How to Email an Invoice

Emailing an invoice is the fastest, most professional way to deliver it — provided you send a PDF, address the right person, and write a clear, friendly message. Email also gives you a delivery record in your sent folder.

Steps to email an invoice: 1. Save the invoice as a PDF (never send Word, Excel, or screenshots) 2. Find the right contact — accounts payable, not the project manager 3. Use a clear subject line: "Invoice #1234 from [Your Business] — Due 14 July" 4. Write a brief greeting and one-sentence summary of the work 5. Confirm the invoice number, total, and due date 6. List payment options — bank, BPAY, PayID — directly in the body 7. Attach the PDF and CC yourself or your accountant 8. Send and log the invoice in your accounting system

If you're using InvoiceSonic, you can email invoices directly from the dashboard, and you'll get delivery and read receipts. Sending invoices the same day work is completed, and following up before the due date, is the simplest way to improve cash flow.