Wondering how often to send invoice reminders? The right cadence is consistent enough to prevent "forgotten invoices," but not so aggressive that it damages relationships.
For freelancers and small service businesses, the goal is to stay professional while protecting cash flow. Here's a simple default schedule you can apply today.
Table of Contents
- The simplest rule
- Cadence for Net‑15 and Net‑30 (recommended)
- When to switch from email to phone
- How to segment reminders (so you don’t annoy good clients)
- Free tools to speed up follow‑ups
- Want this automated?
- FAQs
The simplest rule
Send reminders at predictable milestones:
- Before due date (prevention)
- On due date (confirmation)
- A few days overdue (clarity)
- A week overdue (firm + unblock)
- Two weeks overdue (final escalation)
Cadence for Net‑15 and Net‑30 (recommended)
Net‑15 default cadence
- T‑3 days: Friendly reminder
- T (due date): Due today
- T+3 days: Past due + request payment date
- T+7 days: Firm + ask for blocker
- T+14 days: Final notice / escalation per agreement
Net‑30 default cadence
- T‑5 days: Friendly reminder
- T (due date): Due today
- T+3 days: Past due + request payment date
- T+10 days: Firm + ask for blocker
- T+21 days: Final notice / escalation per agreement
If you need copy/paste emails, see: Invoice Reminder Email Templates.
Prefer editable versions you can personalize quickly? Use the free Overdue Invoice Reminder Templates.
When to switch from email to phone
Phone is best when you need a fast answer:
- The invoice is 7–10+ days overdue
- The amount is material to your cash flow
- You suspect an approval / vendor setup blocker
Use a short script and focus on outcomes (payment date or blocker): Overdue Invoice Call Script + Voicemail Script.
How to segment reminders (so you don’t annoy good clients)
Not all customers deserve the same cadence:
- Great payers: fewer touches; start at due date + T+7 if needed
- New customers: standard cadence until they prove reliability
- High‑risk customers: slightly earlier reminders + require a clear payment date
- One-off project clients: tie reminders to a clear next step (deliverable handoff, final files, next appointment)
Keep your tone consistent: calm, professional, and specific about next steps.
Free tools to speed up follow‑ups
- Overdue Invoice Reminder Templates — plug in your details and send.
- Invoice Generator — resend a clean invoice in minutes.
Want this automated?
If you want follow‑ups handled consistently (and logged automatically), the Invoice Reminder Agent can do the chasing for you—using a professionally tuned script.
- Learn more: Invoice Reminder Agent
FAQs
Is it okay to remind someone before the due date?
Yes. A short “just making sure you have everything you need” message prevents avoidable delays.
What if they keep promising dates and missing them?
Stop asking “when” and start asking “what’s blocking payment.” If they still can’t commit, escalate per your agreement.
Should I threaten collections?
Only when you’re ready to follow through. Use “per our agreement” language and keep it factual.