Most late payments are forgotten, not refused. Your client opened the invoice on a busy day and meant to come back. A clear, polite reminder at the right time fixes most of them.
A reminder schedule that works
These timings are a rule of thumb. Fit them to your payment terms.
- Three days before the due date. A friendly heads-up.
- One day late. A short, polite reminder.
- Seven days late. A firmer reminder, with a question.
- Fourteen days late or more. A final notice with a clear date.
Put the dates in your calendar the day you send the invoice. Reminders that depend on you remembering do not get sent.
What every reminder includes
- The invoice number and the amount.
- The due date, and how many days late it is.
- The invoice attached again, or a link to it.
- One clear way to pay, such as a payment link.
The less work it takes to pay, the sooner people pay.
Template: before it is due
Hi Chris,
A quick note that invoice 1042 for 1,200 dollars is due on Friday. I have attached it again here, and you can pay by card at this link.
Thanks, and let me know if anything on it needs changing.
Template: one day late
Hi Chris,
Invoice 1042 for 1,200 dollars was due yesterday. It is easy to miss in a busy week, so here it is again with the payment link.
Could you let me know when I can expect it?
The question at the end matters. It asks for a reply, and a reply is a promise.
Template: seven days late
Hi Chris,
Invoice 1042 for 1,200 dollars is now a week overdue. I have not heard back about my last two emails.
Is something holding it up? If there is a problem with the invoice or the work, I would rather know now so we can fix it. Otherwise, please pay by Wednesday using the link below.
Template: final notice
Hi Chris,
Invoice 1042 for 1,200 dollars is now 21 days overdue. I need payment by 30 October.
If it is not paid by then, I will pause further work on the project and add the late fee in our agreement. I would much rather not, so please reply if anything is in the way.
Only write a consequence you will carry out. An empty threat teaches the client that your dates are flexible.
Make the next invoice easier to collect
- Agree payment terms and late fees before you start, in writing.
- Ask for a deposit on larger jobs.
- Send the invoice the day the work is delivered, while it is fresh.
- Keep the tone friendly. You want the money and the next project.
If you also find it hard to name the right price in the first place, read how to price your services. If a client goes silent after a quote rather than after an invoice, the follow-up guide covers that.