Invoice Payment Reminder: 4 Examples to Help You Get Paid

An invoice payment reminder is a message sent to clients to prompt them to pay an invoice. Invoice payment delays can be caused by mistakes in the invoices, processing errors, or just plain forgetfulness, but regardless of their cause, it’s important to remind the client of their outstanding payment.

Using an invoice payment reminder email is one of the best ways to do this, as it allows you to maintain professionalism while gently urging timely payment. In this article, we’ll explain how to write an effective invoice payment reminder and share some email examples you can use for reference.

Let’s start!

Key Takeaways

• An invoice payment reminder is a message used to remind clients of an upcoming or outstanding invoice.
• You can send an invoice payment reminder before the due date, on the date, or after the due date.
• To write an effective invoice payment reminder, it’s important to add all the necessary information, maintain a professional tone, be specific, and add a CTA at the end.
• Some reasons to send an invoice payment reminder include preventing late payments, reducing the risk of disputes, and reminding clients of any overdue invoices.

What Is an Invoice Payment Reminder and When Should You Send It?

An invoice payment reminder is a notification sent to clients to remind them to pay an invoice. While this is usually sent once the due date has passed, it can also be used before or on the actual due date as a polite reminder of the upcoming payment.

Let’s explore the different times you should send an invoice payment reminder:

#1. Before the Invoice Due Date

Clients who deal with hundreds of contractors can sometimes overlook or miss invoice due dates, so consider sending an invoice payment reminder a week before the due date to help remind them. Since there is no actual payment required yet at the time of the message, it’s crucial to keep the tone of it friendly and polite.

#2. On the Due Date

If you miss the chance to send an invoice reminder before the due date, you can also send one on the due date. A gentle but clear reminder to pay the invoice within the day will ensure that your client doesn’t incur any late fees and help you receive funds in a timely manner.

#3. After the Due Date

If a week has passed and your client still has not paid the invoice or sent a message acknowledging the missed due date, then you can send an overdue invoice reminder.

Remember to maintain a professional tone but stress the importance of sending payment right away. Be sure to mention any applicable late fees and inform them that these would increase the longer it takes for them to pay the invoice.

How to Write an Effective Invoice Payment Reminder Email

To write an effective invoice payment reminder email, follow the next steps:

#1. Add All the Necessary Information

Your invoice payment reminder should have all the necessary information for your client to immediately understand what the payment is for.

This includes the following:

• Invoice number
• Invoice due date
• Total amount due
• Invoice payment terms
• Late fees
• Accepted payment methods

You can also attach a copy of the original invoice to dispel any doubts about invoice fraud and make it easier for the client to process your payment.

#2. Keep the Tone Professional

While it can be frustrating to deal with an unpaid invoice, it’s important to maintain a professional tone when crafting your invoice payment reminder. Knowing how to remind someone to pay your invoice without sounding accusatory or aggressive will go a long way toward keeping a good relationship with your client while encouraging timely payment.

#3. Make it Clear and Concise

While it’s best to be polite, it’s equally as important not to be overly expressive in your invoice payment reminder.

Instead of adding unnecessary details to build rapport, make sure your email is clear and concise, including all the necessary details we outlined above. After a brief introduction, you can add the information in bullet points or a structured paragraph.

#4. Add a CTA

Finally, stress the need for urgency by adding a call to action (CTA) at the end of your invoice payment reminder. If you prefer online payments, you can add a link to your preferred payment platform along with simple instructions on processing the payment.

Linking your PayPal invoice, for instance, allows your client to review the actual invoice and send the payment using the same app. Afterward, the platform will send you an email confirming that payment has been sent.

Alternatively, you can ask them to send you a follow-up email once the payment has been sent. The email can consist of a simple line, such as “Please let me know once the payment has been processed,” and it will still increase the chances of prompt action.

