Final Invoice After Project Complete: Email Template

The final invoice should land the same day you mark the project complete. Tie payment to handoff, list what is done, and give one clear due date so “we will loop finance” does not stretch for weeks.

Checklist before you send

• Confirm all paid milestones and the remaining balance.
• List deliverables included in this final invoice (files, access, rounds used).
• Note anything explicitly out of scope or deferred to a new SOW.
• Attach the invoice PDF and payment link in the first email, not a follow-up.

Free template: final invoice + handoff

Replace every [bracket] before sending.

Hi [Client Name],

[Project Name] is complete on my side as of [Completion Date].

Included in this final invoice [Invoice #] for [Amount]:
• [Deliverable 1]
• [Deliverable 2]
• [Deliverable 3]

Prior payments applied: [Deposits / milestones paid]
Balance due: [Amount] by [Due Date]

Pay here: [Payment Link]
Invoice PDF: [Link or attached]
Files / handoff: [Link]

If anything in the handoff needs a small fix covered by our agreed rounds, reply by [Bugfix Date] and I will handle it. New scope after that becomes a separate quote.

Thanks for the project,
[Your Name]
[Your Business]

If they ask for more work before paying

Hi [Client Name],

Glad the handoff is useful. I can take on [requested tweak / next phase] as a new small SOW.

Please clear final invoice [Invoice #] ([Amount], due [Due Date]) first: [Payment Link].
Once it posts, I will send a one-paragraph quote for the new work the same day.

Thanks,
[Your Name]

Closing rules

• Send the final invoice the day you deliver, not “when they have time.”
• Keep bug-fix windows short and written.
• Do not start a phase-two without a paid balance or a new deposit.
• If the due date passes, use your normal reminder sequence the next morning.

Free mini-pack: 3 more follow-up templates (HTML + PDF), no signup.

Related guides

• When to send the first invoice as a freelancer
• Kickoff email after deposit received
• Friendly payment reminder after due date
• Invoice due tomorrow reminder
• Deposit not paid start-work email

Practical communication guidance only, not legal advice. Payment terms, late fees, and collection options depend on your contract and jurisdiction.