Free Invoice Generator

Payment received email generator

Enter what was owed and what arrived, and the sheet writes a short email thanking the client and confirming the payment. A part payment states the balance and its due date; an overpayment offers the difference back or as a credit.

The payment

The invoice total, or what was left after an earlier part payment.

The day the money arrived, not the day it was due.

Who it is from and to

Only used to fill in the To line when you open the email in your email app.

What else the email says
GuideInvoice vs receiptHow this works, and where the figures go wrong →

Why confirm a payment at all

A short confirmation closes the invoice on both sides. The client's accounts team can mark it paid without wondering whether it arrived, and you have a dated note of what came in and how. It also catches mistakes early: if the amount is wrong, the client hears about it the same week rather than at the next invoice.

Part payments and overpayments

  • Paid in part: say what is left, and when it is due. A thank-you that skips the balance reads as if the invoice is settled. The email states the amount still owed and its due date, and says the payment details have not changed.
  • Paid too much: say by how much. The extra belongs to the client. The email tells them how much it is and offers it back or as a credit against the next invoice, so they do not have to ask. If there may not be a next invoice, I recommend offering to send it back.
  • Amount owed left blank. The email confirms what arrived and says nothing about a balance. Fill it in if you want the email to say the invoice is paid in full.

An email is not a receipt

This email thanks the client and confirms the payment. Some clients also need a receipt, usually for an expense claim or a grant report. Invoice vs receipt covers what a receipt should say and how to make one in the invoice generator. If you attach one, tick the box and the email mentions it.

What this generator does not do

  • It does not send anything. It writes the email. You copy it, or open it in your own email app, and send it from there.
  • It cannot attach the receipt. An email link can carry a subject and a body but not a file, so attach the PDF yourself before sending.
  • It does not keep anything. Nothing is written to your browser's storage and nothing you type is sent to us.

Related

If the balance is not paid by its due date, the payment reminder email generator writes the follow-up. If the client paid by card or PayPal and less arrived than they sent, the payment fee calculator shows how much the processor kept.

Last updated 3 October 2026