How to Remind Client About Unpaid Invoice
Master the art of professional payment reminders. Learn timing strategies, proven templates, and escalation techniques that get invoices paid without damaging client relationships.
Reminder Timeline
- Day 1: Gentle email reminder with invoice attached
- Day 5: Follow-up email with payment options
- Day 10: Phone call to discuss payment status
- Day 15: Formal demand letter with consequences
When to Send Payment Reminders
Timing is crucial for effective payment reminders. Too early seems pushy, too late appears unprofessional:
Day of Due Date
Friendly reminder that payment is due today
1-3 Days Late
Polite follow-up with invoice copy
7-10 Days Late
Direct phone call to discuss status
14+ Days Late
Formal demand with consequences
Professional Reminder Templates
Use these proven email templates for different stages of the reminder process:
First Reminder (Day 1-3)
Subject: Friendly reminder - Invoice #[NUMBER] payment due
Hi [Client Name],
I hope you're doing well! I wanted to send a friendly reminder that invoice #[NUMBER] for $[AMOUNT] was due on [DATE].
I've attached a fresh copy of the invoice for your convenience. If you've already sent payment, please disregard this message.
If you have any questions about the invoice or need different payment arrangements, please let me know. I'm happy to help!
Thanks for your business,
[Your Name]
Tone: Friendly and helpful • Success Rate: 45% pay within 5 days
Second Reminder (Day 5-7)
Subject: Payment reminder - Invoice #[NUMBER] now [X] days overdue
Hi [Client Name],
I'm following up on invoice #[NUMBER] for $[AMOUNT], which is now [X] days past the due date of [DATE].
I understand that sometimes invoices can get overlooked in busy schedules. If there's an issue with the invoice or you need to discuss payment terms, please reach out to me directly.
For your convenience, I've included multiple payment options:
• Online payment: [LINK]
• Bank transfer: [DETAILS]
• Check: [ADDRESS]
I appreciate your prompt attention to this matter.
Best regards,
[Your Name]
Tone: Professional and direct • Success Rate: 68% resolve payment
Phone Follow-up (Day 10)
Phone Script:
"Hi [Name], this is [Your Name] from [Company]. I'm calling about invoice #[NUMBER] for $[AMOUNT] that's now [X] days overdue."
"I've sent a couple of email reminders but wanted to reach out directly to see if there's anything preventing payment or if you need help with the process."
"Is there a specific reason for the delay, or can we arrange payment today?"
Approach: Direct but understanding • Success Rate: 78% get commitment
Final Demand (Day 15+)
Subject: FINAL NOTICE - Invoice #[NUMBER] - Immediate action required
Dear [Client Name],
This is FINAL NOTICE that invoice #[NUMBER] for $[AMOUNT] is now [X] days overdue. Despite multiple attempts to contact you, this invoice remains unpaid.
Payment must be received within 7 days of this notice to avoid:
• Late fees of $[AMOUNT] (as per our agreement)
• Reporting to credit agencies
• Suspension of all services
• Legal action for collection
If payment is not received by [DATE], this matter will be forwarded to our collections department and reported to business credit agencies.
Contact me immediately at [PHONE] to arrange payment.
[Your Name]
[Title]
Tone: Firm and formal • Success Rate: 85% pay within deadline
Payment Reminder Best Practices
Effective Strategies
- Include fresh invoice copy with every reminder
- Offer multiple payment options to remove barriers
- Be specific about amounts and dates to avoid confusion
- Document all communications for legal protection
- Follow up consistently until payment received
Common Mistakes
- Waiting too long to send first reminder
- Being too aggressive in early communications
- Not escalating tone with repeated reminders
- Accepting vague promises without specific dates
- Giving up after few attempts without consequences
Automating Payment Reminders
Save time and ensure consistency with automated reminder systems:
Invoicing Software
- • QuickBooks Online
- • FreshBooks
- • Xero
- • Wave Accounting
- • Invoice Ninja
Email Tools
- • Mailchimp Automations
- • ConvertKit Sequences
- • Gmail Scheduled Send
- • Outlook Delayed Delivery
- • Zapier Workflows
CRM Integration
- • HubSpot Workflows
- • Salesforce Process Builder
- • Pipedrive Automations
- • Monday.com Automations
- • Airtable Automations
Beyond Payment Reminders
When reminders fail, create real consequences. File public default notices that appear in business credit checks and motivate immediate payment.