Most unpaid invoices are not intentional — they are forgotten, lost, or stuck in an approval queue. A professional, timely follow-up is usually all it takes to get paid.

Before you write anything, reopen the original PDF (or recreate it in the editor) so you can re-attach the same invoice number, amount, and due date. Vague reminders without the PDF get ignored.

When to Follow Up

Do not wait months. Follow this timeline:

  • 5 days before due date — friendly reminder that payment is coming up
  • Due date — note that payment is due today
  • 3–5 days overdue — first follow-up, assume it was overlooked
  • 14 days overdue — firmer follow-up with the invoice re-attached
  • 30 days overdue — phone call + written notice mentioning late fees
  • 60+ days overdue — formal demand letter or consider a collections agency

Email Templates

Pre-Due Reminder (5 Days Before)

Hi [Client Name],

Just a quick reminder that Invoice #2026-034 ($2,500) is due on [date]. Payment details are on the attached invoice.

Let me know if you have any questions!

Thanks,

[Your Name]

First Follow-Up (3–5 Days Overdue)

Hi [Client Name],

I wanted to check in on Invoice #2026-034 ($2,500), which was due on [date]. It may have slipped through — I have re-attached it for convenience.

Could you let me know when I can expect payment?

Thanks,

[Your Name]

Second Follow-Up (14 Days Overdue)

Hi [Client Name],

Following up on Invoice #2026-034 ($2,500), now 14 days past due. I understand things get busy, but I would appreciate an update on the payment status.

As noted on the invoice, a late fee of [X%] per month applies to overdue balances.

Please let me know if there is an issue I can help resolve.

Thanks,

[Your Name]

Final Notice (30 Days Overdue)

Hi [Client Name],

Invoice #2026-034 ($2,500) is now 30 days overdue. I have not received payment or a response to my previous messages.

Please arrange payment within 7 days. If I do not hear back, I will need to escalate this matter.

I would prefer to resolve this directly — please let me know if there is an issue.

Regards,

[Your Name]

Tips for Getting Paid

  • Always be professional. Anger does not get invoices paid. Clarity and persistence do.
  • Re-attach the invoice every time. Make it as easy as possible for the client to pay.
  • Call after two emails. Some people ignore email but respond to a phone call immediately.
  • Mention late fees early. Even if you do not enforce them, stating them creates urgency.
  • Document everything. Keep copies of all emails, timestamps, and any verbal agreements.

When to Escalate

Consider escalation when:

  • The client has not responded after 3+ contact attempts
  • Payment is 60+ days overdue
  • The amount is significant enough to justify the effort

Options include:

  • Sending a formal demand letter (via certified mail if possible)
  • Hiring a collections agency (they typically take 25–50% of the recovered amount)
  • Filing in small claims court (for amounts within your jurisdiction's limit)

Common Mistakes

  • Waiting too long to follow up. The longer you wait, the harder it is to collect.
  • Being too aggressive too soon. A first reminder should be friendly, not threatening.
  • Not having a paper trail. Always follow up in writing, even after a phone call.
  • Continuing to do work for a non-paying client. Pause new work until outstanding invoices are settled.