4 Basic Examples of Invoice Payment Reminder Emails

If your client has not yet paid an outstanding invoice, here are some invoice payment reminder samples you can try:

#1. Friendly Reminder

To politely ask for payment on an invoice, usually before or on the due date, you can send a friendly reminder like this:

#2. Professional Overdue Reminder

If the gentle reminder for payment does not work and your client still has not processed the payment after a week, then you can try sending a professional overdue invoice letter like this:

#3. Final Notice

You can send a strong letter for outstanding payment as a last reminder for your client to settle their outstanding invoice before you pursue legal means or late payment assistance. A final notice email should look like this:

#4. A Generic Template

If you just want a generic invoice payment reminder template to use as a reference, here is an example of one with all the required details:

Why Should You Send Invoice Payment Reminders?

Some reasons why you should send invoice payment reminders are to prevent late payments, avoid invoice disputes, and maintain a professional relationship with clients.

Let’s discuss each one in detail:

#1. Preventing Late Payments

An invoice payment reminder helps prevent late payments and ensures your business has a steady cash flow. Clients can sometimes forget about upcoming invoices due to their schedule or simple oversight, so sending a reminder before or on the due date will help refresh their memory and increase the chances of timely payment.

#2. Maintaining a Professional Relationship With Clients

Sending an invoice payment reminder is not just about getting paid—it’s also an opportunity to maintain a professional relationship with your client.

A carefully worded reminder reassures your client that you value them and their business, which helps foster a positive partnership. This also shows that you are on top of your business finances, which can reinforce your credibility.

#3. Reducing the Risk of Disputes

Letting unpaid invoices go unacknowledged for a long period of time can lead to disputes over the payment terms or services provided. By sending an invoice payment reminder before the due date, you ensure that your clients are aware of any upcoming invoice payments and have enough time to clarify any concerns.

#4. Reminding Clients of Outstanding Invoices

If you have an outstanding invoice with a client, you can send them an invoice payment reminder to urge them to settle their bill.

You can use one of our invoice reminder templates above or create one that best suits your situation. Keep in mind, however, that when sending a payment follow-up email, it’s always essential to remain professional.

#5. Encouraging Electronic Payments

An invoice payment reminder is an excellent way to encourage clients to process payments electronically. One possible cause of overdue invoice payments is due to inconvenient payment methods, so when you offer an easier alternative, your client may be more inclined to pay on time.

Effortlessly Create Professional Invoices With Paystub.org

As freelancers, it can sometimes be daunting to send a late payment reminder email, but by using one of the templates we shared above, you can confidently request payments without coming off as negative.

If you want to avoid payment delays due to a rejected invoice, make sure you use Paystub.org’s invoice generator to create your document. Our generator uses standardized templates complete with the necessary data, so you reduce the risks of rejection due to incomplete or wrong information.

Final Thoughts

An invoice payment reminder is an effective way to ensure that you receive timely payments while maintaining a positive relationship with your clients.

To make your invoicing process even easier, consider using Paystub.org’s invoice generators to create professional documents in seconds. With our online tool, you can craft accurate invoices and automatically calculate the appropriate deductions to help reduce payment delays.

Invoice Payment Reminder FAQ

#1. What to do if you don’t receive payment after sending a friendly reminder for payment?

If you don’t receive payment after sending a friendly reminder for payment, you should follow up with an overdue reminder to emphasize the importance of sending payment. When doing so, it’s important to be firm but still polite and ask the client about the cause of the delay.

#2. What should I include in an invoice payment reminder?

You should include the invoice number, the total amount due, the due date, and the necessary company information in an invoice payment reminder. You can also add the different payment methods accepted and any late fees that apply.

#3. What is the best way to handle overdue invoices?

The best way to handle overdue invoices is by sending an invoice payment reminder to your client. You can also try calling them to expedite this process, but it’s crucial to maintain a professional tone while doing so.

#4. How often should I send payment reminders?

You should send a payment reminder 15 days after the due date and again after 30, 60, and 90 days. You can use the examples for invoice payment reminders that we shared above to highlight the urgency of the situation.

#5. Can I include late fees in my invoice reminders?

Yes, you can include late fees in your invoice reminders, especially if you and the client have agreed on these beforehand.