

Let me know if you have any questions!

Thanks,
[Your Name]

Why it works: Friendly, assumes oversight, makes payment easy, not aggressive.

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Email Best Practices

1. Clear Subject Line

Good subjects:

• "Invoice #INV-2026-0001 — Brand Identity Design"
• "Invoice for [Project Name]"
• "Deposit Invoice — [Project Name]"

Bad subjects:

• "Invoice" (too vague)
• "Payment due" (sounds aggressive)
• "Money" (unprofessional)

Clear subject = easier to find.

2. Include Payment Link

Always include:

• Payment link (if using card payments)
• Alternative payment methods
• Clear instructions

Make payment easy.

3. Be Professional but Friendly

Tone:

• Professional (not casual)
• Friendly (not stiff)
• Clear (not vague)
• Helpful (not demanding)

Balance professionalism with approachability.

4. Keep It Short

Length:

• 3-5 sentences max
• Get to the point
• No unnecessary information
• Easy to scan

Short emails get read faster.

5. Include Essential Information

Must include:

• Invoice number
• Total amount
• Due date
• Payment link/methods

Essential info = faster payment.

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When to Send Invoice Emails

Send Immediately After:

✅ Completing work — Don't wait
✅ Agreed milestone — When milestone is reached
✅ Project start — For deposit invoices
✅ Project completion — For final invoices

Prompt invoicing = faster payment.

Don't Wait:

❌ Weeks after completing work — Too late
❌ Until client asks — Be proactive
❌ End of month — Send when work is done
❌ When you remember — Send promptly

Don't delay. Send immediately.

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Customizing Templates

Add Personal Touch

For established clients:

• Reference previous work
• Mention specific project details
• Add personal note

Personal touch builds relationships.

Adjust Tone

For different clients:

• Formal clients: More professional
• Friendly clients: More casual
• New clients: Professional but warm

Match client's communication style.

Include Context

When helpful:

• Project summary
• What's included
• Next steps
• Timeline

Context helps client understand invoice.

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Common Email Mistakes

1. Too Vague

Bad:

Hi, here's your invoice.

Good:

Hi [Client Name], your invoice #INV-2026-0001 for Brand Identity Design is ready: [link]

Be specific.

2. Missing Payment Link

Bad:

Invoice attached. Let me know how you want to pay.

Good:

Invoice ready: [link]. You can pay via the link above with a card.

Make payment easy.

3. Too Long

Bad:

Hi [Client Name], I hope you're doing well. I wanted to reach out about the invoice for the project we've been working on. The total is $2,400 and it's due on March 21. I've attached the invoice and you can pay via the link below. Let me know if you have any questions. Thanks!

Good:

Hi [Client Name], your invoice is ready: [link]. Total: $2,400, due March 21. Thanks!

Keep it short.

4. Missing Information

Bad:

Invoice attached.

Good:

Invoice #INV-2026-0001 attached. Total: $2,400, due March 21. Pay via [link].

Include essentials.

5. Wrong Tone

Bad:

PAYMENT DUE IMMEDIATELY. INVOICE ATTACHED.

Good:

Hi [Client Name], your invoice is ready: [link]. Total: $2,400, due March 21. Thanks!

Be professional, not aggressive.

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FAQs

Should I send invoice as link or PDF?

Both work:

• Link: Faster payment, modern, easy
• PDF: Formal, client preference, documentation

Offer both if possible, or match client preference.

How long should invoice emails be?

Short: 3-5 sentences max. Get to the point, include essentials, keep it scannable.

Should I follow up if no response?

Yes: Follow up 3-5 days after due date if unpaid. Most clients just forget.

Can I use the same template for all clients?

Yes, but customize:

• Client name
• Project details
• Tone (if needed)
• Personal touch (for established clients)

Templates save time, but personalize when helpful.

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