Overdue Invoice? Payment Reminder Emails That Get You Paid
When an invoice is overdue, send a short, friendly reminder the day after the due date, then follow up on a fixed schedule, getting firmer each time: about one week, two weeks and 30 days late, then a final notice. Most late invoices are paid after the first or second reminder. Below are a schedule and six email templates you can copy.
Late payment is normal, so plan for it
A late invoice usually isn't personal. In a 2025 Atradius survey of US companies, 43% of the value of business-to-business invoices was overdue, and customers most often blamed their own cash flow or slow internal approval. Intuit QuickBooks' 2025 survey of US small businesses found that 56% were owed money from unpaid invoices, an average of $17,500, and 47% had invoices more than 30 days overdue.
So treat reminders as a routine part of invoicing, not a confrontation. A clear, polite system gets you paid sooner and keeps the client.
Before the due date: make paying easy
- State the due date as a date on the invoice ("Due 14 November 2026"), not only "Net 30".
- Include everything needed to pay: bank details, a payment link or the apps you accept.
- Add the client's purchase order number if they gave you one. Without it, many companies won't process the invoice.
- Write your late payment terms on the invoice, if you agreed any. In Billsato's invoice generator you can add a late-fee clause to the notes with one click.
- Send it to the right person, usually the accounts team, and copy your contact.
A payment reminder schedule
| When | What to send | Tone |
|---|---|---|
| 3 days before the due date | Friendly heads-up (optional, good for new clients) | Helpful |
| 1 day after the due date | First reminder | Friendly, assumes an oversight |
| 7 days overdue | Second reminder, ask if anything is holding it up | Polite, direct |
| 14 days overdue | Third reminder plus a phone call | Firm |
| 30 days overdue | Formal notice, mention late fees or interest if agreed | Formal |
| 45–60 days overdue | Final notice with a deadline and next steps | Final |
Always reply in the same email thread and attach the invoice again. Make it impossible to say "we never got it".
Payment reminder email templates
1. 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. You can pay by [payment method / link].
Thanks, and let me know if you need anything from me.
[Your name]
2. One day overdue
Subject: Reminder: invoice [number] was due yesterday
Hi [name],
I hope all is well. Invoice [number] for [amount] was due on [date], and I haven't seen the payment yet. It's probably just slipped through, so I've attached it again here.
You can pay by [payment method / link]. If it's already on its way, please ignore this email.
Thanks,
[Your name]
3. One week overdue
Subject: Invoice [number] is now 7 days overdue
Hi [name],
I'm following up on invoice [number] for [amount], which was due on [date]. Could you let me know when I can expect payment, or whether anything is holding it up, such as a missing purchase order number or a question about the invoice?
The invoice is attached again. Thanks for your help.
[Your name]
4. Two weeks overdue
Subject: Second reminder: invoice [number], 14 days overdue
Hi [name],
Invoice [number] for [amount] is now 14 days past due. I haven't had a reply to my earlier reminders, so I'd appreciate it if you could arrange payment this week or let me know the expected date.
If it would help, I'm happy to call. I'll try you on [day] unless the payment arrives first.
Best regards,
[Your name]
5. 30 days overdue
Subject: Overdue notice: invoice [number], 30 days past due
Dear [name],
Invoice [number] for [amount], due on [date], is now 30 days overdue. As set out in our agreed terms, a late fee of [amount or %] now applies, bringing the balance to [new total].
Please arrange payment by [date, about 7 days from now]. If there is a problem with the invoice, let me know straight away so we can sort it out.
Regards,
[Your name]
6. Final notice
Subject: Final notice: invoice [number]
Dear [name],
Despite several reminders, invoice [number] for [amount], due on [date], remains unpaid. Please pay the full balance of [total] by [date, 7–14 days from now].
If payment is not received by then, I will [pause further work / pass the debt to a collection agency / start a small claims process]. I would much prefer to settle this directly, so please get in touch if you'd like to agree a payment plan.
Regards,
[Your name]
Only state consequences you are actually prepared to carry out.
Can you charge late fees or interest?
Usually yes, if the customer agreed to it in advance. Some countries also give businesses a legal right to interest on late business payments:
- United Kingdom: under the Late Payment of Commercial Debts (Interest) Act 1998, a business can claim statutory interest of 8% plus the Bank of England base rate on late payments from another business, and fixed compensation of £40 for debts under £1,000, £70 up to £9,999.99 and £100 from £10,000.
- European Union: the Late Payment Directive (2011/7/EU) gives businesses the right to interest of at least 8 percentage points above the European Central Bank's reference rate, plus a minimum €40 compensation for recovery costs. Each country applies it through its own law.
- United States: there is no federal rule. Late fees depend on your contract and on state law, which may cap interest rates. Write the fee into your terms and on the invoice before the work starts.
These rights apply to business customers. Charging consumers is usually more restricted, so check your local rules.
Tips that get invoices paid
- Pick up the phone at around two weeks overdue. A short call often solves what three emails didn't.
- Ask what's wrong. Missing purchase order numbers, wrong addresses and unapproved changes cause many delays.
- Offer a payment plan if the client is struggling. Some money now beats none later.
- Pause new work for clients with large overdue balances.
- Keep a log of every reminder and reply. You will need it if you escalate.
- Prevent the next one: take deposits from new clients, shorten payment terms and invoice the day you deliver.
Tracking which invoices are overdue
A spreadsheet with the invoice number, client, amount, due date and status works for a handful of clients. Billsato Pro shows each invoice as paid, partly paid or overdue, so you can see at a glance who to remind. It doesn't email your clients for you: send the reminders above from your own email, where replies come straight back to you. Pro is $10/month after a 7-day free trial.
Starting out? Read what an invoice must include and our freelance invoice guide.
Frequently asked questions
How soon should I send a reminder for an overdue invoice?
The day after the due date. An early, friendly reminder catches invoices that were simply missed, and those are most of them.
How many payment reminders should I send?
Usually four to five over about two months: one day, one week, two weeks and 30 days overdue, then a final notice. Add a phone call at around two weeks.
What should I write in the subject line of a payment reminder?
The invoice number and its status, for example "Reminder: invoice 2026-042 was due yesterday". Clear subject lines get forwarded to the right person and are easy to find later.
Can I charge interest on a late invoice?
Usually yes, if your customer agreed to it in advance. UK and EU law also give businesses a statutory right to interest and fixed compensation on late payments from other businesses. In the US it depends on your contract and state law.
What if the client still doesn't pay after a final notice?
Your options are to agree a payment plan, pause further work, use a collection agency, or take a small claim to court. Keep copies of the invoice, your agreement and every reminder.