Contacting a client about an overdue invoice can feel pretty awkward, especially if you otherwise have a good relationship with them and don't want to come across as pushy or needy.
But you should always follow up on unpaid invoices. You've invested time in the project, and you deserve to be paid for the work you've completed. Below, we've included payment reminder email templates for different situations, along with guidance on what to do depending on where you are in the process.
You don’t have to send a payment reminder before the invoice is due, but it can be useful for larger invoices or clients with longer payment terms.
The goal here isn’t to make the payment sound urgent because the due date hasn’t passed yet. You’re simply reminding the client ahead of time and making it easier for them to pay on time.
For example:
Hi [Name],
Just a quick reminder that invoice [Invoice Number] for $16,000 is due on November 1.
I’ve included the invoice again here for reference. You can make the payment using this link: [Payment Link].
Let me know if you need anything else from me to process the payment.
Thank you,
[Your Name]
If the due date has passed and you still don't see the payment on your end, you can start with a friendly reminder.
Here's what you can say:
Hi [Name],
I'm following up on the invoice for $16,000, which was due on November 1.
You can find the payment link here again in case you need it: [Payment Link].
If you've already sent the payment, please disregard this email. If you haven't, can you please let me know when I can expect it?
Thank you,
[Your Name]
If you’ve already sent your first payment reminder and still haven’t received a reply or payment, you can follow up again and be a bit more direct this time while still keeping the message professional.
For example:
Hi [Name],
I’m following up once more on the invoice for $16,000 that was due on November 1. It still shows as unpaid on my end.
Can you please double-check and let me know when the payment will be made?
I’ve included the payment link below again for your convenience:
[Payment Link]
If there’s an issue with the invoice or you need any additional information from me, please let me know.
Thank you,
[Your Name]
If you suspect that the person you work with isn’t actually responsible for paying invoices, you can ask whether you should be contacting someone else at the company.
For example:
Hi [Name],
I’m following up regarding the invoice for $16,000 that was due on November 1.
Can you please let me know if you’re the right person to contact about the payment, or if I should reach out to someone else at the company?
I’m happy to forward the invoice directly if you send me their contact details.
Thank you,
[Your Name]
If a client tells you they’ll pay on a certain date but the payment still doesn’t come through, you can follow up based on what they already told you.
For example:
Hi [Name],
I’m following up on the invoice for $16,000 that was due on November 1. You previously mentioned that the payment would be made on November 13, but I still haven’t received it.
Can you please let me know when the payment will be processed?
Thank you,
[Your Name]
If a client tells you they've already paid the invoice, don't send another payment reminder right away. Check your account first to make sure the payment hasn't already come through.
If you still can't find it, ask the client for information that can help you locate the payment.
For example:
Hi [Name],
Thanks for letting me know. However, I'm not able to locate the payment on my end.
Can you please send me the payment date and payment reference or confirmation when you have a moment so I can check it against my records?
Thank you,
[Your Name]
There's no universal schedule for how often you should send late payment reminders. It depends on your relationship with the client.
If it's a new client, you might want to follow up quickly after their first missed payment. If it's a long-term client who usually pays on time, you can give them a little more flexibility if you're comfortable doing so.
What you shouldn't do is abandon the follow-up process completely or wait several weeks after the due date before getting in touch.
At the same time, you don't want to send a payment reminder every single day, as that can quickly become frustrating for the client.
Yes, or include a link to it.
Don’t make the client search through their inbox for an invoice you sent three weeks ago.
If you’re asking someone to pay you, make it as easy as possible for them to find the invoice and payment details.
The same applies to your payment link.
If the client can open your email, view the invoice, and pay it without having to ask you for more information, there are fewer steps between the reminder and the payment.
Payment reminders work when the main problem is that an invoice hasn’t been paid yet.
They aren’t the answer to every payment problem.
If the client disputes the invoice, deal with the dispute.
If they can’t pay, decide whether you’re willing to agree to another payment date or payment plan.
If you’re contacting the wrong person, find the right billing contact.
And if you’ve sent several reminders without any response, you might eventually need to move beyond another reminder email.
You can read our guide on what to do with an overdue invoice for the next steps if a client continues to ignore payment.
If you only send a few invoices, keeping track of reminders yourself might not be a big problem.
Once you’re sending invoices regularly, it becomes much easier to miss a due date or forget who you’ve already followed up with.
Invoicer.ai can keep track of your outstanding invoices and send late payment reminders for you, so you don’t have to check every invoice and send each reminder manually.
You can also keep your invoices, estimates, clients, and payments together instead of keeping a separate spreadsheet just to remember what is still outstanding.
If you’re already using Invoicer.ai, you can also set up payment reminders and choose when they should be sent after an invoice becomes overdue.
Most payment reminder emails don’t need to be complicated.
Tell the client which invoice you’re referring to, remind them of the amount and due date, include an easy way to pay, and ask when you can expect the payment.
Start friendly and become more direct if the invoice remains unpaid.
And if the reason for non-payment turns out to be something other than forgetfulness, address that instead of continuing to send the same reminder.
If you send invoices regularly, Invoicer.ai can also help you keep track of outstanding invoices and automate late payment reminders, so following up doesn’t become another task you have to remember every week.
