The best payment reminders are planned before an invoice is late. Send a short nudge a few days before the due date, another on the day, then follow up at 3, 7 and 14 days overdue with a firmer tone each time. Below are five templates you can copy, edit and send today.
Most late payments aren’t deliberate. Invoices get buried, the person who approves them is on leave, or the bank details were never passed to accounts. A predictable reminder schedule fixes most of these quietly, without you ever sounding annoyed.
Think of the schedule as a staircase. Each step is a little more direct than the last, but none of them should feel like a surprise to the client, because each one refers back to the invoice and the previous message. Keep a note of what you sent and when, so you can show a clear history if you ever need to escalate.
Every reminder, however gentle, should make paying effortless. Include the invoice number, the amount and currency, the due date, how to pay and a copy of the invoice itself. If your invoice already shows bank details or a payment link, the client can pay straight from the attachment without writing back to ask.
Keep the first message warm and short. You’re not chasing anyone yet, just making sure the invoice is on their radar.
Subject: Invoice {invoice number} due on {due date}
Hi {client name},
Just a quick note that invoice {invoice number} for {amount} is due on {due date}. I’ve attached it again so it’s easy to find.
You can pay by {payment method}; the details are on the invoice. Let me know if anything needs changing before it goes through.
Thanks so much,
{your name}On the due date, stay neutral. A one-line reminder with the essentials is enough, and it gives a busy client an easy prompt to forward to whoever handles payments.
Subject: Invoice {invoice number} is due today
Hi {client name},
A friendly reminder that invoice {invoice number} for {amount} is due today, {due date}. A copy is attached, with payment details on page one.
If it’s already on its way, thank you, and please ignore this email.
Best,
{your name}Once the invoice is late, ask a question rather than make an accusation. Checking whether the invoice reached the right person often uncovers the real problem, such as a missing purchase order number or a new accounts contact. By day seven, add a clear date you’d like payment by.
Subject: Checking in on invoice {invoice number}
Hi {client name},
I haven’t yet seen payment for invoice {invoice number} ({amount}), which was due on {due date}. Could you check it reached the right person, or let me know if you need a PO number or anything else from me?
It would be great to have this settled by {new pay-by date}. I’ve attached the invoice again.
Many thanks,
{your name}Two weeks late calls for a firmer, more formal tone. Restate the facts, mention any earlier reminders, and refer to the payment terms you agreed. Only mention late fees or interest if they were in your contract or on the original invoice, and check the rules where you and your client are based before applying them.
Subject: Overdue: invoice {invoice number}, {days overdue} days late
Dear {client name},
Invoice {invoice number} for {amount} was due on {due date} and is now {days overdue} days overdue. I sent reminders on {reminder dates}.
Under our agreed terms ({payment terms}), please arrange payment by {pay-by date}. If there’s a problem with the invoice or the work, please reply so we can sort it out quickly.
Regards,
{your name}
{business name}A final notice should be calm, specific and honest about what happens next. Only state steps you’re genuinely prepared to take, such as pausing ongoing work or passing the debt on for formal recovery. If the amount is significant, it’s worth getting local legal advice before you send it.
Subject: Final notice: invoice {invoice number}
Dear {client name},
Despite previous reminders, invoice {invoice number} for {amount}, due on {due date}, remains unpaid.
Please pay the full balance by {final date}. If I don’t receive payment or hear from you by then, I will {next step, e.g. pause all work on the project / begin formal recovery}.
I’d much rather resolve this together, so if you need a payment plan, reply and we’ll agree one.
Regards,
{your name}
{business name}If you normally talk to the client by message, a short text can work better than another email. Keep it under three lines, include the invoice number and amount, and point to where the full invoice is. Send it during business hours and only to a number the client has used with you for work.
BillFlow puts the due date, payment details and any scan-to-pay QR code right on the invoice PDF, so every reminder can simply say “details are on the invoice”. Automatic reminders are coming in BillFlow Pro, and there’s an early-access list just below the invoice preview.
Hi {client name}, quick reminder that invoice {invoice number} for {amount} was due on {due date}. Payment details are on the invoice I emailed on {sent date}. Thanks! {your name}
A short, friendly call after the second or third email often works well, especially for larger amounts. Follow it up with an email confirming what was agreed, so you keep a written record.
Send it during the client’s working hours, early in the week if you can. A message that lands on a Friday evening is easy to forget by Monday.
Yes. Re-attaching saves the client searching their inbox and removes the most common excuse for delay. Keep the file name clear, such as the invoice number and your business name.
Only if it was part of your agreed terms, and only within the rules that apply where you and your client are based. Check with an accountant or adviser before charging interest or fees.
Pause the reminder schedule and deal with the dispute first. Ask exactly which items are in question, offer to issue a corrected invoice if needed, and agree a payment date for the undisputed part.