Quick steps
- A few days before the due date: send the friendly reminder.
- On the due date: send the “due today” email.
- About a week late: send the overdue email and ask if anything is blocking payment.
- Several weeks late: send the final notice with a clear deadline and next step.
- Each time, attach the invoice PDF and keep a record of what you sent.
1. Friendly reminder (before the due date)
Subject: Invoice [number] due on [date]
Hi [name],
Just a quick note that invoice [number] for [amount] is due on [date]. I’ve attached it again for convenience — payment details are at the bottom.
Let me know if you need anything else from me to process it.
Thanks,
[your name]
2. Due today
Subject: Invoice [number] is due today
Hi [name],
Invoice [number] for [amount] is due today. If it’s already on its way, thank you — please ignore this email.
If you need the invoice in a different format, or it needs to go to someone else in your team, just tell me who to send it to.
Best regards,
[your name]
3. Overdue (about one week late)
Subject: Overdue: invoice [number] ([amount])
Hi [name],
I haven’t yet received payment for invoice [number], which was due on [date]. The outstanding amount is [amount]; a copy is attached.
Could you let me know when I can expect payment? If there’s a problem with the invoice, I’m happy to sort it out.
Thank you,
[your name]
4. Final notice
Subject: Final notice: invoice [number] now [X] days overdue
Hi [name],
Invoice [number] for [amount] was due on [date] and is now [X] days overdue. I’ve written on [dates of earlier reminders] but haven’t received payment or a reply.
Please arrange payment by [deadline]. If I don’t hear from you by then, I will [pause further work / apply the late fee in our agreement / take the next step you are prepared to take].
If you’re having difficulty paying the full amount, reply and we can agree a payment plan.
Regards,
[your name]
Tips for chasing late payments
- Stay polite and factual. Most late payments are admin problems, not refusals.
- Make it easy to pay: resend the PDF and repeat the payment details every time.
- Find the right person. Ask whether the invoice should go to accounts payable.
- Only threaten what you will actually do, and only charge late fees or interest that your contract and local law allow.
- Keep a record of every reminder. With Pro, mark invoices as sent and Invoiceferry flags them as overdue after the due date.
Frequently asked questions
When should I send a payment reminder?
A friendly note a few days before the due date works well, then on the due date, then about a week after. Space later reminders one to two weeks apart.
Can I charge a late fee?
Only if it was agreed in your terms or is allowed by law where you and the client are. Some places set statutory interest for late business payments; check the rules before adding a fee.
How do I see which invoices are overdue?
With Pro, mark an invoice as “Sent” in Your documents. Once its due date passes it is flagged as Overdue, and you can filter the list by status.
Should I stop work for a client who hasn’t paid?
It is a common and reasonable step if your agreement allows it. Say so clearly in the final notice, with a date, and follow through.