Guide · Getting paid
Invoice email template for contractors
The email isn't the invoice. Its only job is to get the invoice opened and paid.
Use a subject line with your business name, the invoice number and the amount ("Invoice 1042 from Ridgeline Plumbing: $1,840"). In the body, say what job it's for, the amount, the due date and how to pay, with a link they can pay from. Attach the PDF for their records. Keep it under five lines; the details are in the invoice.
Subject lines that get opened
- Invoice 1042 from Ridgeline Plumbing: $1,840
- Ridgeline Plumbing invoice for the water heater, due March 14
- Deposit invoice: kitchen faucet and disposal, $250
Put your business name in it so it doesn't look like spam, and the amount so they know what it is without opening it.
Example 1: job finished today
Subject: Invoice 1042 from Ridgeline Plumbing: $1,840 Hi Dana, Thanks for having us out today. Here's the invoice for the water heater replacement: $1,840, due by March 14. You can pay by card or bank here: [link] The PDF is attached for your records. Mike Ridgeline Plumbing · (555) 010-2040
Example 2: deposit to start
Subject: Deposit invoice: kitchen remodel, $1,000 Hi Sam, Thanks for approving the estimate. This is the deposit to order materials: $1,000. Once it's paid we'll confirm your start date. Pay here: [link] Mike
Example 3: commercial client or property manager
Subject: Invoice 1047, 214 Elm St Unit 3, $460 (PO 8812) Hi Jordan, Attached is invoice 1047 for the leak repair at 214 Elm St, Unit 3, completed March 7. Amount: $460, due net 15 (March 22). PO 8812. Pay online: [link], or by check to Ridgeline Plumbing. Thanks, Mike
Commercial clients often need the property address, unit, PO number and completion date in the email so accounts payable can match it without asking.
What to leave out
- The line items. They're on the invoice. Repeating them makes the email long and invites questions.
- Apologies. "Sorry to bother you" makes a bill sound optional.
- Several ways to pay with no link. Make one easy option the obvious one.
Email or text?
Homeowners usually answer texts faster; property managers and businesses usually want email. Many contractors text the invoice and email it to customers who ask. See how to send an estimate or invoice by text.
In Settle you can send any invoice by text or email from your own phone: Mail opens with the subject and message written, the pay link in the message and the PDF attached. Customers pay by card, Apple Pay or bank, to your own Stripe account.
What should I write when emailing an invoice?
Your business name, the job, the amount, the due date and a link to pay, in four or five lines. Attach the PDF.
What is a good subject line for an invoice email?
"Invoice [number] from [business]: [amount]". It's clear, it doesn't look like spam, and the customer knows what it is before opening it.
Should I attach the invoice as a PDF?
Yes, for their records, plus a link they can pay from. Many customers won't open an attachment just to pay.
Send your next invoice with a pay link.
Free on iPhone. Unlimited estimates and invoices. 7 days of Pro to try the voice drafts, and you cancel in two taps.
Download on the App StoreiPhone, iOS 17 or later. Questions? Text Nina: (818) 945-9686