Need an overdue invoice call script that actually works? A 60-second phone call can uncover the real blocker—wrong approver, missing PO, vendor setup, or a simple "we forgot"—faster than a week of emails.
Use this script to stay calm, professional, and focused on one goal: getting a payment date or clearing the blocker.
Table of Contents
- The goal of the call (one sentence)
- Call script (60 seconds)
- Voicemail script (20 seconds)
- 3 questions that unblock payment
- Common objections + responses
- Want this automated?
- FAQs
The goal of the call (one sentence)
Confirm either:
1) a specific payment date, or
2) the exact blocker preventing payment.
Call script (60 seconds)
“Hi [Name]—this is [Your Name] from [Company]. Quick question about invoice [#] for [Amount] for [Project / Service]. It was due on [Due Date]. Can you confirm when it’s scheduled to be paid?”
If they confirm a date:
“Perfect—so [Payment Date]. Thanks. If anything changes, can you reply to my email thread so we keep everything in one place?”
If they’re unsure / it’s stuck:
“No problem. Is it waiting on approval, vendor setup, or a PO/reference number?”
If they need something:
“Got it. I can resend/update that today. What’s the best email to send it to, and is there anything else your AP team requires?”
Close:
“Thanks for the help. I’ll follow up by email with a quick recap.”
If you want a simple recap email you can copy/paste, use: Invoice Reminder Email Templates.
Voicemail script (20 seconds)
“Hi [Name], this is [Your Name] from [Company]. I’m calling about invoice [#] for [Amount], due [Due Date]. Can you please call me back at [Phone] or reply to my email to confirm the payment date? Thanks.”
3 questions that unblock payment
Ask these in order:
1) “Is this invoice approved and in the payment queue?”
2) “What date is it scheduled to pay?”
3) “If it’s blocked, what’s the missing requirement—PO, vendor form, updated bill‑to, or a dispute?”
Common objections + responses
“We never got the invoice.”
“No worries—I’ll resend it right now. Which email should it go to, and should I CC AP?”
“We’re waiting on approval.”
“Totally understood. Who’s the approver, and what’s the expected approval date?”
“Cash is tight.”
“Thanks for letting me know. Would a partial payment today and the remainder on [Date] work?”
“It’s in AP.”
“Great—do you know the payment run schedule, or the date it’ll go out?”
Want this automated?
If you want these calls handled automatically (with consistent, logged outcomes), the Invoice Reminder Agent can follow up for you and record the result—using a professionally tuned script.
- Learn more: Invoice Reminder Agent
FAQs
Should I call before it’s overdue?
For large invoices, yes—calling 1–2 days before the due date can prevent slips caused by missing requirements.
How many times should I call?
Keep it minimal and respectful. One call after 7+ days overdue is a good default, then follow up based on the commitment you get.
Do I need legal language?
Usually no. Be clear about next steps and refer to your agreement. (This is not legal advice.)