Looking for invoice reminder email templates you can copy, paste, and send today? You're in the right place.
Most invoices get paid late for boring reasons: the bill got buried, the approver is OOO, or someone needs a PO number. The fastest fix is consistent follow‑up that's clear, polite, and easy to act on.
Below are 5 ready-to-use templates—from friendly nudge to final notice—plus subject lines and a simple schedule for Net‑15 or Net‑30 terms.
Table of Contents
- Before you send anything (30 seconds of setup)
- Subject lines that get opened
- Template 1 — Friendly reminder (before due date)
- Template 2 — Due today
- Template 3 — 3 days overdue
- Template 4 — 7 days overdue (firm + helpful)
- Template 5 — Final notice (14+ days overdue)
- A simple follow-up schedule (cadence)
- Want this automated?
- FAQs
Before you send anything (30 seconds of setup)
Fill these placeholders once, then reuse the templates:
[Client Name][Invoice #][Project / Service](optional, but helpful)[Service Date / Work Order #](optional)[Invoice Amount][Due Date][Payment Link / Instructions][PO / Reference](if applicable)[Your Name],[Company],[Phone]
Best practice: reply in the same email thread each time so the customer sees the full history.
If you’re a freelancer, you can swap “pause work” for “pause deliverables” or “pause further revisions.” If you’re a service business, you can swap it for “pause scheduling” or “pause future appointments.”
Subject lines that get opened
Use the least dramatic subject line that matches reality:
Quick reminder: Invoice [#] due [Due Date]Invoice [#] — due todayPast due: Invoice [#] ([Invoice Amount])Action needed: Invoice [#] is overdueFollow-up: Invoice [#] (can we confirm payment date?)Final notice: Invoice [#]
Template 1 — Friendly reminder (before due date)
Send 3–5 days before the due date (or as soon as you know it’ll slip).
Subject: Quick reminder: Invoice [#] due [Due Date]
Hi [Client Name],
Quick reminder that invoice [#] for [Invoice Amount] is due on [Due Date].
(Invoice details: [Project / Service] [Service Date / Work Order #])
If you’ve already scheduled it—thank you. If you need anything to process payment (PO, updated bill‑to, W‑9, etc.), reply here and I’ll send it over right away.
Payment details: [Payment Link / Instructions]
Thanks,
[Your Name]
[Company]
Template 2 — Due today
Subject: Invoice [#] — due today
Hi [Client Name],
Just checking in—invoice [#] for [Invoice Amount] is due today ([Due Date]).
(Invoice details: [Project / Service] [Service Date / Work Order #])
Can you confirm it’s in queue for payment? If there’s a blocker, tell me what you need and I’ll fix it today.
Payment details: [Payment Link / Instructions]
Thank you,
[Your Name]
[Company]
Template 3 — 3 days overdue
Subject: Past due: Invoice [#] ([Invoice Amount])
Hi [Client Name],
Invoice [#] for [Invoice Amount] was due on [Due Date] and is now a few days past due.
(Invoice details: [Project / Service] [Service Date / Work Order #])
Could you share the expected payment date? If anything is missing (PO, approval step, updated contact), I can resend or adjust immediately.
Payment details: [Payment Link / Instructions]
Best,
[Your Name]
[Company]
Template 4 — 7 days overdue (firm + helpful)
Subject: Action needed: Invoice [#] is overdue
Hi [Client Name],
Following up on invoice [#] ([Invoice Amount]) which is now 7+ days past due (due [Due Date]).
(Invoice details: [Project / Service] [Service Date / Work Order #])
To close this out, please reply with one of the following:
1) Payment date: We’ll pay on _ / / _
2) Processing issue: We need __ (PO / updated invoice / vendor form)
3) Dispute: There’s a question about __
Payment details: [Payment Link / Instructions]
Thanks,
[Your Name]
[Company]
[Phone]
Template 5 — Final notice (14+ days overdue)
Subject: Final notice: Invoice [#]
Hi [Client Name],
This is a final follow‑up on invoice [#] for [Invoice Amount], originally due [Due Date].
If payment isn’t received (or a payment date isn’t confirmed) by [Date + 48 hours], we’ll need to pause further work or appointments and/or move this to our formal collections process per our agreement.
If you can reply with the payment date today, we can avoid escalation.
Payment details: [Payment Link / Instructions]
Regards,
[Your Name]
[Company]
[Phone]
A simple follow-up schedule (cadence)
Use this as a starting point and adjust based on your client type and invoice size:
- T‑5 days: Friendly reminder (Template 1)
- T (due date): Due today (Template 2)
- T+3 days: Past due (Template 3)
- T+7 days: Firm + helpful (Template 4)
- T+14 days: Final notice (Template 5)
Tip: for larger invoices, add a short phone call at T+7 or T+10. Many “late payments” are just “stuck in approvals.”
- Need a simple cadence by Net‑15 / Net‑30? See: How Often Should You Send Invoice Reminders?.
- Want a 60‑second phone script? See: Overdue Invoice Call Script + Voicemail Script.
Want this automated?
If you’re tired of manually chasing, the Invoice Reminder Agent can place polite follow‑up calls, confirm payment dates, and log outcomes automatically—using a professionally tuned script (no prompt writing required).
- Learn more: Invoice Reminder Agent
- Or start from the app and enable the agent during onboarding.
FAQs
Should I attach the invoice every time?
Usually, yes—unless your client prefers a portal link. Removing friction beats guessing.
When should I switch from email to phone?
If it’s 7+ days overdue or the invoice is meaningful to your cash flow, a short call often resolves “stuck in approvals” instantly.
What if they say “we never received it”?
Resend immediately, confirm the bill‑to contact, and ask for the internal reference/PO requirements so it doesn’t happen again.